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(Public Pack)Agenda Document for Council, 19/04/2018 18:45

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(Public Pack)Agenda Document for Council, 19/04/2018 18:45 Date: 11 April 2018 Town Hall, Penrith, Cumbria CA11 7QF Tel: 01768 817817 Email: [email protected] Dear Sir/Madam Council Agenda - 19 April 2018 Notice is hereby given and you are hereby summoned to attend a meeting of the Council to be held at 6.45 pm on Thursday, 19 April 2018 at the Council Chamber, Town Hall, Penrith. 1 Apologies for Absence 2 Declarations of Interest To receive declarations of the existence and nature of any private interests, both disclosable pecuniary and any other registrable interests, in any matter to be considered or being considered. 3 Minutes RECOMMENDATION that the minutes Cl/105/03/18 to Cl/119/03/18 of the meeting of Council held on 8 March 2018 be confirmed and signed by the Chairman as a correct record of those proceedings (copies previously circulated). 4 Chairman's Announcements 5 Questions by the Public To receive questions from the public under Rule 10 of the Constitution 6 Questions by Members To receive questions from Members under Rule 12 of the Constitution 7 Motions on Notice (Pages 7 - 10) To consider motions on notice under Rule 13 of the Constitution 8 Chairman/Vice Chairman Chains of Office (Pages 11 - 14) To consider report CE12/18 from the Chief Executive which is attached and which seeks to secure authority to purchase new Chairman and Vice-Chairman’s chains of Mr Matthew Neal www.eden.gov.uk Deputy Chief Executive office to replace the out of date ones currently used which are also in a state of disrepair. RECOMMENDATION that a supplementary revenue budget of £5,000, funded from revenue reserves is approved for the purchase of new Chairman and Vice- Chairman’s chains which the Chief Executive should arrange. 9 Annual Review of the Constitution (Pages 15 - 58) To consider report G35/18 from the Deputy Chief Executive which is attached and which seeks to outline proposed changes to the Council’s Procurement Rules and Accounting and Audit Rules for consideration and inclusion in the Constitution. This report also seeks to enable consideration to be given to an amendment to the Constitution Council Procedure Rules for inclusion in the Constitution. RECOMMENDATIONS that: Subject to consideration of any comments from Accounts and Governance Committee, Council is recommended to approve for inclusion in the Constitution: 1. the amendments to the Accounting and Audit Rules 2018 attached as Appendix 1 to this report; 2. the amendments to the Procurement Rules 2018 attached as Appendix 2 to this report; and 3. the addition of Clause 29 within the Council Procedure Rules under Part 4, Part A of the Constitution as set out in paragraph 3.6 of this report. 10 Scrutiny Structures Review (Pages 59 - 64) To consider report G45/18 from the Deputy Chief Executive which is attached and which seeks to update Members in relation to the scrutiny structures review and to enable consideration to be given to postponement of the review to a later date. RECOMMENDATIONS that: 1. The Scrutiny Structure Review be postponed; and 2. The Working Group be requested to re-convene in October 2018 with a view to making recommendations to Council regarding the introduction of any new structure for scrutiny at the commencement of the 2019-2020 municipal year. 11 Proposed Calendar of Ordinary Meetings 2018-2019 (Pages 65 - 72) To consider report G31/18 from the Deputy Chief Executive which is attached and which seeks to request Members’ provisional approval of a calendar of meetings for the 2018-2019 municipal year. RECOMMENDATIONS that: 1. The draft calendar of ordinary meetings at Appendix A for 2018-2019 be www.eden.gov.uk 2 approved subject to final agreement by Council in May 2018; 2. All Members and Standing Deputies of the Planning, Licensing and Accounts and Governance Committees be required to undertake full training prior to the first meeting of the respective committees; and 3. The definitive Calendar of ordinary meetings, together with the dates for Portfolio meetings, be presented to the Annual Meeting of Council in May 2018 for verification. 12 Commercial Plan Update (Pages 73 - 82) To consider report G42/18 from the Assistant Director Commercial Services which is attached and which sets out progress against the Annual Delivery Plan of the Council’s first Commercial Plan that has been in place since 2017 and covers the period 2017-2020. The overriding aim of the Commercial Plan is to set out the intention of the Council to strive towards achieving savings/income of £1 million by 2020/2021. The finance generated or saved will be used to maintain and develop services for the residents, businesses and visitors of the District. The Annual Delivery Plan contained as Appendix 1, is the mechanism for how this will be achieved and monitored. RECOMMENDATION that progress against the Council’s Annual Delivery Plan covering the period 2017/18 is noted. 