Public Document Pack
AGENDA
NOTE: In the case of non-members, this agenda is for information only
Committee - CABINET Date & Time - TUESDAY, 31ST MAY, 2011 AT 9.30 AM Venue - NORFOLK ROOM, THE COMMITTEE SUITE, ELIZABETH HOUSE, DEREHAM
Members of the Committee requiring further information, or with specific questions, are asked to raise these with the appropriate officer at least two working days before the meeting. If the information requested is available, this will be provided, and reported to Committee.
The Cabinet
Mr J.W. Nunn (Chairman) Mr M.A. Kiddle-Morris Mr W.H.C. Smith Mrs L. Turner Mr S. Askew Mr A.C. Stasiak (Vice-Chairman) Mr P.D. Claussen
PEPEPERSONSPE RSONS ATTENDING THE MEETING ARE REQUESTED TO TURN OFF MOBILE TELEPHONES
Member Services Elizabeth House, Walpole Loke, Dereham Norfolk, NR19 1EE
Date: Friday, 20 May 2011
Please ask for Julie Britton: Telephone (01362) 656343 e-mail: [email protected]
Cabinet 31 May 2011
PART A - ITEMS OPEN TO THE PUBLIC
Page(s) herewith 1. MINUTES 1 - 14 To confirm the Minutes of the meeting held on 5 April 2011.
2. APOLOGIES To receive apologies for absence.
3. URGENT BUSINESS To note whether the Chairman proposes to accept any item as urgent business, pursuant to Section 100(B)(4)(b) of the Local Government Act 1972.
4. DECLARATION OF INTEREST Members are asked at this stage to declare any interests they may have in any of the following items on the agenda. The Members’ Code of Conduct requires that declarations include the nature of the interest and whether it is a personal or prejudicial interest.
5. NON-MEMBERS WISHING TO ADDRESS THE MEETING To note the names of any non-members who wish to address the meeting.
6. CHAIRMAN'S ANNOUNCEMENTS (IF ANY)
7. SWAFFHAM PARKING REVIEW - CHANGES TO THE RECOMMENDATION Further to the references from the Overview & Scrutiny Commission on 24 March 2011 that were approved at the Cabinet meeting on 5 April 2011, the Executive Member for Economic & Commercial has requested that a number of the recommendations be removed (verbal update will be provided) (see Cabinet Minute No. 36/11(b)).
8. MATCH FUNDING GRANT PANEL REPORT ROUND 1 - 2011/12 15 - 19 Report of the Executive Member for the Communities and Benefits Portfolio (Adrian Stasiak).
9. LAND AT DEREHAM ROAD, WHINBURGH 20 - 23 Report of the Executive Member for the Economic & Commercial Portfolio (Mark Kiddle-Morris).
10. CAPITAL PROGRAMME 2010/11 24 - 31 Report of the Executive Member for the Corporate Resources Portfolio (Stephen Askew).
Cabinet 31 May 2011
Page(s) herewith 11. BUSINESS IMPROVEMENT SUB-COMMITTEE: 12 APRIL 2011 32 - 36 To adopt the Minutes of the Business Improvement Sub-Committee meeting held on 12 April 2011.
12. NEXT MEETING The date of the next Cabinet meeting is 26 July 2011 (venue to be confirmed).
Public Document Pack Agenda Item 1
BRECKLAND COUNCIL
At a Meeting of the
CABINET
Held on Tuesday, 5 April 2011 at 9.30 am in Norfolk Room, The Committee Suite, Elizabeth House, Dereham
PRESENT Mr J.W. Nunn (Chairman) Lady Fisher Mr W.H.C. Smith Mr M.A. Kiddle-Morris Mr S. Askew Mr A.C. Stasiak (Vice-Chairman) Mr P.D. Claussen
Also Present Mr S.G. Bambridge Mr P.J. Duigan Mrs M.P. Chapman-Allen Councillor Claire Bowes Mr J.P. Cowen
In Attendance Mark Stokes - Deputy Chief Executive Julie Britton - Senior Committee Officer Mark Finch - Assistant Director of Finance Anita Brennan - Housing Manager Robert Walker - Assistant Director of Commissioning Andrew Grimley - Principal Environmental Health Officer Zoe Footer - Land Management Officer Catherine Lang - Community Development Officer Dominic Chessum - Marketing & Communications Officer Maxine O'Mahony - Director of Commissioning Terry Huggins - Chief Executive Vicky Thomson - Assistant Director - Democratic Services
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28/11 MINUTES (AGENDA ITEM 1)
The Minutes of the meeting held on 22 February 2011 were confirmed as a correct record and signed by the Chairman.
29/11 APOLOGIES (AGENDA ITEM 2)
An apology for absence was received from Mr R Goreham.
30/11 DECLARATION OF INTEREST (AGENDA ITEM 4)
The Executive Member for Environmental Wellbeing & Communications declared a personal and prejudicial interest in Agenda item 9 and left the room whilst this item was being discussed.
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31/11 NON-MEMBERS WISHING TO ADDRESS THE MEETING (AGENDA ITEM 5)
Cllr C Bowes, Mrs M Chapman-Allen, Mr G Bambridge, Mr P Cowen and Mr P Duigan.
32/11 NEW PUBLICITY CODE (AGENDA ITEM 7)
The Marketing & Communications Officer presented the report which advised Members of the implications of the New Code of Recommended Practice on Local Authority Publicity and recommended a decision regarding the future frequency of issues of Breckland Voice.
The Publicity Code provided guidance on the content, style and cost of local authority publicity. Authorities were required by law to consider the Code in coming to any decision on publicity of any form addressed to the public.
A consultation with local authority organisations on a draft revised Code closed on 10 November 2010. Over 350 responses had been received from organisations and individuals. Breckland Council had contributed to the consultation.
Breckland Council’s publicity reflected the recommendations within the new Code with the exception of the recommendation around the frequency of Council publications. Under the section relating to ‘Appropriate use of Publicity’ the Code stated that “Where local authorities do commission or publish newsletters, newssheets or similar communications, they s hould not issue them more than quarterly. Breckland Voice was currently published six times a year.
Breckland Council currently published 62,000 copies of Voice which were distributed through Royal Mail to all businesses and residents in the
Breckland area; it was the only publication in the District that reached everyone. Whilst Voice was the primary means of communicating with our residents, digital media was a growing opportunity and had to be considered, however, access to the internet was difficult in some areas and some people preferred to use more traditional methods. Resident’s opinions were constantly monitored through surveys carried out by the Citizens Panel which showed that they were very satisfied with the publication.
Although not a significant income stream, local businesses did have the
opportunity to advertise in Breckland Voice and cutting the number of issues would result in bigger challenges to deliver timely communications. The current publication schedule was timed very carefully to fit into key dates in the year. Publishing fewer issues would also increase the pagination resulting in higher printing costs eating into any savings made.
The Executive Member for Corporate Development & Performance supported the proposal for six editions. He pointed out that reducing the publication to four a year would mean that much of the information, by the time Voice had been issued, would be out of date. He felt that Breckland
Council already complied with the Code’s criteria in relation to style and 2 2 Cabinet 5 April 2011
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content and the public’s satisfaction depended on the quality of the information the Council publicised.
The Vice-Chairman agreed with the aforementioned comments and added that Breckland did not have the benefit of widespread coverage of broadband.
The Executive Member for Economic & Commercial said that although Norfolk had the Eastern Daily Press many villages in Breckland did not have the facilities to deliver newspapers to the door and for elderly people Voice was the only publication that was widespread. He mentioned the fact that two of his villages in his Ward did not have broadband facility.
The Executive Member for Environmental Wellbeing & Communications stated that the Code required authorities not to be in competition with the local newspaper.
Option 1
To reduce the number of issues of Breckland Voice to reflect the recommendations of the revised Code.
Option 2
Continue to have regard to the Code but to continue to publish Voice six times a year given the considerations detailed within the report.
Reasons
The proposed changes to the Code requiring a reduction in the number of issues would cause a detrimental impact on the Council’s ability to communicate with its residents effectively at a time when engaging with residents was essential.
It would impact on the timely nature of the content of the editorial and could result in increased use of other methods used to communicate which might not be as effective and were far more expensive.
The geography, population distribution, demographics and media landscape were unique to Breckland and had informed the blend of external communications streams that the Council utilised to engage with its residents in a cost effective way.
A restriction on one of the Council’s most essential communication streams would dilute the effectiveness of its communications and would cost more to reach less people – one of the very issues which the revised Code required local authorities to consider.
Breckland Voice did not pose a threat to other media streams in the district in terms of editorial content, design and advertising revenue.
Breckland Council would continue to have regard to the Code of Recommended Practice on Local Authority Publicity.
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RESOLVED that given the unique circumstances and media landscape of the district, Breckland Council would continue to publish the resident’s Dominic magazine Breckland Voice, six times a year whilst having regard to the Chessum Code of Recommended Practice on Local Authority Publicity.
