BOROUGH OF POOLE
CABINET MEETING
27 JANUARY 2004
The meeting commenced at 7.00 pm and finished at 9.32 p.m.
Present:
Councillor Leverett (Chairman)
Councillor Mrs Stribley (Vice-Chairman)
Councillors Ms Atkinson, Parker, Pethen and Wretham
Also attending:
Councillors Allen, Adams, Brooke, Bulteel, Clements, Collier, Mrs Deas, Eades, Gillard, Mrs Hillman, Mrs Hives, Mrs Moore and Trent
Members of the public present at the meeting - 14
1. APOLOGIES FOR ABSENCE – AGENDA ITEM 1
Apologies for absence were received from Councillors Sorton and Woodcock.
2. DECISIONS OF THE PREVIOUS MEETING – AGENDA ITEM 2
DECISION TAKEN
That the Cabinet agrees that the decisions of the meeting held on 20th January 2004 are a correct record.
For: Unanimous
3. DECLARATIONS OF INTEREST – AGENDA ITEM 3
Councillor Mrs Stribley declared a personal interest as a Harbour Commissioner in Item 10 “Coast Protection Strategy for Beaches”.
4. AUDIT AND INSPECTION ANNUAL LETTER 2003 – AGENDA ITEM 4
DECISION TAKEN
(i) That the Relationship Manager and District Auditor be thanked for the Annual Report;
(ii) That the Report be recommended to Council for consideration; and
(iii) That the officers be requested to prepare a Report on how the Council may address areas highlighted for improvement by the Auditors.
For: Unanimous
REASON FOR THE DECISION
To consider the Audit Commission’s Audit and Inspection Annual Letter and receive a presentation.
KEY DECISION – YES
PUBLISHED IN THE FORWARD PLAN – YES
PORTFOLIO AREA – Community Support/Environment/Learning/Local Economy / Housing
DISCUSSIONS/OPTIONS
The Chairman invited Mr Martin Robinson, the Audit Commission’s Relationship Manager and the Council’s District Auditor, to give a presentation to the meeting on the Council’s Audit and Inspection Annual Letter for 2003. All Members of the Council had received a copy of the Draft Audit and Inspection Annual Letter 2003 and had been invited to the meeting.
Mr Robinson introduced, Mr Chris Peachey, the Audit Manager and Mr Dan Povey also of the Audit Commission who were to assist him in his presentation.
Mr Robinson explained that this was the Audit Commission’s first joint Audit and Inspection “Annual Letter” for Members which incorporated the Annual Audit Letter. The Letter summarised the conclusions and significant issues arising from the 2002/2003 Audit and Inspection programme and commented on other current issues.
Mr Robinson gave a detailed Powerpoint presentation highlighting that in Autumn 2002 the Council had been categories as “good” to the Comprehensive Performance Assessment (CPA). Subsequently it had developed a range of improvement priorities aimed at further developing Corporate Management arrangements and improving key services. He felt the Council was making good progress in implementing its post CPA improvement priorities some of which related to the internal operation of the Council and some to improving priority services. He felt the Council was building appropriate corporate arrangements to enable it to maintain the momentum of continuous improvement over the longer term.
Key Council achievements
The Council had made significant progress in key aspects of Corporate Management over the past year whilst maintaining a high level of service. The District Auditor drew attention to:-
¨ a 2 star rating for Social Services and a generally favourable Report from a joint Audit Commission/Social Services Inspectorate Review
¨ continuing progress and the number of aspects of the Council’s post-CPA Improvement Plan
¨ successful preparations for the transfer of the Council’s housing stock to Arms Length Management Organisation (ALMO)
¨ re-establishment of stable financial position, particularly in Social Services
Last year Mr Robinson had reported the Audit Commission’s concerns about the Council’s financial position particularly the continuing overspend in Social Services, diminution of balances and weaknesses in financial reporting and decision-making.
He was pleased to note that the Council had taken vigorous and effective action to improve financial management, monitoring and reporting with the results that spending had been kept within budget in the current year and that progress was beginning to be made on replenishing reserves.
He noted that a strong lead was being given by the Cabinet on this issue but the financial environment for the Council was still very challenging, necessitating continuing close scrutiny of financial standing by both officers and Members.
