Supplementary Note for Item 8;

CABINET – 24 JANUARY 2012

SUPPLEMENTARY NOTE FOR ITEM 8:

CORPORATE BUSINESS PLANNING – BUDGET SETTING 2012/13

CONSULTATION WITH LETCHWORTH AND SOUTHERN RURAL COMMITTEES

LETCHWORTH COMMITTEE

E2 Museum running cost savings: A Member made a comment that the wording ‘temporary closure’ in this proposal was misleading since Letchworth museum will remain closed permanently.

Officer comment: The word ‘temporary’ has been used because during construction of the new museum it will be necessary to close the current museums in order to catalogue collections. This will mean there will not be a District Council museum open for a relatively short time. The saving represents the reduced running costs during this time and not the full saving that will result once the new museum is operational and the two current museums are closed.

E5 Ceasing the Chairman’s annual reception: While it was noted that Officer’s are looking into alternative options a Member commented that some form of event should be kept as it is important to have the opportunity to thank those who work so hard in the Community and is also a good way of raising money for charity. However, the member would be happy to see a reduced cost event, e.g. buffet style, or for Members to pay a contribution to attend. It was also noted that while other Authorities have an annual civic event at the moment we do not know if these will continue in the same way in the future.

R2 Feasibility Study for dry facility at Hitchin Swimming Centre: A member raised concern that if approved this could be the start for a larger investment that does not get approved by Members.

Officer comment: Any further capital investment would require Member consultation through the Corporate Business Planning process and approval before going ahead.

C3 Re-roofing of Council Chamber: A member asked if we were insured for the stolen lead and if so would this reduce the funding required from the Council for the repairs?

Officer comment: The District Council Offices are insured by the landlord and not the Council. The Council are pursuing a claim but any reimbursement would be for the stolen lead only, will be subject to a £500 excess and would not cover the extent of the whole re-roofing. The roof was in poor condition before the lead was stolen.

C5 Making Good Trip Hazards in Hitchin Town Centre: A member asked where exactly the repairs were needed and if it was definitely the District Council’s responsibility.

Officer comment: These repairs are required to various areas of Council owned land in Hitchin town centre. In particular to pathways around Portmill Lane car park, the River Hiz and the market and Bancroft.

CABINET (24.1.12) 1 C9 St John’s Chapel, Hitchin Cemetery: A Member asked that it be made clear that this refers to St Johns Chapel in the cemetery rather than St Johns Church. It was queried whether this could be spread over a longer time period.

Officer comment: It has been made clear in the final report that this proposal relates to the building in the cemetery. Officers have reviewed the urgency/priority of all proposals and as a result these repairs are now scheduled to begin in 2013/14. Given the current state of repair it is not expected the repairs could be postponed much longer than that but officers will do their best to patch repairs as needed.

SOUTHERN RURAL COMMITTEE

Members were pleased to see there were no proposed reductions to Area Committee budgets.

Further clarification was sought on the purpose of the S106 monitoring reserve.

Officer Response: A flat fee of £822 is used from each S106 receipt for the administration and monitoring of S106 monies. This is used to part fund the member of staff employed to undertake this role as part of other duties. Any funds not used at the end of the year remain in the reserve to meet the future costs of monitoring.

C14 Replacement of Air Conditioning Unit: A member asked if the £150k was just for a unit since it appeared expensive.

Officer Response: The figure of £150k is a best estimate at this stage, based on the experience of Officers, for the cost of an appropriate air conditioning unit. Should the proposal be approved Officers will seek the best value supplier via the normal procurement process.

CABINET (24.1.12) 2