It was agreed that Breckland Council would publically support the Broadband “Back the Bid” campaign launched jointly by Norfolk County Council and the Eastern Daily Press and a link would be added to the website accordingly.
33/11 BRECKLAND WEBSITE GOVDELIVERY (AGENDA ITEM 8)
The Marketing & Communications Officer presented the report which allowed Members to discuss and decide whether the Council should procure GovDelivery to complement the Council’s new website.
Breckland Council launched its new website in January 2011 and as the
launch had proved to be a success, the Council needed to continue to build on its achievement and move forward and complement what had already been created. As a result, Officers had been looking at ‘bolt-on’ products and the one that was felt to be the most favourable was a product called GovDelivery.
This product was being widely used in England and the United States of America. Norfolk County Council had also been using it therefore, if approved, Breckland Council would be following in the footsteps of good companies.
The Marketing & Communications Officer explained how GovDelivery worked.
It was noted that the report recommended that SMS text messaging should not be included as an option due to the excessive costs involved.
The system would enable the Council to increase its reach and would allow engagement to those who were classed as ‘time poor’.
The costs of having such a product were explained but it was highlighted that such costs would be found from the existing Communications budget.
The Chairman knew that Broadband was an issue in the area and therefore felt that the Council should embrace this technology as it was the right tool to be able to communicate to everyone.
The Executive Member for Corporate Resources said that getting the right balance was important and to introduce such a product would be equally as effective as Breckland Voice.
The Executive Member for Corporate Development & Performance thought that the automatic update facility would be a great boon for the Council and knew that the Business Improvement Sub-Committee would support it.
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The Overview & Scrutiny Commission Chairman felt that transparency was the name of the game and this product would allow people to contact the Council with any concerns they had and it would be an opportunity for them to raise issues in a meaningful way.
Option 1 – Recommended
To agree to the procurement of GovDelivery to complement the Council’s website but not take up the option of allowing customers to receive information through SMS messaging. The budget for this option would be found from within the existing Communications budget as detailed in the finance section of the report.
Option 2
To agree the procurement of GovDelivery to complement the Council’s website and allow customers to receive information through SMS messaging. To agree to increase the Communications budget by £12,000 to allow for 120,000 SMS messages a year. This equated to two text messages a month for 5,000 people. The budget for all other associated costs would be found from the existing budget as detailed in the finance section of the report.
Option 3
Not to procure GovDelivery at this time.
Reasons
GovDelivery wais a bolt on product which would further enhance the Council’s digital output and play a part in reducing the number of calls to the Council’s Customer Contact Centre, the average cost of which was £5.19 per call. Consultation had shown that it was a system which residents would value and use. GovDelivery would be paid for out of existing budgets.
RESOLVED that the procurement of GovDelivery to compliment the Dominic Council’s website be approved, subject to the option of allowing Chessum customers to receive information through SMS messages not being taken up.
34/11 PROPOSED TRANSFER OF THE FORMER MULTI-USE GAMES AREA, TRAFALGAR WOOD AND RIVERSIDE AREA AT KILVERSTONE PARK IN THETFORD (AGENDA ITEM 9)
The Executive Member for Environmental Wellbeing & Communications, Lady K Fisher, declared a personal & prejudicial interest in this item and left the room whilst this item was being discussed.
The Executive Member for Economic & Commercial presented the report
which requested Members to approve the transfer of the former multi-use games area, Trafalgar Wood and the Riverside Area at Kilverstone Park in Thetford to Thetford Town Council.
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The report recommended that three parcels of land be transferred together with the commuted sums that had already been received from S106 Agreements and which had been retained by Breckland Council for maintenance.
Marion Chapman-Allen a Ward Member for Thetford was in attendance and welcomed the transfer of these areas, in particular Trafalgar Wood and the Water Meadow. Both these areas were much valued by the local community and were very well used. The monies for the Water Meadow would mean that after years of neglect a plan would be able to be developed to draw down Match Funding to carry out much needed improvements. She hoped that it would become a County wildlife site in future. She thought it should be appreciated that the additional S106 monies from this development had only been made possible by the tenacity of two Breckland Council Officers. She asked Members to recall that, the developers Ashwells, who had since gone into administration, had only offered this Authority £110,000.00 from the total payable of £288,431.00. Breckland’s Head of Legal Services and the Land Management Officer had not been content with this amount and had challenged the developers over another asset held. This challenge had resulted in the Council being paid the full amount owed; a resounding success and without any element of compromise to Breckland Council. A success solely down to the tenacity and negotiation skills of Mike Horn and Zoe Footer without whose determination would have found the Council seriously out of pocket.
Option 1
To agree to transfer the following areas of land to Thetford Town Council at nil consideration to be retained as public open space:
1) the former multi-use games area at Kilverstone Park in Thetford together with the commuted sum of £34,473.00; 2) Trafalgar Wood at Kilverstone Park in Thetford; and 3) the Riverside Area at Kilverstone Park in Thetford together with
the commuted sum of £163,845.00.
Option 2
To refuse to transfer these areas of land.
Reasons
To ensure the open space areas were kept to a standard acceptable by the Town Council and the facilities available could be changed in response to the town appraisals.
RESOLVED that the following areas of land be transferred to Thetford Zoe Footer Town Council at nil consideration to be retained as public open space:
1) the former multi-use Games Area at Kilverstone Park in Thetford together with the commuted sum of £34,473.00;
2) Trafalgar Wood at Kilverstone Park in Thetford; and
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3) the Riverside Area at Kilverstone Park in Thetford together with the commuted sum of £163,845.00.
35/11 TRANSFER OF PLAY AREAS (AGENDA ITEM 10)
The Executive Member for Economic & Commercial presented the report which asked Members to consider and approve the release of £80,961.33 to transfer three Breckland equipped play areas to Attleborough Town Council.
Background information was provided.
The Vice-Chairman believed that these open spaces should belong to Town and Parish Councils (he mentioned the success of Gaymers Meadow) and felt that the transfer and the commuted sum was excellent news for Attleborough.
The Executive Member for Corporate Development & Performance queried the wording on the Proforma B (2 nd paragraph) and asked whether there was a Service Level Agreement attached. Members were
informed that the play areas were being transferred not the open spaces around it. The Land Management Officer explained that the original proposal was in relation to equipped play areas only. Breckland Council did not want to dispose of any land that could be of strategic importance. It was noted that these open spaces would become part of the tranches within Active Land Management.
Options
1) To approve the release of £80,961.33
2) Not to approve the release of £80,961.33
Reasons
To ensure the facilities in these play areas are kept to a standard acceptable by Attleborough Town Council and the facilities available could be changed in response to the town appraisals.
RESOLVED that the sum of £80,961.33 be released to transfer three Zoe Footer Breckland equipped play areas to Attleborough Town Council.
36/11 REFERENCE FROM THE OVERVIEW AND SCRUTINY COMMISSION (AGENDA ITEM 11)
(a) ICT Options for Members
See Agenda item 13 – Minute No: 38/11 2(a) below.
(b) Swaffham Parking Review
The Overview & Scrutiny Commission Chairman presented this item.
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He reminded Members that Dereham, Attleborough and Watton had already been considered, although for the latter towns the costs, as Cabinet had previously requested, had yet to be finalised.
With regard to Swaffham, the comments listed in the report were a consequence of the public consultation that had been carried out as part of the review.
The Executive Member for Economic & Commercial queried the fourth and fifth recommendations of the report:
(4) The Council, Norfolk County Council and Norfolk Constabulary liaise over de-criminalisation of on-street parking in Swaffham in a multi-agency approach, seeking a transfer of responsibility and action enabled through joined-up thinking and use of resources.
(5) The Town Council’s proposals to employ a traffic warden to undertake off-street parking enforcement within the five market towns.
The Overview & Scrutiny Commission Chairman stated that the off- street and on-street parking enforcement was somewhat vague at the moment but the public had supported both proposals put forward.
Referring to recommendation (4), the Executive Member for Economic
& Commercial pointed out that Norfolk County Council would have responsibility for on-street parking from November 2011. With this in mind, and until further clarification had been received from Norfolk County Council, he felt that this recommendation should be re-visited at a later date.
RESOLVED that: Rory Ringer, Teresa 1) the disabled parking facilities in the Market Street car park be Smith reviewed and easier access spaces be provided; 2) Norfolk County Council, as the Highways Authority, be requested to undertake an assessment to consider using the land opposite the old sixth form centre as a dedicated taxi rank; 3) Norfolk County Council be requested to produce new. Larger signs to entice people to park at the Theatre Street car park; 4) using a multi-agency approach, Breckland Council, Norfolk County Council and Norfolk Constabulary liaise over de-criminalisation of on-street parking in Swaffham, seeking a transfer of responsibility and action enabled through joined-up thinking and use of resources; 5) the Town Council’s proposal to employ a traffic warden to undertake off-street parking enforcement within the five market towns be supported; and 6) Breckland Council’s policy of providing free parking in all Breckland-owned car parks in Swaffham be retained.
