Agenda, decisions and minutes

Venue: Swansley Room A and B - Ground Floor. View directions

Contact: Ian Senior  03450 450 500 Email: democratic.services@scambs.gov.uk

Items
No. Item

1.

Declarations of Interest

Minutes:

There were no declarations of interest.

2.

Minutes of Previous Meeting pdf icon PDF 34 KB

The Portfolio Holder is asked to sign the minutes of the meeting held on 18 July 2017 as a correct record.

Minutes:

The minutes of the meeting held on 18th July 2017 were confirmed as a correct record and signed by the Finance and Staffing Portfolio Holder.

3.

Community Chest: Funding Applications pdf icon PDF 239 KB

Additional documents:

Decision:

The Finance and Staffing Portfolio Holder agreed the following Community Chest funding:

 

Name of Applicant

Project Description

Total Cost of Project (£)

Total Awarded (£)

Icklestock Festival

Start up costs for Icklestock Festival

£7,488.00

£425.00

South Cambs School Sport Partnership

Purchase of sports equipment

     £999.99

£999.99

1st Harston Scout Group

Purchase of a secure storage facility

£14,750.00

£1,000

Elsworth CE Primary School

Start up cost for a before & after school club

£4,000.00

£1,000

Cambridge Sport Lake Trust

Purchase of a ‘stand up see saw’’ as part of the redevelopment of the play area at Milton Country Park

£898.18

£898.18

Cottenham Community Centre

Purchase of kitchen equipment as part of a wider upgrade

£75,000

£1,000

Dry Drayton Village Hall

Replacement LED lighting for the village hall

£1087.58

£500

Grantchester Village Hall Committee

Purchase of equipment for a computer club

£1001.39

£1,000

 

The Finance and Staffing Portfolio Holder deferred the following applications:

 

Name of Applicant

Project Description

Total Cost of Project (£)

Total Requested (£)

Reason for Deferral

SJ Judo Club

Purchase of judo & crash mats

£5,433.60

£1,000

More information required

 

The Finance and Staffing Portfolio Holder refused the following applications:

 

Name of Applicant

Project Description

Total Cost of Project (£)

Total Requested (£)

Reason for Refusal

Over Parish Council

Purchase of signs

£1,118.90

£1,000

Did not meet criteria

West Wratting Parish Council

Repairs to the playground fencing

£1,408.60

£1,000

Did not meet criteria

 

 

 

 

Minutes:

The Finance and Staffing Portfolio Holder considered a report on recent applications for funding from the Community Chest grants scheme for 2017/18.

 

The Head of Sustainable Communities and Wellbeing reported that the total fund for 2017/18 had been £55,000, with £35,761.79 remaining for allocation.  This included £30,000 which the Finance and Staffing Portfolio Holder had agreed to vire from the Service Support Grant fund (minute 4 refers).

 

The Finance and Staffing Portfolio Holder considered each application against the accepted criteria of the scheme.

 

The Finance and Staffing Portfolio Holder agreed the following applications for Community Chest funding:

 

Name of Applicant

Project Description

Total Cost of Project (£)

Total Awarded (£)

Icklestock Festival

Start up costs for Icklestock Festival

£7,488.00

£425.00

South Cambs School Sport Partnership

Purchase of sports equipment

     £999.99

£999.99

1st Harston Scout Group

Purchase of a secure storage facility

£14,750.00

£1,000

Elsworth CE Primary School

Start up cost for a before & after school club

£4,000.00

£1,000

Cambridge Sport Lake Trust

Purchase of a ‘stand up see saw’’ as part of the redevelopment of the play area at Milton Country Park

£898.18

£898.18

Cottenham Community Centre

Purchase of kitchen equipment as part of a wider upgrade

£75,000

£1,000

Dry Drayton Village Hall

Replacement LED lighting for the village hall

£1087.58

£500

Grantchester Village Hall Committee

Purchase of equipment for a computer club

£1001.39

£1,000

 

The Finance and Staffing Portfolio Holder deferred the following application:

 

Name of Applicant

Project Description

Total Cost of Project (£)

Total Requested (£)

Reason for Deferral

SJ Judo Club

Purchase of judo & crash mats

£5,433.60

£1,000

More information required

 

The Finance and Staffing Portfolio Holder refused the following applications:

 

Name of Applicant

Project Description

Total Cost of Project (£)

Total Requested (£)

Reason for Refusal

Over Parish Council

Purchase of signs

£1,118.90

£1,000

Did not meet criteria

West Wratting Parish Council

Repairs to the playground fencing

£1,408.60

£1,000

Did not meet criteria

 

4.