13 Related Party Transactions and Members' Interests (Pages 83 - 90) To consider report F25/18 from the Director of Finance which is attached and which seeks to remind Members of the approach for gathering the information required for the ‘Related Party Transactions’ note in the annual accounts. RECOMMENDATIONS that: 1. The disclosures in the accounts regarding Interests and Related Party Transactions for Member be extracted from the Registers of Interests. 2. Members continue to be required to keep up-to-date their Interests in the Register of Interests. 14 Carry Forward of Revenue Budgets (Pages 91 - 100) To consider report F24/18 from the Director of Finance which is attached and which seeks to secure Members' approval of the carry forward of a number of individual unused 2017-2018 budgets into 2018-2019. RECOMMENDATION that the budgets set out in Appendix A of the report be carried forward from 2017-2018 to 2018-2019 and a supplementary estimate of up to £416,583 be recommended to fund this. It be noted that there is a corresponding underspend in 2017-2018. 15 Penrith Master Plan (Pages 101 - 110) www.eden.gov.uk 3 To consider report CE10/18 from the Chief Executive which is attached and which asks Members to consider the use of the £250,000 received from Government to support multi-authority working on reviewing the infrastructure and associated issues to determine the planning principles for land to the East of Penrith. RECOMMENDATIONS that: 1. the £250,000 grant which has been awarded to support the work from Government be welcomed; 2. it be noted the Council Officers are working with officers from Cumbria County Council on the appropriate way to deal with assembling the necessary information to support the assessment of future housing and employment growth options as part of the Master Plan work which is presently being undertaken; 3. the Deputy Director Technical Services be given delegated authority to spend the £250,000 on those infrastructure studies required to support the Master Plan proposal and such other professional development work including project management, consultation, supporting the production of a draft Section 106 Planning Obligation and other legal agreements if required. This is in order that the vision in the Master Plan as it emerges, could be taken forward as a planning application which would facilitate wide consultation; and 4. the Deputy Director Technical Services, following consultation with the Leader be given authority to determine in particular cases that exceptional circumstances arise, enabling a contract to be awarded in relation to one or multiple suppliers in order to deliver this programme of work. 16 Council Accommodation (Pages 111 - 130) To consider report TES22/18 from the Deputy Director Technical Services and Assistant Director Organisational Development which is attached and which seeks to report on the outcome of the cross party Accommodation Working Group and recommend the best option to enable the Council to provide accommodation which is fit for purpose, meets legislative requirements and supports accessibility for all, for both service users and staff. RECOMMENDATIONS that: 1. To fund the design and build of additional accommodation at the Town Hall to provide a centralised site for key Council services and to re-develop the Mansion House to provide for economic development opportunities and some affordable housing; 2. The Director of Finance is given delegated powers to agree the details of any loan finance; 3. Funding will be by way of a 50 year from the Public Works Loans Board at the prevailing rate (currently 2.9%) or other suitable means of funding with the overriding provision being that the final funding model is cost neutral or near www.eden.gov.uk 4 cost neutral; 4. A provisional capital budget of £2.3m to undertake the works for the additional accommodation and re-development be approved and included in the 2018/19 capital programme, 5. It be noted that commencement of works will be subject to a full business case demonstrating that the scheme is affordable over its life. If in the circumstance where the scheme does not demonstrate that it is achievable at cost neutral or near cost neutral basis further Council approval will be sought. 6. That it be noted that the Accommodation Working Group will; a. be consulted on the final specification for the works; and b. will nominate members to sit on the tender assessment panel. 7. The Deputy Director Technical Services be authorised to seek competitive tenders from relevant suppliers to complete works for the selected option and a supplementary budget of £10,000 be approved to support this in 2018/19 funded from revenue balances. 17 Date of Next Scheduled Meeting The next scheduled meeting of Council be confirmed as the Annual Council meeting on 10 May 2018.
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