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37/11 ANGLIA REVENUES AND BENEFITS PARTNERSHIP (AGENDA ITEM 12)
(a) Report of the meeting of the Joint Committee held on 10 February 2011
RESOLVED that the Minutes of the Anglia Revenues and Benefits Partnership Joint Committee meeting held on 10 February 2011 be noted.
(b) Report of the meeting of the Joint Committee held on 17 March 2011
The Executive Member for Planning, Health & Housing who was also a Member of the ARP Joint Committee was pleased to announce that on the 1 st April 2011, St Edmundsbury District Council had joined the partnership; he congratulated the Officers involved who he felt were a credit to the organisation.
RESOLVED that the Minutes of the Anglia Revenues and Benefits Partnership Joint Committee meeting held on 17 March 2011 be noted.
38/11 BUSINESS IMPROVEMENT SUB-COMMITTEE: 1 MARCH 2011 AND 30 MARCH 2011 (AGENDA ITEM 13)
1. Business Improvement Sub -Committee: 1 March 2011
(a) Customer Service Improvement Plan (Minute No. 22/11)
The Executive Member for Environmental Wellbeing &
Communications reported that an enormous amount of progress had been made in regard to reducing the number of engaged calls which was all thanks to the new equipment that had recently been installed in the Contact Centre. Breckland Council was continuing to work with its partners to improve frontline services.
RESOLVED that the Customer Service Improvement Plan be adopted, subject to the inclusion of a requirement to use the gathered data to client manage partners and other out-sourced services.
(b) ICT In-sourcing (Minute No. 23/11)
The Executive Member for Corporate Development & Performance, who was also the Chairman of the Business Improvement Sub- Committee, was pleased to announce that the in-sourcing project was proceeding and would be completed by 1 st May 2011. Savings had been identified.
(c) Options and Recommendation for Amalgamation of Business
Improvement Sub-Committee and the Capital Programme Working Group
RESOLVED that:
1) a new Sub-Committee combining and replacing the Capital Adam Colby 9 9 Cabinet 5 April 2011
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Programme Working Group (CPWG) and Business Improvement Sub-Committee (BISC) be formed; and
2) the Terms of Reference as set out in Appendix 1 of the report be approved.
(d) Adoption
RESOLVED that the Minutes of the Business Improvement Sub- Committee meeting held on 1 March 2011 be adopted.
2. Business Improvement Sub-Committee (Special Meeting): 30 March 2011
(a) ICT Options for Members (Minute No. 34/11)
Members were provided with an update on this item.
The Executive Member for Corporate Development & Performance reported that the recommendations from the Joint Audit & Scrutiny Panel (JASP) had already been considered and agreed by the Business Improvement Sub-Committee; hence the Special meeting held.
The reason for the JASP being set up was because the ICT
equipment which Members currently used was quite old and well past its sell by date. All Political Groups would appreciate new equipment as more and more people were contacting Members via Broadband. The Executive Member read an email he had received from one of his parishioners which had resulted in a very quick response.
Any new equipment had to provide best value for the tax payer. The Net Book had been rejected as it was felt that there were too many add-ons; therefore, JASP had been asked to re-convene on 12 th
April 2011 prior to BISC to consider options 1 and 6 (listed in the report). He pointed out that a desktop could be added to option 1.
The Executive Member for Economic & Commercial felt that option 1 and 6 should be ran in tandem with an allowance. Kevin It was agreed that this option would be put to JASP at its next Rump meeting.
The Chairman pointed out that he received 40/50 emails per day at obscure hours and this was why it was important to recognise Members needs and have up-to-date IT equipment which was simple to use and easy to maintain. Video conferencing via laptops would be a saving, not only for Members attending meetings but for Officers having to travel to South Holland.
The Overview & Scrutiny Commission Chairman said that the public also used Skype so the Council would have to very carefully consider equipment potential.
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The Chief Executive asked if there would be time enough to get this equipment to new Members following the meeting on 12th April. It was explained that all Members would have to receive training on the new equipment but new Members would take priority.
(b) Adoption
RESOLVED that the Minutes of the Business Improvement Sub- Committee meeting held on 30 March 2011 be adopted.
39/11 MEMBER DEVELOPMENT PANEL: 3 MARCH 2011(AGENDA ITEM 14)
The Minutes of the Member Development Panel meeting held on 3 March 2011 were noted.
40/11 REFERENCE FROM THE AUDIT COMMITTEE (AGENDA ITEM 20)
(a) Variation to Environmental Services Contract
The Cabinet at its meeting on 19 th October 2010 had recommended that the Environmental Services (SERCO) contract be deferred and the Audit Committee be commissioned to investigate the financial aspects of the settlement of invoices for the Gross Annual Services Charges of the Serco contract (Cabinet Minute No. 107/10 refers).
The Audit Committee had discussed the implications of the variation of the contract and had concerns about the risks involved whilst being mindful of the savings; therefore, a one month settlement had been proposed.
The Executive Member for Economic & Commercial struggled with the notion why the Council would want to pay for services upfront that had not been received. The return would be very small and could set a precedent and could open up the Council to abuse.
The Chairman agreed with the aforementioned comments and accordingly did not support the Audit Committee’s recommendation.
The Overview & Scrutiny Commission Chairman reminded Members that Breckland Council was the custodian of ratepayers’ monies and felt that the principle of paying for services up front was fundamentally flawed. He stated that if the recommendation was approved, the Overview & Scrutiny Commission would call in the decision.
Options
N/A
Reasons
N/A
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RESOLVED that the recommendation from the Audit Committee be Sarah refused and the Gross Annual Service Charges for the contract not be Bruton settled one month in advance in order to realise a 1% discount from Serco.
(b) Match Funding Application - Diss Rugby Club
The Cabinet at its meeting on 30 November 2010 recommended that the Diss Rugby Club Match Funding Application be deferred subject to a review by the Audit Committee (Cabinet Minute 121/10 refers).
The Audit Committee considered and reviewed the current eligibility
criteria of Breckland Council’s grant schemes and the Diss Rugby Club Match Funding application. The Chairman and Members fully supported what the Club was trying to achieve and recommended that no changes be made to the eligibility criteria subject to all applications being value for money to Breckland residents.
The Executive Member for Corporate Development & Performance queried the recommendation in relation to eligibility criteria and asked if anything was going to be put in place.
The Director of Community Services advised that no changes would be made to the criteria and each application would be judged on its merits.
The Overview & Scrutiny Commission Chairman pointed out that the report highlighted that 16.1% of the Club’s membership were Breckland residents. He believed that the Audit Committee had reached the right decision.
The Vice-Chairman stated that the Grant Panel had looked into this application in great detail and he was pleased that this was now moving
forward.
Members were informed that this matter had been brought to the Committee’s attention by a concern raised by a Watton resident.
The Chairman felt that it was only right and proper that Breckland Council was seen to be giving value to its residents and highlighted the fact that funding should not be stopped in such areas just because of a line on the map.
Options
N/A
Reasons
N/A Catherine Lang, RESOLVED that: Robert Leigh 1) the funding application for Diss Rugby Football Club totalling the
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amount of £20,000 be approved; 2) no changes be made to the eligibility criteria for Match Funding applications, subject to it being value for money to Breckland residents; 3) a protocol be put in place to ensure that the local authority within which the organisation was based matched or exceeded the grant requested from Breckland; and 4) each case to be judged on its merits.
41/11 NEXT MEETING (AGENDA ITEM 15)
It was noted that the next meeting would be held on Tuesday, 31 May 2011 at 9.30am in the Norfolk Room.
42/11 EXCLUSION OF PRESS AND PUBLIC (AGENDA ITEM 16)
RESOLVED that under Section 100(A)(4) of the Local Government Act 1972, the Press and the Public be excluded from the meeting for the following items of business on the grounds that they involve the disclosure of exempt information as defined in paragraphs 1, 2 and 3 of Schedule 12A to the Act.
43/11 DOG AND PEST CONTROL CONTRACTS (AGENDA ITEM 17)
The Principal Environmental Health Officer provided Members with details of the outcome of the European Tender process for the provision of the Pest and Dog Control Services by private contractor. The companies chosen would provide good services within the budget provision.
Options
1) Not extend the existing pest and dog control contracts and run the risk of non-provision after April 2011.
2) Accept the recommended contractors to provide the pest and dog control services to the Council for the next three years with an option to extend the contracts for one year.
Reasons
The contract specifications and tender submission by the recommended contractors would ensure enhanced services to the Council and Breckland residents and represented best value, with a financial saving for the dog warden service of just under £30,000.
