Agenda and minutes

To receive the apologies of any Member who is unable to attend this meeting.

Apologies for absence were received on behalf of Councillor Chance.

The Chair introduced and welcomed Sheena Jones, Democratic Services Manager to her first meeting of the Committee.

To invite Councillors to declare any interests they may have in items on the agenda.

There were no declarations of interest.

1.         To give notice of any items for future meetings or for the Forward Plan, including any scheduled for this meeting, but now carried forward or deleted; and

2          any other relevant announcements.

(Oral report)

The Leader advised that the following item of business, scheduled on the Forward Plan to be dealt with at this meeting, had been rescheduled to a later meeting of the Committee:

·        Concessionary Rents Policy

He also advised that he had accepted the following matter as Urgent Business:

·        Consolidated Revenue Outturn – Financial Year 2011/12

(Not on the Forward Plan for this meeting.)

To confirm as a correct record the minutes of the meeting of the Executive Committee held on 26th June 2012.

(Minutes attached)

RESOLVED that

the minutes of the meeting of the Executive Committee held on 26th June 2012 be confirmed as a correct record and signed by the Chair.

To consider the Council’s overall financial outturn for the 2011/12 financial year.

(Report attached)

The Committee received a report on the Council’s overall revenue outturn for the 2011/12 financial year, which showed the actual income and expenditure for the year compared to the budget for General Fund Services and the Housing Revenue Account.

Officers reported that the net effect of the 2011/12 financial position had required an increase in the requirement from balances of £101k to fund the overspend to budget.

Members were informed that the reasons for the net overspend (additional requirement from balances) included:

a)     increase in superannuation costs payable from previous year restructures;

b)     shortfall in income of £231k that had been expected to be received in relation to prior year VAT refunds.  Officers continue to monitor this refund with the aim to receive it in 2012/13; and

c)     financing costs had increased by £73K.  This was due to an increase in the cost of borrowing short term funds.

Officers reported that the impact on the General Fund Revenue balances as a result of the increase in requirement for 2011/12 were as follows:

Recommended level of balances of £750k.

Members noted the extra income generated by targeted marketing at the Palace Theatre.

RESOLVED that

the report be noted.

To consider the Capital Outturn Report 2011/12.

(Report attached)

Members considered the Capital Programme Outturn 2011/12 which reported the actual expenditure and funding of the capital programme for 2011/12.  

Officers reported that the figures included in the report would be subject to examination by the Audit Commission as part of the final accounts audit.

Officers reported that demand had dropped but were asked to clarify and notify Members regarding underspends outlined in Appendix 1 of the report for the following:

In reply to a Member’s query, Officers outlined the differences regarding the following schemes but confirmed that any repayments received would go back into the same funding streams.

RESOLVED that

the report be noted.

To consider a review of Polling Stations ahead of Police Commissioner elections in November 2012.

(Report attached)

The Committee received a report which sought approval for amendments to Polling Station arrangements for Elections / Referenda / Polls which would take place from November 2012 onwards.

Officers confirmed that extensive consultation had been carried out which had included Ward Councillors for both Redditch Borough Council and Worcestershire County Council.

RESOLVE that

1)         the following changes be made to existing Polling Stations, with immediate effect;

a)        in respect of Ipsley Youth House (Smallwood Polling District CEB), the new Polling Station be a portable building to be located on the Council Car Park adjacent to the present premises;

b)        in respect of the Methodist Church Schoolroom (Highfields Polling District HOB) that this premises is used for the Police and Crime Commissioner elections and any bi-elections held in 2012 and that from 2013 the new Polling Station be a portable building to be located on the Headless Crosscentral Car Park off ‘the Green’;and

2)         the Polling District changes attached to this report be made to Vaynor Polling District (HOA) and Highfields Polling District (HOB) in the Headless Cross and Oakenshaw |Ward, with effect from the next revised Register of Electors.

To consider the Substance Misuse at Work policy that has been developed and provisionally agreed by the Corporate Management Team (CMT) and Trade Union Representatives.

(Report attached)

Members considered a report which sought approval of a Substance Misuse at Work policy that had been developed and provisionally agreed by the Corporate Management Team and Trade Union representatives.

RESOLVED that

the Substance Misuse (Drugs, Alcohol and Other Substances) at Work Policy, attached at Appendix 1 of the report, be approved and adopted.

To consider the financial implications of retaining the Pay and Display car park functions at the Town Hall and Trescott Road (Trafford Park).