Grants to the Voluntary Sector: 6-monthly Update pdf icon PDF 166 KB

Additional documents:

Decision:

The Finance and Staffing Portfolio Holder agreed:

 

(a)          To approve the continued provision of grant assistance to the current grant recipients supported through the Service Support Grant fund (subject to three year funding agreements) as agreed (Leader’s Portfolio Holders Meetings, 16 December 2015 and 28 January 2016);

 

(b)          Not to extend the deadline for the Hardwick Scout Group to spend its allocated grant;

 

(c)          To vire the £30,000 released as a result of not proceeding with the Hardwick Scout Group grant from the Capital Grants Programme to the Community Chest fund; and                                                                                                                                                                                                                                                                                           

 

(d)          To note the delivery of all other grant programmes within the scope of this report, as currently delivered.

 

Minutes:

The Finance and Staffing Portfolio Holder considered a report on the delivery of grant programmes funded by the Council during the second six months of 2016/17.

 

It was noted that the closed Capital Grants programme retained a financial commitment to one project, the Hardwick Scout Group’s new community building.  The original grant agreement, dated 2nd November 2012, stated that the £30,000 grant should be claimed within 24 months of the date of the letter and that if it was not claimed within 3 years it may be withdrawn.  On 21st June 2016 the Portfolio Holder agreed to keep the capital grant award relating to the Hardwick South and Guide Community Building ‘live’ for a further 12 months.  No update had been received from this group since November 2016.

 

With reference to the open grant programmes, all recipients were being actively monitored.  It was noted that all organisations receiving grant support had delivered the agreed outputs to time and to budget, achieving the objectives of the individual grant programmes.  The Finance and Staffing Portfolio Holder asked to receive further information on how the Citizens Advice Bureaux were funded, in particular which other bodies provided grant funding to these organisations. 

 

The Finance and Staffing Portfolio Holder agreed:

 

(a)          To approve the continued provision of grant assistance to the current grant recipients supported through the Service Support Grant fund (subject to three year funding agreements) as agreed (Leader’s Portfolio Holders Meetings, 16 December 2015 and 28 January 2016);

 

(b)          Not to extend the deadline for the Hardwick Scout Group to spend its allocated grant;

 

(c)          To vire the £30,000 released as a result of not proceeding with the Hardwick Scout Group grant from the Capital Grants Programme to the Community Chest fund; and

 

(d)          To note the delivery of all other grant programmes within the scope of this report, as currently delivered.

 

5.

Treasury Management Review pdf icon PDF 230 KB

The press and public are likely to be excluded from the meeting during consideration of the Appendix attached to this item in accordance with the provisions of Section 100(a)(4) of the Local Government Act 1972 (exempt information as defined in paragraph 3 (Information relating to the financial or business affairs of any particular person (including the authority holding that information). of Schedule 12A (as amended) of the Act).

Additional documents:

Decision:

The Finance and Staffing Portfolio Holder agreed:

 

a)    To note the performance of the treasury management function; and

 

b)    To increase the maximum investment limit with Ermine Street Housing from £35million to £45million while retaining maximum 60% proportion of portfolio.

 

Minutes:

The Finance and Staffing Portfolio Holder received a report on the performance of the treasury management function.  Regular monitoring was a requirement of the Council’s Borrowing and Investment Strategy.

 

Risk was being managed by spreading investments across available counterparties.  It was noted that the current counterparty investment limit for Ermine Street Housing was £35m. This had enabled the Council to receive higher levels of interest than were currently available from other approved parties, with minimal risk.  At 31st March 2017 Ermine Street’s Property portfolio and other non-current assets was valued at £24.7million, supported by loans from the Council of £24.7million.  The investment limit of £35million was expected to be reached during Quarter 3 of 2017/18.  If the limit was increased to £45 million, predicted cash flow could sustain lending to Ermine Street until Quarter 2 of 2018/19.  At the 31 March 2017 level of investment balances, this would represent 60% of the total invested.