RESOLVED that the pest control contract be awarded to Pest Express Andrew Ltd and the dog warden service contract be awarded to Animal Warden Grimley Services as detailed in paragraph 3.2 of the report.
44/11 ACQUISITION OF LAND IN SWAFFHAM (AGENDA ITEM 18)
The Executive Member for Economic & Commercial presented the report
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which requested Members agreement to purchase 1.6 acres of commercial land in Swaffham.
Members agreed that it made sense to purchase and redevelop the site going forward.
Options
1) To purchase the commercial land in Swaffham.
2) Not to purchase the commercial land in Swaffham
Reasons
See report. Ralph Burton
RECOMMEND to Council that option 1 of the report be approved.
45/11 JOINT MANAGEMENT ARRANGEMENTS (AGENDA ITEM 19)
The Chief Executive presented the report which informed Members of the outcome of the selection process of the Shared management Team. Members were being asked to consider and agree to the proposals for dealing with vacant Joint Management posts and to agree to further consequential changes to the structure. It also asked each authority to
address resulting capacity issues separately.
The Executive Member for Economic & Commercial was pleased to see the recommendation at 2.3 of the report and hoped that the Cabinet would support it as it was very important, in the line of work that his portfolio covered, to have instant access to a legal opinion.
Options
See report.
Reasons
The recommendations responded to the circumstances and identified opportunities for some modest savings on senior management.
RESOLVED that the progress towards implementing the new Joint Management Structure be noted.
RESOLVED to note that the Council of South Holland was recommending Terry the creation of three posts. Huggins, Roger RECOMMEND to Council that the recommendations at 2.2 (a) and (b) Wilkin and 2.3 of the report be supported.
The meeting closed at 10.45 am
CHAIRMAN
14 14 Agenda Item 8 BRECKLAND COUNCIL
Report of Adrian Stasiak Executive Member of Community Services and Benefits to the CABINET: 31 May 2011 (Author: Cat Lang, Community Development Officer)
Breckland Council Grant Funding: Funding Round 1 2011/12
1. Purpose of Report
This report summarises the funding recommendations that were made by the Grant Panel for funding round 1 which was held on Wednesday 23rd March 2011 and makes recommendations to Cabinet on the allocation of Match Funding.
2. Recommendations It is recommended that Cabinet:
2.1 Note the following match funding applications which have been approved by delegated decision:
x Sporle Village Community Centre (£2,250 capital) x Gressenhall children’s play area (£3,000 capital) x Scarning Primary School (£2000 or maximum of 16% of the total project costs)
2.2 Note for information the grants awarded under the Activity, Access Arts and Gifted & Talented Grant schemes
Note: In preparing this report, due regard has been had to equality of opportunity, human rights, prevention of crime and disorder, environmental and risk management considerations as appropriate. Relevant officers have been consulted in relation to any legal, financial or human resources implications and comments received are reflected in the report.
3. Information, Issues and Options
3.1 Background 3.1.1 As detailed in an earlier Cabinet report 4th August 2009 all funding applications for Breckland Council Match Funding, Pride in Breckland grants, Activity grants, Green grants and Gifted and Talented grants are now reviewed by a Grant Funding Panel prior to consideration by Cabinet.
3.1.2 This approach ensures that: -
a) A strategic and joined-up approach is taken to grant giving b) Maximum funding opportunities are available to applicants c) A clear audit trail aligned to the Authority’s priorities is maintained d) A consistent approach is taken to grant giving across the Authority
3.1.2 The first meeting of the grant panel for the 2011/12 financial year has taken place and all applications received prior to this date have been considered 3.2 Issues
Match Funding 3.2.1 6 Applications for Match Funding have been submitted to Breckland Council prior to the Grant Funding Panel meeting on the 23rd March 2011. Three applications have been successful through delegated decision.
15 1) Sporle Village Community Centre Sporle Village Community Centre have been awarded £2250 of capital match funding through a delegated decision for their new short mat bowls club. They have recently borrowed a set of short mat bowls equipment from Active Norfolk to see if there would be enough interest in the activity to start up their own club. Since borrowing the equipment they have had a regular turn out of up to thirty 60year old residents, participating on a regular basis and have developed a thriving healthy and social activity for the village. As they have to return the equipment to Active Norfolk by the end of April, the Community Centre has applied to Breckland Match Funding grant scheme to secure funding towards the purchase of the necessary equipment for this activity to continue. The community centre has also been developing a relationship with the local school to encourage community members of all ages to participate and benefit from the equipment.
2) Gressenhall children’s play area Gressenhall Parish Council has been successful with a match funding grant of £3,000 towards the regeneration and additional equipment to the existing play area in their local community. With approximately 60 children living in Gressenhall this new facility will be a vital source for socialising and meeting people in the community. After two consultations within the community, the parish council have already made significant improvements to the area and maintenance of the play area and this final stage will complete the need which has been identified by the residents.
3) Scarning Primary School Scarning Primary School has been awarded £2,000 of capital match funding towards their new Thistle Field Outdoor School and Community Project through a delegated decision. The project aims to protect and develop an unused pasture space as an educational and recreational resource for the local community of Scarning and Dereham. The land was gifted to the school for that purpose and intends to create the following: x An enclosed nature area containing a pond and scrape x An amphitheatre to seat 60+ people x Raised walkways that offer level access to different natural areas that area proposed without damaging the eco-systems. As part of the first phase of this project, a purpose built hide has already been installed which has been funded by Scarning Parish Council. This project will bring the school and wider community together creating a vibrant resource for community use. The whole development will be available to use outside of school hours and the amphitheatre will provide a wonderful outdoor drama experience to art groups, school groups and other community functions. Activity Grant: Dereham Runners Dereham Runners in partnership with Breckland Council Sports Development Officer are staging a 5k road race through the town centre of Dereham, and a family fun run on Dereham recreation ground in celebration of the London 2012 Open Weekend on Sunday 24th July 2011. A £500 Activity grant has been awarded to Dereham Runners in order to enable them to work with local primary schools to enter a t-shirt design competition with the theme of running and friendship in order to promote the race and gain public interest in the race. All children taking part will receive a t-shirt as memorabilia and funding will assist with these costs as well as the delivery of the competitive run itself.
St Johns Ambulance 16 St Johns Ambulance Thetford has been awarded £250 to assist with the purchase of new radio’s, hi-visibility clothing and torches. This will enable them to provide First response services to outdoor and indoor activities within Norfolk. St Johns Ambulance provide young people of the Thetford area an opportunity to learn new skills, help build self-esteem and confidence and discipline.
Little Yoof Art Club – Thetford Community Association
Thetford Community Association has been awarded £250 towards the purchase of new art materials, venue costs and sessional staff wages to run Little Yoof Club at Redcastle Furze Community Centre in Thetford. This will provide a weekly art session for 12 weeks for young people of the Thetford community.
Access Arts Grant:
Thetford Voices
Thetford Voices would like to host a Summer singing workshop and to help them with the costs involved in this project; £485 has been awarded through Access Arts Grant scheme. The workshop would be for children aged 6-16 years old with professional song leaders for a two day period. The group has a string reputation of involving children in singing and music workshops, with this activity providing good value for money and a positive activity for young people in the summer months.
Danielle Haylett
Danielle has been successful in securing a place at the Saturday School for the Junior Guildhall School of Music at the Barbican in London for her first study, Voice. She is currently working towards a grade 8 in singing and flute. The £300 grant will help pay for travel costs for the rest of this academic year. It will support her continued development, participation in singing, increased involvement in her practice and a new experience with staff drawn from London’s orchestras.
Gifted and Talented Grant:
Ben Bradshaw
Ben, a member of Norwich Canoe Club and resident of Harling has been awarded a £500 Gifted and Talented grant towards the costs of representing the United Kingdom at the World Championships. Ben has represented the UK at International level over the past three years and required new paddles and club membership to train to pursue his dream of competing in the Olympics 2012 which according to his references is a realistic goal.
Caitlin Baker
Caitlin, a member of Norfolk Academy of Gymnastics, has been awarded £500 towards the costs of travel, accommodation and entry fees incurred with regional and national training camps and competitions. Caitlin, aged 9, has continued developing and is now training with the elite squad and after winning numerous titles across her first competitive year has a national ranking of 17th in her age group out of hundreds of prospective gymnasts.
Emma Dowlan
Emma, a member of Attleborough Amateur Boxing Club has recently been invited to attend to train with the Eastern Counties squad and has also been identified by Norfolk ABA as a potential Team GB representative. She has recently fought the national champion for her weight and age category and won, and is now struggling to 17 develop due to limited opponents. She has been awarded a grant of £500 towards the cost of travel and accommodation for an international tournament in Finland.