Mr Robinson asked Mr Peachey, the Audit Manager, to comment on the work undertaken with regard to Development Control. Mr Peachey, explained that a number of areas of good practice had been identified together with some areas for improvement particularly with regard to enforcement. Mr Peachey also suggested that improvement was needed with regard to controlling the Council’s Capital Programme and its spending forecast. He suggested that a realistic Capital Programme was needed as there had been significant underspends on some individual schemes and tighter project management was required.
With regard to the Arms Length Management Organisation (ALMO) the Council had invited the District Audit to undertake a pre-inspection, the results of which had been most encouraging.
The Chairman thanked Mr Robinson and his colleagues for their presentation and invited the Cabinet and other Members of the Council to address any questions to Mr Robinson.
The Portfolio Holder for Community Support, Councillor Ms Atkinson, thanked MrRobinson on behalf of the staff involved with Social Services for his comments and recognition that the Social Services budget was now more rigorously controlled. She recognised there were challenges for the next year.
Councillor Parker, the Portfolio Holder for Local Economy, thanked Mr Peachey for the comments on Development Control explaining that some of the problems had been caused by the high level of vacancies, changing staff and the high number of applications. He shared the District Auditor’s view on enforcement and the officers understood this needed further attention.
Councillor Mrs Stribley, Deputy Leader of the Council was pleased that the Annual Letter had highlighted that the Council was progressing with regard to changes in the democratic process.
Councillor Wretham, the Portfolio Holder for Housing, commented that by the District Auditor undertaking a pre-inspection prior to the ALMO inspection meant that a number of weaknesses had been identified which the Council had been able to rectify.
Councillor Allen asked Mr Robinson about the roles of Scrutiny and Audit. MrRobinson explained that the number of Councils had found it very difficult to get the role of scrutiny right and he understood the Audit Commission had undertaken some work with the Council but that this was an area, in common with other Councils, where more work was required.
Councillor Clements queried whether Mr Robinson had looked at the Council’s Vacancy Clearance Procedure which the Administration had claimed had been most helpful in budget monitoring. Councillor Clements explained that he had asked for minutes of the meetings but had been advised that these were not formal meetings held under the Access to Information Act but were informal advisory meetings to assist Managers making appointments. He understood that some Service Unit Heads felt that the decisions were, in fact, made by Cabinet Members.
Mr Robinson replied that he had not looked at this process and Councillor Clements requested that he did in the future.
Councillor Eades queried whether the financial monitoring of the 2003/4 budget had led to keeping expenditure within budget or whether it could relate to a better financial settlement in 2003/4 than in previous years.
The District Auditor responded that better monitoring and reporting led to more informed decisions.
5. COUNCIL TAX – DETERMINATION OF TAX BASE – AGENDA ITEM 5A
DECISION TAKEN:
(i) That the Report of the Head of Financial Services for the collection of the Borough’s Tax Base for the year 2004/2005 be approved; and
(ii) That, pursuant to the Head of Financial Services Report and in accordance with the Local Authority’s (Calculation of Tax Base) Regulations 1992, as amended, the amount calculated as the Council Tax Base for the Borough of Poole for the year 2004/2005 shall be 55,300.
For: Unanimous
REASON FOR THE DECISION
To approve the calculations required in order to determine the Tax Base for the Borough of Poole 2004/2005. A formal decision was required in order that the Tax Base could be notified to the Dorset Police Authority and to the Fire Authority by the 31st January 2004 in the financial year preceding that to which the Tax Base applied.
KEY DECISION – YES
PUBLISHED IN THE FORWARD PLAN – YES
PORTFOLIO AREA – Community Support/Environment/Resources/Local Economy / Housing/Learning
DISCUSSIONS/OPTIONS
The Leader of the Council introduced this Report explaining its technical nature and referring to the proposed reduction in collection rates for Council Tax for the Borough from 99.5% to 99% in 2004/2005 bearing in mind the current high profile of Council Tax at a national level and the introduction of the reduced discounts on second homes.
He noted that the officers would aim for 100% collection but Members agreed it would be prudent to budget on a 99% achievement.
6. MEDIUM TERM FINANCIAL PLAN, CAPITAL PROGRAMME AND FUNDING 2004-2008 – AGENDA ITEM 5B
DECISION TAKEN:
That Council be requested to approve:-
(a) the Capital Programme for 2004/2005 to 2007/2008 (as detailed in Appendix A to the Report) including the following amendments to the Medium Term Financial Plan:-
(i) an additional £66,000 to be allocated to the Capital Programme for the Waste Strategy;
(ii) an allocation of £125,000 to be added to the Capital Programme for disability discrimination at works (as detailed in Appendix B to the Report);
(iii) other than (ii) above all schemes detailed in Appendix B to the Report be deferred until consideration of the Council’s Corporate Plan in April 2004.