 

The Finance and Staffing Portfolio Holder agreed:

 

a)    To note the performance of the treasury management function; and

 

b)    To increase the maximum investment limit with Ermine Street Housing from £35million to £45million while retaining maximum 60% proportion of portfolio.

6.

Write Off - Scotia Aid pdf icon PDF 126 KB

Additional documents:

Decision:

The Finance and Staffing Portfolio Holder agreed to the write off the debt of the amount of £68,600.27 in respect of Scotia Aid - Sierra Leone SC041617.

 

 

Minutes:

The Finance and Staffing Portfolio Holder considered a request to write off a debt of £68,600.27 in respect of Scotia Aid - Sierra Leone SC041617.  All reasonable efforts to recover the debt had been tried and had proved unsuccessful.  There was no likelihood of the debt being recovered and it was considered appropriate to write it off at this time, in line with good accounting practice.

 

With reference to Business Rates avoidance, the Finance and Staffing Portfolio Holder suggested that the Government should be asked to consider introducing legislation to limit this and he undertook to take this up with the Member of Parliament.

 

The Finance and Staffing Portfolio Holder agreed to the write off the debt of the amount of £68,600.27 in respect of Scotia Aid - Sierra Leone SC041617.

7.

Write Off - M Ports Ltd. pdf icon PDF 131 KB

Decision:

The Finance and Staffing Portfolio Holder agreed to write off the debt of the amount of £40,381.51 owed by M-Ports Ltd (dissolved).

 

Minutes:

The Finance and Staffing Portfolio Holder considered a request to write off a debt of £40,381.51 in respect of M-Ports Ltd. (Dissolved).  All reasonable efforts to recover the debt had been tried and had proved unsuccessful.  There was no likelihood of the debt being recovered and it was considered appropriate to write it off at this time, in line with good accounting practice.

 

The Finance and Staffing Portfolio Holder agreed to write off the debt of the amount of £40,381.51 owed by M-Ports Ltd (dissolved).

 

8.

NNDR Discretionary Relief Policy pdf icon PDF 292 KB

Additional documents:

Decision:

The Finance and Staffing Portfolio Holder approved the “Discretionary Business Rate Relief Policy” as shown in Appendix A of the report.

 

Minutes:

The Finance and Staffing Portfolio Holder considered a revised policy for the granting of Discretionary Rate Relief to Business properties.  The aim of the policy was to ensure that billing and collection was carried out in accordance with the law and government requirements.  It would benefit and support businesses who met the criteria, whilst minimising the risk of legal challenge.

 

As part of the Budget announced on 8th March 2017, the Chancellor announced that the Government would establish a £300m discretionary fund over four years from 2017/18, to support those businesses that faced the steepest increases in business rates bills as a result of re-evaluation.  Billing authorities were expected to use their proportion of the funding to develop a new discretionary relief scheme to deliver targeted support to the most hard-pressed ratepayers.

 

It was noted that the scheme was based on the funding criteria set out by Government.  This formed the basis for the award criteria, which was then modelled across the Council’s own rating list in order to develop a scheme that provided real benefit to the ratepayers across the district.  Based on the criteria it was estimated that approximately 300 ratepayers could benefit from Revaluation Relief, with an average award of £1200.00 in 2017/18.  It was also proposed to create a separate fund of £50,000 to form a Revaluation Hardship Fund. This would be used to support ratepayers in the district that fell outside of the qualifying criteria but could demonstrate hardship caused by revaluation.  It was acknowledged that whilst the scheme criteria and amounts that could be awarded were set out within the policy, every case would be considered on its merits. Therefore there may be occasions when a decision was taken to award more that the guideline amount.

 

Any relief under this scheme would be granted for one year only. It was not yet clear if billing authorities would be able to flex award amounts across years.  Once this was clarified, officers would consider how the scheme may operate in future years.

 

The Finance and Staffing Portfolio Holder approved the “Discretionary Business Rate Relief Policy” as shown in Appendix A of the report.

9.

Localised Council Tax Support Scheme pdf icon PDF 188 KB

Decision:

The Finance and Staffing Portfolio Holder agreed:

 

(a)  To note the report; and

 

(b)  To consult on amending the current scheme with minor necessary technical changes which relate only to Universal Credit for operation in 2018/19.