4. Risk and Financial Implications
4.1 Risk
4.1.2 No risk identified.
4.2 Financial
4.2.1 Please see the following Proforma B’s for the match funding projects: Appendix 1 – Summary of match funding financial status
6. Other Implications
a) Equalities: Assessments have been completed for the entire match funding projects.
b) Section 17, Crime & Disorder Act 1998: None
c) Section 40, Natural Environment & Rural Communities Act 2006: None
d) Human Resources: None
e) Human Rights: None
f) Other: [e.g. Children’s Act 2004] None
7. Alignment to Council Priorities
1. Building Safer and Stronger Communities: x Promote the sense of community belonging and pride x Contribute to improving the health of our district
2. Prosperous Communities: x Develop flourishing rural communities x Protect and enhance our town centres
8. Ward/Community Affected
8.1.1 Nar Valley and Springvale and Scarning wards are affected by the Match Funding projects.
Lead Contact Officer: Cat Lang./Community Development Officer Telephone: 01362 656861 Email: [email protected]
Key Decision Status (Executive Decisions only): not a key decision
Appendices attached to this report:
Appendix 1: Summary of match funding financial status
18 Funding stream Total available Awarded Funding round 1 Balance Funding round 2 Balance Funding Round 3 Balance Funding Round 4 Balance
Match Funding Revenue £ 100,000.00 £ 25,000.00 £ 25,000.00 £50,000 £25,000 £25,000
Total
Match Funding Capital £ 100,000.00 £ 25,000.00 -£ 2,500.00 £22,500 £25,000 £25,000 Scarning Primary School £2,000
Sporle Village Community Centre £2,250.00 Gressenhall Play Area £3,000 Diss Rugby Club £ 20,000.00
Total £ 27,250.00
Access Arts £ 5,000.00 £ 1,250.00 £ 465.00 £1,715 £1,250.00 £1,250 19 Thetford Voices £ 485.00 Danielle Haylett £ 300.00
Total £ 785.00
G/T Sports £ 5,000.00 £ 1,250.00 -£ 100.00 £1,150.00 £1,250.00 £1,250.00 Ben Bradshaw £500.00 Caitlin Baker £ 500.00 Emma Dowlan £ 350.00
Total £ 1,350.00
Activity Grant £ 5,000.00 £ 1,250.00 £ 250.00 £1,500.00 £1,250.00 £1,250.00 Dereham Runners £ 500.00
Thetford Community Association £ 250.00 St Johns Ambulance £ 250.00
Total £ 1,000.00
Total awarded at Grants Panel Agenda Item 9 BRECKLAND COUNCIL
Report of Mark Kiddle-Morris, the Executive Member for Commissioning to the CABINET – 31 May 2011
(Author: Zoe Footer, Land Management Officer)
LAND AT DEREHAM ROAD, WHINBURGH
1. Purpose of Report
Members of the Breckland Cabinet are requested to approve the transfer of all rights and interest (if any) in the land at Dereham Road, Whinburgh.
2. Recommendation(s) It is recommended that the Cabinet
2.1 agree to transfer all rights and interest (if any) in the land at Dereham Road, Whinburgh (extent of land shown edged in red on the attached plan) to Whinburgh and Westfield Parish Council at nil consideration subject to the imposition of a restrictive covenant “not to use this land for any other purpose other than amenity purposes only”.
Note: In preparing this report, due regard has been had to equality of opportunity, human rights, prevention of crime and disorder, environmental and risk management considerations as appropriate. Relevant officers have been consulted in relation to any legal, financial or human resources implications and comments received are reflected in the report.
3. Information, Issues and Options
3.1 Background
3.1.1 Breckland Council have been approached by the Clerk to Whinburgh and Westfield Parish Council who have formally requested the transfer of all Breckland Council’s rights and interest (if any) in the land at Dereham Road, Whinburgh.
3.2 Issues
3.2.1 Breckland Council does not hold any formal title documents, such as a conveyance or a transfer for the land at Dereham Road, Whinburgh. Rather, Breckland Council acquired specified powers and duties (as opposed to title) in respect of the land under various Acts of Parliament, including section 25 of the Local Government Act 1894.
3.2.2 In the District Valuers opinion the value of the land is in the sum of £11,500.00 plus VAT.
3.3 Options
3.3.1 To transfer all rights and interest (if any) in the land adjacent at Dereham Road, Whinburgh (extent shown edged in red on the attached plan) to Whinburgh and Westfield Parish Council at nil consideration subject to the imposition of a restrictive covenant “not to use this land for any other purpose other than amenity purposes only”.
3.3.2 To refuse to transfer all rights and interest (if any) in the land at Dereham Road, Whinburgh.
3.4 Reasons for Recommendations
3.4.1 To relieve Breckland Council of future liabilities.
$e2brirbq.doc 20
4. Risk and Financial Implications
4.1 Risk
4.1.1 I have completed the Risk Management questionnaire and this report does not require a risk assessment because the changes/issues covered by the recommendations are not significant in terms of risk.
4.2 Financial
4.2.1 Proforma B attached.
5. Legal Implications
5.1 There are no specific legal issues that require special comment here.
6. Other Implications
(a) Equalities – no, implicit within process.
(b) Section 17, Crime and Disorder 1998 – implicit within process.
(c) Section 40, Natural Environmental and Rural Communities Act 2006 – implicit within process.
(d) Human Resources – none.
(e) Human Rights – implicit within process.
7. Alignment to Council Priorities
7.1 The matter raised in this report falls within the following council aim and associated priority:
§ Building Safer and Stronger Communities – Promote a sense of community belonging and pride.
8. Wards/Communities Affected
8.1 Upper Yare.
Lead Contact Officer Name/Post: Zoe Footer, Land Management Officer Telephone Number: (01362) 656378 Email: [email protected]
Key Decision This is not a key decision.
Appendices attached to this report: Site plan Proforma B
$e2brirbq.doc 21 22 PROFORMA B BRECKLAND COUNCIL PROFORMA B (CAPITAL AND REVENUE BUDGETS)
FROM: Alison Chubbock (Accountancy Manager)
THIS PROFORMA PROVIDES THE FINANCIAL IMPLICATIONS IN RESPECT OF THE ATTACHED REPORT
REPORT: Land at Dereham Road, Whinburgh REPORT DATE: 16 May 2011
£ Year 1 £ Year 2 £ Year 3 £ Year 4 £ Year 5 2011/12 2012/13 2013/14 2014/15 2015/16
£Nil Total £Nil
Funding required: Considered by: Date: Total capital cost Nil Cabinet 31/05/11 Revenue cost Nil
Financial Services Comments The transfer of any rights and interest on this piece of land at nil value has no financial implications for the Council.
However if Breckland did own this land, then this transfer would result in a foregone capital receipt of £11,500 (based on the DV valuation).
Financial Risk There are no additional financial risks identified.
This PB is valid for 3 months from PB If this PB is not longer required please If there are changes to the original date advise Finance report it may invalidate this document, it must be reviewed by Finance. 17/05/2011 Page 1 of 1 D:\moderngov\Data\AgendaItemDocs\ 7\1\3\AI00013317\$h40xbr2c.doc
23 Agenda Item 10 BRECKLAND COUNCIL
Report of Steve Askew, the Executive Member for Corporate Resources to the CABINET: 31 May 2011 (Author: Assistant Director Finance (S151))
CAPITAL PROGRAMME 2010/11
Summary: This report sets out the out-turn position of Breckland’s capital programme for 2010/11. It shows the outturn on capital schemes in the 2010/11 capital programme along with the resources used to fund the programme.
Recommendations: Recommended to Council that:
The final budget, outturn position and funding for 2010/11 and the budget and funding for the revised 2011/12 Capital Programme as detailed in Appendix A and B are approved.
Note: In preparing this report, due regard has been had to equality of opportunity, human rights, prevention of crime and disorder, environmental and risk management considerations as appropriate. Relevant officers have been consulted in relation to any legal, financial or human resources implications and comments received are reflected in the report.
1.0 INTRODUCTION 1.1 Capital investment plays a key role in helping the Council to achieve it’s long term objectives. This report shows the out-turn position on capital schemes in the 2010/11 Capital Programme along with the resources used to fund the programme.
2.0 A SUMMARY OF THE AGREED PROGRAMME 21 The table below shows the final budget for the Capital Programme for 2010/11 following supplementary approvals compared to the original estimate of £4,062,962.
2.2 Amendments to the programme have previously been reported to Cabinet and approved by Council culminating in a revised estimate of £7,600,096
Portfolio Original Budget Final Budget Value of No. of Value of No. of schemes schemes schemes schemes Planning Health 1,462,247 6 1,539,627 6 and Housing Communities 347,154 2 699,397 6 and Benefits Economic and 774,817 5 3,923,754 4 Commercial Corporate 1,061,244 12 1,019,818 18 Resources Environmental 417,500 2 417,500 2 Communications and Wellbeing Total 4,062,962 27 7,600,096 36
24
The following table shows the out-turn position of £6,351,529, an under-spend of £1,248,567 against the final budget.