(Report attached)

The Committee received a report regarding the Pay and Display Car Parks at the Town Hall and Trescott Road.

Officers reported that the Council currently charges for weekend parking at the Town Hall and Trescott Road via Pay and Display Machines.  The enforcement of the parking charges is carried out, on behalf of the Council, by Wychavon District Council.

Members were informed that the actual income from the two sites had not, and was unlikely to; meet the income targets that were suggested initially by external consultants who had been engaged to advise on the provision and charging for car park facilities.

Officers reported that Wychavon District Council had intimated that they would be interested in purchasing two of the Pay and Display machines.

RECOMMENDED that

1)                 the Pay and Display scheme in the Town Hall and Trescott Road car parks be discontinued so that weekend parking does not incur a charge and that the Traffic Order be varied accordingly; and

RESOLVED that

2)                 the Pay and Display machines be removed and then sold.

To receive the minutes of the meeting of the Overview and Scrutiny Committee held on 19th and 25th June 2012

There are no outstanding recommendations to consider.

(Minutes attached)

The Committee received the minutes of the meetings of the Overview and Scrutiny Committees held on 19th and 25th June 2012.

Members noted that there were no outstanding recommendations to consider.

RESOLVED that

the minutes of the meetings of the Overview and Scrutiny Committees held on 19th and 25th June 2012 be received and noted.

To receive and consider the minutes of the most recent meeting of Worcestershire Shared Service Joint Committee.

(Minutes attached)

The Committee received the minutes of the meeting of the Worcestershire Shared Services Joint Committee held on 28th June 2012.

RESOLVED that

the minutes be noted.

To receive and consider any outstanding minutes or referrals from the Overview and Scrutiny Committee, Executive Panels etc. since the last meeting of the Executive Committee, other than as detailed in the items above.

There were no minutes of referrals to consider under this item.

To consider, for monitoring / management purposes, an update on the work of the Executive Committee’s Advisory Panels and similar bodies, which report via the Executive Committee.

(Report attached)

The most recent report on the activity of the Council’s Advisory Panels and similar bodies was received by the Committee.  It was noted that a meeting of the Member Support Steering Group had taken place on 23rd July 2012.

To consider an update on the actions arising from previous meetings of the Committee.

(Report attached)

The latest Action Monitoring Report for the Committee was received and noted.

Should it be necessary, in the opinion of the Chief Executive, to consider excluding the public from the meeting in relation to any items of business on the grounds that exempt information is likely to be divulged, it may be necessary to move the following resolution:

It may be necessary, in the opinion of the Chief Executive, to consider excluding the public from the meeting in relation to the following items of business on the grounds that exempt information is likely to be divulged. It may be necessary, therefore, to move the following resolution:

“that, under S.100 I of the Local Government Act 1972, as amended by the Local Government (Access to Information) (Variation) Order 2006, the public be excluded from the meeting for the following matters on the grounds that they involve the likely disclosure of exempt information as defined in paragraphs 3 and 4 of Part 1 of Schedule 12 (A) of the said Act, as amended.”

Item 16 – Co-Location of One Stop Shop and Woodrow Library

RESOLVED that

under S.100 I of the Local Government Act 1972, as amended by the Local Government (Access to Information) (Variation) Order 2006, the public be excluded from the meeting for the following matters on the grounds that they involve the likely disclosure of exempt information as defined in paragraphs 3 and 4 of Part 1 of Schedule 12 (A) of the said Act, as amended.

Item 16 – Co-Location of One Stop Shop and Woodrow Library

To consider a proposal to move the One Stop Shop into Woodrow Library together with associated costs and benefits.

(Report attached)

[The report may contain exempt information as defined in S.100 of the Local Government Act 1972, as amended by the Local Government (Access to Information) (Variation) Order 2006, as they may contain information relating to

• The financial or business affairs of any particular person (including the authority holding that information; and
  
  
• Any consultations or negotiations, or contemplated consultations or negotiations in connection with labour relation matters arising between the authority and employees of the authority.  
  
  

In view of this it is anticipated that discussion of these matters will take place after the exclusion of the public.]

The Committee received a report on the subject of the Co-location of the One Stop Shop at Woodrow Library.

[During consideration of this item Members discussed matters that necessitated the disclosure of exempt information. It was therefore agreed to exclude the press and public prior to any debate on the grounds that information would be revealed relating the financial or business affairs of a particular person (including the authority holding that information)and information relating to any consultations or negotiations, or contemplated consultations or negotiations, in connections with any labour relations matters arising between the authority and employees of the authority.]