 

 

Minutes:

The Finance and Staffing Portfolio Holder reviewed the operation of the 2016/2017 and 2017/18 Localised Council Tax Support Scheme (LCTS) and considered how it should be changed to take account of the impact of Universal Credit.

 

The current LCTS had been in operation since April 2013 and remained almost unchanged since implementation.  The general principles of the scheme, based on a maximum of 91.5% LCTS for those who were not in protected groups, remained currently viable. It was proposed to continue the scheme with some minor technical changes to allow time to evaluate the impact of the full service roll out of Universal Credit (UC), which for the majority of South Cambridgeshire residents would begin in June 2018.  The roll out of UC was likely to be unpredictable and the impact on all teams would be carefully monitored during 2018/19.

 

The Finance and Staffing Portfolio Holder agreed:

 

(a)  To note the report; and

 

(b)  To consult on amending the current scheme with minor necessary technical changes which relate only to Universal Credit for operation in 2018/19.

 

 

10.

Revenues and Benefits Performance Report pdf icon PDF 211 KB

Additional documents:

Minutes:

The Finance and Staffing Portfolio Holder received and noted a report on the current performance of the Revenues and Benefits Section.

 

It was noted that at the end of the first quarter of 2017/18, the Council Tax collection rate was 34.5%, against a target of 30.7%. Net payments collected totalled £36.8m, compared to £35.8m in 2016/17.  The Finance and Staffing Portfolio Holder noted sustained performance levels and asked if it was appropriate to introduce a more challenging target.  In response, the Housing Benefits Manager explained that the service faced a number of challenges and maintaining performance at this level would be challenging.

 

In response to a request from the Finance and Staffing Portfolio Holder, the Housing Benefits Manager agreed that the collection analysis (Appendix 1) would include details of target collection rates.

 

The Finance and Staffing Portfolio Holder congratulated the Revenues Manager and
Benefits Manager for another excellent performance report.

11.

Sickness Absence pdf icon PDF 228 KB

The press and public are likely to be excluded from the meeting during consideration of the Appendices attached to this item in accordance with the provisions of Section 100(a)(4) of the Local Government Act 1972 (exempt information as defined in paragraphs 1 and 2 (Information relating to an individual or likely to identify an individual)) of Schedule 12A (as amended) of the Act).

Additional documents:

Minutes:

The Finance and Staffing Portfolio Holder received and noted the quarterly monitoring report on sickness absence for the period 1st April 2017 to 30th June 2017. 

 

The first quarter performance had shown a decrease on the previous quarter’s figure.  However, this still represented an increase compared to the same reporting period last year.  It was however encouraging to see a reduction in absence levels or, maintenance of good attendance levels in all but one service area across the Council.  The Finance and Staffing Portfolio Holder welcomed progress made.

 

A key area of concern was continued delays in the notification of absences and completion of return to work meetings.  The report contained details of this at service level.  The Finance and Staffing Portfolio Holder stressed the need to reinforce the requirement for service managers to be aware of their responsibilities for active attendance management in line with the Attendance Management policy.  He indicated he would use the information on service level performance as a basis for discussion with portfolio holder colleagues. 

12.

Retention and Turnover pdf icon PDF 315 KB

Minutes:

The Finance and Staffing Portfolio Holder received and noted a report analysing the turnover of staff between 1st April 2017 and 30th June 2017.  The report emphasised that regular reporting of turnover was intended to highlight trends, inform recruitment decisions and where necessary, promote change within a team or service in order to achieve the Council’s objectives.

13.

Work Programme pdf icon PDF 254 KB

The Portfolio Holder will maintain, for agreement at each meeting, a Work Programme identifying all matters relevant to the Portfolio which it is believed are likely to be the subject of consideration and / or decision by the Portfolio Holder, or recommendation to, or referral by, the Portfolio Holder to Cabinet, Council, or any other constituent part of the Council.   The Programme will be updated as necessary.  The Portfolio Holder will be responsible for the content and accuracy of the Work Programme.

Minutes:

The Finance and Staffing Portfolio Holder noted the work programme which identified items for discussion at future meetings.  A report confirming proposed changes to the Localised Council Tax Support Scheme would need to be added to the agenda for the November meeting.

14.

Date of Next Meeting

Tuesday 19 September 2017 at 6pm (provisional Grants meeting)

Minutes:

It was noted that the next meeting would take place at 6.00 p.m. on Tuesday 19th September 2017.