Value of schemes Outturn Variance Planning Health and 1,539,627 1,328,567 211,060 Housing Communities and 699,397 564,512 134,885 Benefits Economic and 3,923,754 3,920,768 2,986 Commercial Corporate Resources 1,019,818 488,186 531,632
Environmental 417,500 49,496 368,004 Communications and Wellbeing Total 7,600,096 6,351,529 1,248,567
2.4 Appendix A provides more detail on the budget, virements and actual spend.
3.0 A SUMMARY OF FUNDING 3.1 The following table details the original and final funding figures for the capital programme.
Funding type Original budget Final budget Final out-turn
Capital reserves 3,386,833 6,765,027 5,633,406 Direct revenue Funding Specific grants 676,129 632,456 479,640 External Contributions 202,613 193,872 Specific reserves 44,611 Total 4,062,962 7,600,096 6,351,529
3.2 Appendix B provides more detail on how the 2010/11 capital programme is proposed to be funded.
4.0 REQUESTS FOR VARIATIONS TO THE 2011/12 CAPITAL PROGRAMME 4.1 A detailed summary showing the outturn is attached at Appendix A . This also details the request to carry over £1,261,161 from 2010/11 to 2011/12. Some projects have overspent and where possible, this has been netted off the original 2011/12 budget (i.e projects have spent in advance). Against each project is a narrative detailing why a request to carry over funding is being made. This report requests that the final budget, outturn position and funding for 2010/11 and the budget and funding for the revised 2011/12 capital programme is approved. However, where funding has not already been released, schemes will require suitable business cases to be prepared which will be evaluated by the Business Improvement Sub-Committee. This will determine the commencement date for schemes. The Business Improvement Sub- Committee on 12 th April considered the request to carry over funding for ICT projects and supports the request to carry over funding to 2011/12 for these projects.
4.2 It is recommended that the increase in value of the 2011/12 capital programme of £1,261,161 is financed from available capital funding as follows:
Capital receipts 1,096,284 Specified capital grant 164,877 Total 1,261,161
25 4.3 Should any of the schemes highlighted in Appendix A not receive approval to be included in the 2011/12 capital programme, the figures would be adjusted downwards.
5.0 CAPITAL RECEIPTS OUTTURN 5.1 The original estimate for capital receipts was £250,000. However some sales from 2009/10 were delayed and the actual capital receipts in 2010/11 were £1,324,037 received from sales of land and property as shown below:
1 London Street/2-4 Pitt Lane Swaffham 127,000 Land adjacent to 9 Watton Road, Shropham 15,500 17 Maurice Gaymer Road, Attleborough 620,000 27/33 Threxton Road, Watton 220,000 2.33 acre site Ecotech 256,300 Right to Buy Sales 85,237
A full review of further capital receipts due will be carried out prior to the Capital Strategy being revised.
5.2 The table below shows the movements on available funding during 2010/11 and the balance remaining to fund the future capital programme. However, it should be noted that £4,061,367 (including proposed carry over) is committed to fund the current capital programme to 2014/15. This does not take account of any capital receipts that may be received in future and assumes repayment of Icelandic balances.
Movement in Opening Receipts Used to Carried available Balance finance capital Forward funding schemes £000’s £000’s £000’s £000’s
Funding 16,398 1,324 5,633 12,089 available
Total 16,398 1,324 5,633 12,089
6.0 ALTERNATIVE OPTIONS 6.1 Members may wish to suggest alternative arrangements for amendments and associated financing of the 2010/11 capital programme
7.0 REASONS FOR RECOMMENDATION 7.1 The recommendation will ensure the capital programme for 2011/12 is amended along with the necessary funding
8.0 RISK AND FINANCIAL IMPLICATIONS 8.1 Risk 8.1.1 I have completed the risk management questionnaire and I can confirm that risk has been given careful consideration and that there are no significant risks identified associated with the information in this report
8.2 Financial 8.2.1 The report is of a financial nature and the financial implications are included within the report
9.0 LEGAL IMPLICATIONS 9.1 None 26
10.0 OTHER IMPLICATIONS a) Equalities: None b) Section 17, Crime and Disorder Act 1998: None c) Section 40, natural Environment and Rural Communities Act 2006: None d) Human resources: None e) Human Rights: None f) Other: None
11.0 ALIGNMENT TO COUNCIL PRIORITIES 11.1 The capital programme is aligned to the Council priorities
12.0 WARDS/COMMUNITIES AFFECTED 12.1 All
Background Papers
Lead contact officer Name/Post: Margaret Bailey, Senior Accountant (Capital and Treasury) Telephone Number: 01362 656218 Email: [email protected]
Key decision This is a key decision
Appendices attached to this report Appendix A – Capital programme outturn 2010/11 and budget carry over Appendix B – Capital financing 2010/11
27 Capital Outturn 2010/11 Appendix A Savings / Revised (overspends) Request to New 2011/12 Final budget Actual spend 2011/12 PROJECT Budget Virements Variance or removed carry over to budget Notes 2010/11 2010/11 Original 2010/11 from 11/12 (proposed) programme CCTV 97,955 0 97,955 100,957 (3,002) (3,002) 0 28,363 0 28,363 19,622 8,742 8,742 8,742 Carry over required as spend has not yet occurred but the CCTV equipment spend is 100% funded therefore no cost to the Council
ARP - Set up costs st eds BDC led 271,756 0 271,756 254,551 17,205 17,205 17,205 Project not yet complete therefore carry over required ARP - Set up costs st eds FHDC led 15,436 0 15,436 15,436 0 0 0 ARP - Telephony FHDC led 23,235 0 23,235 23,235 0 0 0 52,452 0 52,452 52,452 0 0 Capital addition actioned at each yr end as part of PFI PFI Additions arrangement 68,572 0 68,572 0 68,572 68,572 100,000 168,572 Funding not yet released but required for future applications Matched Funded Projects - unallocated budget Matched Funded Project - Gt Dunham Village Hall 15,000 0 15,000 15,000 0 0 Matched Funded Project - Old Buckenham Parish Council - Play 7,000 0 7,000 7,000 0 0 Matched Funded Project - Garvestone Village Hall 20,000 0 20,000 20,000 0 0 Matched Funded Project - Eccles Garnier Hall 2,369 0 2,369 2,369 2,369 2,369 Project not yet complete therefore carry over required Matched Funded Project - Scarning Pre-School 2,000 0 2,000 2,000 2,000 2,000 Project not yet complete therefore carry over required Matched Funded Project - Attleborough Junior Football Club 1,485 0 1,485 1,485 0 0 Matched Funded Project - Old Buckenham Cricket Club 1,509 0 1,509 1,509 0 0 Matched Funded Project - Old Buckenham Village Hall 10,000 0 10,000 10,000 0 0 Matched Funded Project - Hardingham Cricket Club 9,565 0 9,565 9,565 0 0 Matched Funded Project - Garboldisham Cricket Club 20,000 0 20,000 20,000 0 0 Matched Funded Project - Bawdeswell Toddler and Pre School Play Area 2,000 0 2,000 2,000 0 0 Matched Funded Project - Weeting Playland 11,700 0 11,700 11,700 0 0 Matched Funded Project - Hardingham Village Hall 20,000 0 20,000 0 20,000 20,000 20,000 Project not yet complete therefore carry over required Matched Funded Project - Swanton Morley cricket Club 19,000 0 19,000 0 19,000 19,000 19,000 Project not yet complete therefore carry over required
Total28 Communities and Benefits 699,397 0 699,397 564,512 134,885 (3,002) 137,887 100,000 237,887 Victory Park, Attleborough 5,871 0 5,871 7,747 (1,876) (1,876) 20,083 18,207 Overspend from 2010/11 funded from 11/12 budget Commercial Property Rolling Maintenance Fund 197,883 0 197,883 199,146 (1,263) (1,263) 75,000 73,737 Overspend from 2010/11 funded from 11/12 budget Contribution to Forum 40,000 0 40,000 36,205 3,795 3,795 0 Minstergate 3,680,000 0 3,680,000 3,677,670 2,331 2,331 0 Street Lighting (Funding not yet released) 0 0 0 0 400,000 400,000 Total Economic and Commercial 3,923,754 0 3,923,754 3,920,768 2,986 6,125 (3,139) 495,083 491,944 725,000 0 725,000 658,914 66,086 66,086 450,000 516,086 In 2011/12, the DFG grant is unringfenced and it is not mandatory for the Council to contribute 40% but the Disabled Facilities Grants expectation is that Council's will. The budget was set on and continues to be set on this assumption that the Council would contribute 40%. 159,856 0 159,856 46,692 113,164 113,164 281,755 394,919 Funding is received in advance and all expenditure is 100% Decent Homes Grants grant funded. No additional allocation is currently expected.