(b) the Maintenance Programme as set out in Appendix C to the report;
(c) the Draft InformationTechnology (IT) Investment Plan subject to financial confirmation by Cabinet on the 6th April 2004 (as detailed in Appendix D to the Report);
(d) the estimates in accordance with the Prudential Code (Appendix E to the Report amended pages circulated at the meeting); and
(e) that the £17,000 capital works required for Fourways and £57,000 identified for the refurbishment of Canford Cliffs Library be subject of further Reports and considered at Cabinet on the 6th April 2004 when the Council’s Capital Programme is finalised.
For: Unanimous
REASON FOR THE DECISION
To consider the revised Capital Programme, Maintenance Programme and Information Technology Investment Plan for 2004/2008 and make recommendations to Council.
KEY DECISION – YES
PUBLISHED IN THE FORWARD PLAN – YES
PORTFOLIO AREA – Community Support/Environment/Housing/Resources/Local Economy/Learning
DISCUSSIONS/OPTIONS
The Chairman, Councillor Leverett introduced the Report. He highlighted the financial priorities including maintenance needs of Council owned property including beach huts, public conveniences, Information Technology Infrastructure, e-Government Development, trees, highways etc., and the £1M provision per annum towards the Bridge and Town Centre Regeneration. (The remainder of these financial priorities were detailed at paragraph 3.1 of the Report).
Councillor Pethen drew Members’ attention to Appendix A to the Report explaining that the coastal protection works were to be funded by DEFRA. He drew attention to Appendix C explaining the need for and provision of a machine to remove chewing gum and to clean up graffiti in the High Street together with the proposals for refurbishment of public conveniences which have been neglected in recent years.
Councillor Parker drew attention to Appendix C and costs for Town Centre maintenance pointing out that this did not include maintenance for the Dolphin Shopping Centre as this was owned by Grosvenor Properties. He also pointed out that the Borough was fortunate in having an engineer who was also a diver which had helped reduce costs on the lifting bridge maintenance. Councillor Parker also explained that Bournemouth Borough Council had asked Poole to delay its proposed works at the Mountbatten Roundabout for two months in order that the delays caused by the roadworks on the Wessex Way being undertaken by Bournemouth Borough Council may be minimised across the Conurbation.
Councillor Ms Atkinson drew attention to Appendix B explaining that feasibility works etc, had to be undertaken at Fourways but no budget provision had been made in the 2004/5 Capital Programme for this and she requested that £17,000 for this Project’s feasibility study be included within the Capital Programme. She also queried whether offenders could do some of the work detailed in Appendix C in order that the Council may find a way to ensure that offenders gave something back to the Community.
Councillor Mrs Stribley requested that any works undertaken at the Mountbatten Arms should be advertised as far afield as possible together with alternative routes. Councillor Parker undertook to ensure there was adequate notice to minimise inconvenience to drivers.
The Leader allowed Councillor Mrs Deas to make a presentation in support of refurbishment works for Canford Cliffs Library. Councillor Mrs Deas explained that this was a community facility for the elderly as this area of the Borough had a 35.3% of its community over 70 years of age which was two to three times higher than in the rest of Poole. She explained the Library was more than just a Library but was a much valued meeting venue. Councillor Mrs Deas explained there were large numbers of vulnerable elderly people living in Canford Cliffs who were “property rich but cash poor”. She requested that the Council use the opportunity of the Health and Safety Works being undertaken in October to do the refurbishment works estimated to cost £57,000 at the same time in this year 2004 and requested that this sum of money be included in the Council’s Capital Programme.
Councillor Wretham, as Chairman of Age Concern, spoke in support of the proposal. Councillor Parker suggested that the use of Planning Obligations fund money should be investigated for this Project. Councillor Ms Atkinson queried whether all options had been explored for the funding asking whether the community had raised funds which the Council may be able to match.
Members were supportive of the proposals for Canford Cliffs Library and also of the inclusion of monies in this year’s Capital Programme for feasibility study at Fourways. It was agreed that both of these projects should be the subject of further Reports to the Cabinet meeting on the 6th April 2004 requesting inclusion in the Council’s Capital Programme when the Capital Programme was to be considered.
7. CORPORATE PERFORMANCE ASSESSMENT – AGENDA ITEM 6