348,608 0 348,608 317,810 30,798 3,438 27,360 27,360 Need to carry over 27,360 for retention payment which due 12 months after completion. As the project completion was John Room House Conversion delayed the retention is now due in 2011/12
Affordable Housing 250,000 0 250,000 250,000 0 0 250,000 250,000 9,163 0 9,163 2,992 6,171 6,171 6,171 Carry over is required to finalise data migration. If unable to carry over the funds the Council will not have a fully Planning and Building Control – TLC & GEODSYS computerised land charges system which may lead to complaints from service users. 47,000 0 47,000 52,159 (5,159) (5,159) 0 Funding of £37,600 has been received from English heritage towards this expenditure. The balance of £14,559 is a cost to the Council. The owner is being pursued by St Mary the Less NCC legal for the full cost of the works but it is not certain if and when the Council may be reimbursed
Total Planning, Health and Housing 1,539,627 0 1,539,627 1,328,567 211,060 (1,721) 212,781 981,755 1,194,536
G:\General\WORDDATA\Committee\Executive Board Reports\2011\16 May\Appendix A and B v2Appendix A Savings / Revised (overspends) Request to New 2011/12 Final budget Actual spend 2011/12 PROJECT Budget Virements Variance or removed carry over to budget Notes 2010/11 2010/11 Original 2010/11 from 11/12 (proposed) programme Govt Connect Phase 2 16,009 (1,161) 14,848 14,848 0 0 PAYE net 25,000 0 25,000 2,985 22,015 22,015 22,015 Project not yet complete therefore carry over required Secure Bureau Service 18,000 0 18,000 16,295 1,705 1,705 1,705 Project not yet complete therefore carry over required Licensing systems 39,829 (8,500) 31,329 23,916 7,413 7,413 7,413 Project not yet complete therefore carry over required ICT Connectivity 3,930 (3,930) 0 0 0 2009/10 Refresh (carried over) 136,210 1,608 137,818 137,818 (0) (0) (0) Customer Services Centre Telephony - Dereham 49,667 23,273 72,940 13,192 59,748 59,748 59,748 Project not yet complete therefore carry over required Customer Services Centre Telephony - Thetford 24,833 0 24,833 24,833 0 0 0 Web Site 36,500 3,690 40,190 30,401 9,789 9,789 9,789 Project not yet complete therefore carry over required VM Ware 101,045 9,970 111,015 85,838 25,177 25,177 25,177 Project not yet complete therefore carry over required LAGAN Upgrade 30,000 25,010 55,010 13,340 41,670 41,670 41,670 Project not yet complete therefore carry over required Govt Connect Phase 3 49,805 4,980 54,785 43,546 11,239 11,239 11,239 Project not yet complete therefore carry over required 14,020 1,660 15,680 14,890 790 790 790 project complete but carry over into ICT Strategy budget Projectors Committee Suite required Copiers 6,590 400 6,990 6,990 0 0 ARP – Web Server 0 0 0 0 0 ARP Server 0 0 0 0 0 ARP Contribution to ICT & Server refresh 79,200 0 79,200 59,294 19,906 19,906 19,906 Project not yet complete therefore carry over required Project Management 57,000 (57,000) 000 0 0 227,151 0 227,151 227,151 227,151 227,151 Funding not yet released but required to support ICT ICT Strategy Projects (Funding not yet released) Strategy 2011/12 87,529 0 87,529 87,529 87,529 87,529 £34k released at BISC 12/04/11 for Members ICT. The IT Refresh Programme (Funding not yet released) remaining balance has not yet been released but is required to support ICT Strategy 2011/14
29 17,500 0 17,500 17,500 17,500 17,500 Funding not yet released but required to support ICT ARP - Batch Scanners (Funding not yet released) Strategy 2011/14 Total Corporate Resources (Funding not yet released) 1,019,818 0 1,019,818 488,186 531,632 0 531,632 0 531,632 35,500 0 35,500 49,496 (13,996) (13,996) 0 £9,000 was approved as a revenue contribution to this project but this has not been attributed (creating a revenue Customer Services Centre saving).The actual overspend on the project was therefore £4,996. 382,000 0 382,000 382,000 382,000 382,000 Some of this funding has been released but none has been Transfer of Play Areas to Town Councils spent but the whole budget is required in 2011/12 Total Environment, Communications and Wellbeing 417,500 0 417,500 49,496 368,004 (13,996) 382,000 0 382,000 Grand Total 7,600,096 - 7,600,096 6,351,529 1,248,567 (12,595) 1,261,161 1,576,838 2,837,999
G:\General\WORDDATA\Committee\Executive Board Reports\2011\16 May\Appendix A and B v2Appendix A Capital Programme 2010/11 Sources of Funding Appendix B
Final budget Revenue PROJECT Outturn Capital Reserve Contributions Grants Reserves Total 2010/11 contributions
CCTV 97,955 100,957 81,335 19,622 100,957 28,363 19,622 19,622 19,622 CCTV equipment
ARP - Set up costs st eds BDC led 271,756 254,551 80,301 174,250 254,551 ARP - Set up costs st eds FHDC led 15,436 15,436 15,436 15,436 ARP - Telephony FHDC led 23,235 23,235 23,235 23,235 52,452 52,452 52,452 52,452 PFI Additions 68,572 0 0 0 Matched Funded Projects - unallocated budget Matched Funded Project - Gt Dunham Village Hall 15,000 15,000 15,000 15,000 Matched Funded Project - Old Buckenham Parish Council - Play 7,000 7,000 7,000 7,000 Matched Funded Project - Garvestone Village Hall 20,000 20,000 20,000 20,000 Matched Funded Project - Eccles Garnier Hall 2,369 0 0 Matched Funded Project - Scarning Pre-School 2,000 0 0 Matched Funded Project - Attleborough Junior Football Club 1,485 1,485 1,485 1,485 Matched Funded Project - Old Buckenham Cricket Club 1,509 1,509 1,509 1,509 Matched Funded Project - Old Buckenham Village Hall 10,000 10,000 10,000 10,000 Matched Funded Project - Hardingham Cricket Club 9,565 9,565 9,565 9,565
Matched30 Funded Project - Garboldisham Cricket Club 20,000 20,000 20,000 20,000 Matched Funded Project - Bawdeswell Toddler and Pre School Play Area 2,000 2,000 2,000 2,000 Matched Funded Project - Weeting Playland 11,700 11,700 11,700 11,700 Matched Funded Project - Hardingham Village Hall 20,000 0 0 0 Matched Funded Project - Swanton Morley cricket Club 19,000 0 0 0 Total Communities and Benefits 699,397 564,512 370,640 0 193,872 0 0 564,512 Victory Park, Attleborough 5,871 7,747 7,747 7,747 Commercial Property Rolling Maintenance Fund 197,883 199,146 199,146 199,146 Contribution to Forum 40,000 36,205 36,205 36,205 Minstergate 3,680,000 3,677,670 3,633,059 44,611 3,677,670 Street Lighting (Funding not yet released) 0 0 0 Total Economic and Commercial 3,923,754 3,920,768 3,876,157 0 0 0 44,611 3,920,768 725,000 658,914 263,566 395,348 658,914
Disabled Facilities Grants
159,856 46,692 0 46,692 46,692 Decent Homes Grants
348,608 317,810 317,810 317,810 John Room House Conversion
Affordable Housing 250,000 250,000 250,000 250,000 9,163 2,992 2,992 2,992 Planning and Building Control – TLC & GEODSYS
G:\General\WORDDATA\Committee\Executive Board Reports\2011\16 May\Appendix A and B v2Appendix B Final budget Revenue PROJECT Outturn Capital Reserve Contributions Grants Reserves Total 2010/11 contributions
47,000 52,159 14,559 37,600 52,159
St Mary the Less
Total Planning, Health and Housing 1,539,627 1,328,567 848,927 0 0 479,640 0 1,328,567 Govt Connect Phase 2 14,848 14,848 14,848 14,848 PAYE net 25,000 2,985 2,985 2,985 Secure Bureau Service 18,000 16,295 16,295 16,295 Licensing systems 31,329 23,916 23,916 23,916 ICT Connectivity 0 0 0 2009/10 Refresh (carried over) 137,818 137,818 137,818 137,818 Customer Services Centre Telephony - Dereham 72,940 13,192 13,192 13,192 Customer Services Centre Telephony - Thetford 24,833 24,833 24,833 24,833 Web Site 40,190 30,401 30,401 30,401 VM Ware 111,015 85,838 85,838 85,838 LAGAN Upgrade 55,010 13,340 13,340 13,340 Govt Connect Phase 3 54,785 43,546 43,546 43,546 15,680 14,890 14,890 14,890 Projectors Committee Suite 31 Copiers 6,990 6,990 6,990 6,990 ARP – Web Server 0 0 0 ARP Server 0 0 0 ARP Contribution to ICT & Server refresh 79,200 59,294 59,294 59,294 Project Management 0 0 0 0 227,151 0 0 ICT Strategy Projects (Funding not yet released) 87,529 0 0 IT Refresh Programme (Funding not yet released)
17,500 0 0 ARP - Batch Scanners (Funding not yet released) Total Corporate Resources (Funding not yet released) 1,019,818 488,186 488,186 0 0 0 0488,186 35,500 49,496 49,496 49,496 Customer Services Centre
382,000 0 0 Transfer of Play Areas to Town Councils Total Environment, Communications and Wellbeing 417,500 49,496 49,496 0 0 0 049,496 Grand Total 7,600,096 6,351,529 5,633,406 - 193,872 479,640 44,611 6,351,529
G:\General\WORDDATA\Committee\Executive Board Reports\2011\16 May\Appendix A and B v2Appendix B
Agenda Item 11
BRECKLAND COUNCIL
At a Meeting of the
BUSINESS IMPROVEMENT SUB-COMMITTEE
Held on Tuesday, 12 April 2011 at 10.00 am in Anglia Room, Conference Suite, Elizabeth House, Dereham NR19 1EE
PRESENT Mr W.H.C. Smith (Chairman) Lady Fisher Mr P.D. Claussen
Also Present Mr S.G. Bambridge Mr J.P. Cowen Councillor Claire Bowes Mr P.J. Duigan
In Attendance Margaret Bailey - Senior Accountant Capital and Treasury Stephanie Butcher - Principal Licensing Officer David Green - Corporate Projects Manager Terry Huggins - Chief Executive Maxine O'Mahony - Director of Commissioning Nigel Payne - Environmental Health Manager Kevin J Taylor - Head of ICT Roger Wilkin - Interim Business Development Manager
Action By
35/11 MINUTES (AGENDA ITEM 1)
(a) To confirm the Minutes of the meeting held on 1 March 2011
The following actions were noted:
§ An update on the emergency generator including progress, costs Teresa and Bunker provision was required at the next meeting. Cannon § Hometrack – following the meeting it was confirmed that the
project had been delivered and the system was fully installed and working. § An update on Contact Centre data collection, client management, Maxine customer ownership and the meeting with ARP was required at O'Mahony the next meeting. § Insufficient information was available to update Members on the possibilities for Contact Centre assistance to the DWP regarding the single benefit. The item would be put on future agendas for update. § It was confirmed that the new version of Lagan was live and
performing well. § The need for marketing of ideas and the lack of a marketing Vicky strategy would be discussed at the next meeting. Thomson § A report on Licensing mobile working would be presented to the Stephanie next meeting. Butcher
1 32 Business Improvement Sub-Committee 12 April 2011
Action By
The minutes of the meeting held on 1 March 2011 were confirmed as a correct record and signed by the Chairman.
(b) To confirm the Minutes of the meeting held on 30 March 2011
The minutes of the meeting held on 30 March 2011 were confirmed as a correct record and signed by the Chairman.
36/11 APOLOGIES (AGENDA ITEM 2)
Apologies had been received from the Monica Coffey, Customer Programme Manager. 37/11 URGENT BUSINESS (AGENDA ITEM 3)
None.
38/11 DECLARATION OF INTERESTS (AGENDA ITEM 4)
None.
39/11 NON-MEMBERS WISHING TO ADDRESS THE MEETING (AGENDA ITEM 5)
Mr Bambridge, Councillor Bowes and Mr Cowen were in attendance for Agenda Item 6 only.
Mr Duigan was also in attendance.
40/11 MEMBERS' ICT OPTIONS (AGENDA ITEM 6)
The Interim Business Development Manager apologised for the lateness of the supplementary report which was tabled at the meeting. He explained that he had only recently been appointed and he had reviewed the previous report and undertaken the additional work required.
The key issue was Member support. The hardware could be purchased by cost effective procurement through the Council but the way in which support was provided needed to be reviewed. Some work had already been done and indicated that there was scope to improve value for money.
The report recommended Option 1 as the optimum solution, and a review of the support provision.
The Chairman of the Overview & Scrutiny Commission was in attendance. He had also chaired the Joint Audit & Scrutiny Panel meetings. The Panel had received the Interim Business Development Manager’s report at a meeting earlier that morning. He said that the presentation had made a lot of sense and the Panel were recommending Option 1 with the additional note that some Members preferred desktops to laptops.
The Panel had also raised the following points:
2 33 Business Improvement Sub-Committee 12 April 2011
Action By
§ ‘Twin hatters’ (Members that were both District and County Councillors) - there was concern that Breckland residents were paying for equipment used for County Council work. The Assistant Director of Finance had advised that there was a 50/50 split between twin hatters using Breckland equipment and those using County equipment. However, if in future more Members chose to use Breckland equipment, this would need to be reviewed;
§ There were some Citrix compatibility issues which needed to be investigated and clear guidance should be given to Members;
§ As well as laptops/desktops, Members needed to be able to scan, copy and fax documents. Duplex printing would be more economical;
§ Member Support would need to be developed in more detail to ensure that Members were supported as fully as possible;
§ Training, specific to the equipment provided, would be required;
§ The possibility of procuring the same equipment as South Holland should be explored;
§ Reliable routers were needed; and
§ More use of ‘remote’ assistance rather than home visits.
The Business Improvement Sub-Committee Chairman noted that the option chosen had to provide best value and be fit for purpose. There were real Health & Safety issues with the existing system of Member support and the in-sourcing of the IT contract provided a significant opportunity for improvements in IT support for the whole Council.
Members agreed and also suggested that there might be a business case to refresh equipment on a four yearly basis in future.
The Senior Accountant Capital and Treasury noted that if Members were minded to support the recommendation they should also authorise the release of the funding required.
Options
§ Laptops provided by the Council § A Member Allowance
Reasons
See report.
RESOLVED that:
(1) Option 1, direct provision of a laptop/desktop and printer from the Council, with on-going support and maintenance from the IT department be approved;
3 34 Business Improvement Sub-Committee 12 April 2011
Action By
(2) a review of the provision of Member IT support be carried out in order to ensure that it is provided in the most cost- effective manner; and (3) £34,020 funding be released from the Refresh budget.
41/11 STERIA INSOURCING PROJECT (AGENDA ITEM 7)
The Head of ICT updated Members on the project which was on track and going according to plan.
A paper on the Steria TUPE proposals had been approved by the General Purposes Committee on 30 March 2011.
Negotiations were on-going with third party suppliers who were contracted until September 2011.
The next meeting of the Project Board would take place on 13 April 2011.
The Corporate Projects Manager confirmed that everything was on track for the 1 st May transfer.
42/11 FINANCE (AGENDA ITEM 8)
The Senior Accountant Capital and Treasury tabled a report on the Capital outturn for 2010-11. She apologised for the lateness of the report which was due to Year End pressures.
She explained the contents of the report and advised that a request to
carry-over the £548,837 of un-spent budget would be made to Cabinet in June. She asked Members to confirm that they were satisfied that the explanations, for the need to carry-over, were adequate.
She pointed out that there might be an issue as there were three amounts of funding not yet released and no projects were listed against them. She also advised that the £584,837 would be the only funding available for 2011/12.
The Chairman asked for a list of projects to be provided to support the Maxine O'Mahony recommendation.
RESOLVED to:
(1) note the virements, final budgets and outturn position as detailed in the report; and
(2) RECOMMEND TO CABINET the carry over of unspent funding of £548,837 included in the Capital Outturn report.
43/11 NEXT MEETING (AGENDA ITEM 9)
The arrangements for the next meeting on 24 May 2011 were noted.
4 35 Business Improvement Sub-Committee 12 April 2011
Action By
44/11 EXCLUSION OF PRESS & PUBLIC (AGENDA ITEM 10)
RESOLVED that under Section 100(A) of the Local Government Act 1972 the press and public be excluded from the meeting for the following items of business on the grounds that they involve the disclosure of exempt information as defined in paragraph 3 of Part 1 of Schedule 12A to the Act.
45/11 LICENSING PARTNERSHIP (AGENDA ITEM 11)
The Principal Licensing Officer presented the report.
The Chairman was concerned that there did not seem to be a Marketing Strategy to support this kind of enterprise.
The Chief Executive acknowledged that there was a missing link between service ideas and the Marketing Department.
With regard to the report he suggested that the way forward might be to offer a service rather than engage in a partnership. There were other opportunities to develop.
It was therefore RESOLVED that subject to the removal of the word ‘partnership’ the recommendations in the report be supported.
Stephanie The Chairman asked that an update be provided at the next meeting. Butcher
The meeting closed at 11.02 am
CHAIRMAN
5 36