Agenda and minutes

To approve the minutes of the previous meeting.

The minutes of the meeting held on 15th March 2023 were confirmed as a correct record and signed.

For information, disclosable pecuniary interests and registrable interests relate to entries that are included, or should be included, on a councillor’s register of interest.  Non-registrable interests relate to any other matters.

No disclosures were made.

No declarations were made.

No questions were submitted.

No questions had been submitted.

A report of the Head of Transformation, Strategy and Performance providing Quarter 4 performance monitoring information.

Considered a report of the Head of Transformation, Strategy and Performance providing Quarter 4 performance monitoring information (item 6 on the  agenda filed with these minutes).

Assisting with the consideration of the report: Chief Executive, Director of Finance, Governance and Contracts, Director of Housing and Wellbeing, Head of Contracts, Leisure, Waste and Environment, Head of Strategic Housing and Transformation & Improvement Manager.

It was noted that the narrative included in the report for KI 11A and B was incorrect and required swapping to align to the correct item.

Summary, key points of discussion:

·         the HSBC fire had impacted discussions with market traders regarding the promotion and delivery of a green market plan.  There was a reluctance to begin environmental initiatives that could affect trade but dialogue was ongoing.

·         the target for purchasing of 10-20 properties in 2022-23 had not been achieved – meeting the local housing need was complex, the Service were focused on ensuring that the properties being purchased met strategic priorities and that the cost of repair did not exceed 10% of the cost of purchase.  The Housing Acquisition policy was under review and consideration was being given to purchase new builds, but the cost would be higher.

·         concerns raised regarding ongoing review of age restricted and sheltered properties and the need to lift some age restrictions on some properties.  Due to inappropriate building layouts (steps etc) there were higher levels of voids in some sheltered accommodation schemes and as some of the residents did not wish to relocate, it was important to ensure the mix of residents did not increase issues in other areas such as ASB. 

·         preliminary work had been carried out with respect to declassification of 45+ age restricted properties and a mitigation strategy was being considered to reduce any significant impact for existing residents.  An update report would be submitted to the Housing Management and Advisory Board in late Summer.  Noted that this issue had been raised at several previous meetings of the Committee and that it was hoped that significant change would be reported at a future meeting.

·         there was no evidence of a link between the increased cost of garden waste collections and fly tipping in the Borough.  This aligned with national research and local fly tipping tended to be commercial waste rather than domestic.

·         in general, Leisure Centres were struggling to return to pre-covid attendance levels and were not a Government protected sector for utilities.  The Council were working closely with Fusion to ensure the continuation of service to residents.

·         the target for KPI 4a of 50% was a stretch target set by the EU whereas KPI 4b measured how the Council was performing based on yearly historical performance. For 2022, noted that the dry summer and ‘no mow May’ had impacted garden waste collection and that return of more normal working patterns had reduced percentage of non recyclate.  The enacting of the secondary legislation for the Environment Act 2021 could affect recycling further, currently it was challenging to increase recycling  ...  view the full minutes text for item 5.

A report of the Chief Executive providing annual performance monitoring data and results for 2022-23.

Considered a report of the Chief Executive providing annual performance monitoring information 2022-23 (item 7 on the agenda filed with these minutes).

Assisting with the consideration of the report:  Chief Executive, and the Transformation & Improvement Manager.

The Chief Executive stated that the Senior Leadership Team were working to improve the overall management and performance reporting culture within the Council and that improvements had been made.  He noted the Committee’s views with respect to delivery timings and wished to put on record his thanks to colleagues present and all staff for their significant effort and work in delivering the performance for 2022-2023.

In response to a questions, it was noted that two electric Pest Control Fleet vehicles were on order to replace diesel vehicles but had not yet been delivered due to delays in the post manufacture conversion for chemical storage.  The purchase had been financed through the carbon neutral budget and it was proposed to replace more vehicles going forward.  It was also clarified that the Annual Performance report would be published on the Council’s website and through the Council’s usual social media streams.

Further actions requested as follows:

·         from the Director of Housing and Wellbeing to provide further information regarding gifted properties fulfilling developer’s contributions.

·         from the Chief Executive to liaise with the Communications Manager to increase the public visibility and accessibility of the Annual Performance report.

RESOLVED that the Committee notes the performance results, associated commentary and the explanations provided.

Reason

To provide an overview of the annual performance, ensure that targets are being met, and to identify areas where performance might be improved.

A Cabinet report of the Head of Finance setting out the revenue outturn for 2022-23

Considered a Cabinet report of the Head of Finance setting out the Revenue Outturn position for 2022/23 (item 8 on the agenda filed with these minutes).

Assisting with the consideration of the report: Chief Executive, Director of Finance, Governance and Contracts, Head of Finance.

Summary, key points of discussion:

·         with respect to the HRA Financing fund, this had been created a number of years previously as a reserve to pay the HRA loans debt.  Surplus monies was transferred to the financing fund to enable the Council to make its scheduled payments on loans.  A 30 year HRA business plan was in place.

·         with respect to the overspend for B&Bs in 2022-23 and setting the budget higher in 2023-24, this was contrary to the information provided during the consideration of the previous agenda item that B&B requirements was decreasing - in 2022-23 the significant increase in cost was mitigated with Homelessness Grant funds. The situation was monitored closely and when the budget was set for 2023-24, with the potential for further resettlement schemes, it was considered prudent to allocate a higher budget.  Monitoring would continue and if the budget was not required going forward the Medium Term Financial Strategy (MTFS) would be adjusted.  Quarter 1 (period 4) financial monitoring, including B&B costs would be considered by the Committee at its meeting in September.

·         clarified that the budget was set in December of each year and that some budgets could be fluid.  The MTFS tracker process considered the outturn and reviewed budgets going forward.

·         with respect to the overspend of the November Fair in the Loughborough Special Expenses - the transfer of support service recharges reflected the division of responsibilities between different Services following the Senior Leadership review and would not be an overspend going forward.

·         with respect to the overspend of the Lodge Farm Sports Ground due to additional security measures – a more holistic approach was being implemented with the Police and through the Community Safety Partnership to tackle anti-social behaviour and related issues.

RESOLVED that the Committee notes the report.

Reason

The Committee were satisfied with its contents.

A Cabinet report of the Head of Finance setting out the Capital outturn position for 2022-23.

Considered a Cabinet report of the Head of Finance setting out the Capital Outturn position for 2022/23 (item 9 on the agenda filed with these minutes).

Assisting with the consideration of the report: Chief Executive, Director of Finance, Governance and Contracts, Head of Finance.

Summary, key points of discussion:

·         the Capital Plan was underspent at 34% of budget, how was the monies invested -  all underspent money was put into the Treasury Management (TM) Account, currently with a high interest rate, and a calculation split this rate between the General Fund and HRA fund.  The TM Account invested mostly in short term money market accounts across a range of maturity rates from overnight to a year, to enable the Council to maintain its own liquidity.  The Treasury Management Strategy would be reviewed in February 2024/25 to consider whether more long-term investment options could be beneficial.

·         the Monetary Policy Committee met recently to consider the impact of inflation on interest rates and create a new budget projection which would flow into the MTFS tracker process.

·         concerns raised regarding slippage in the Carbon Neutral projects, as noted in the previous meeting - this was affected by the pending decisions on the Council offices and fleet vehicles.  A range of projects were under consideration and if their carbon and financial viability were suitable the projects would come forward for Cabinet approval.

A further update regarding the status of Carbon Neutral projects was requested from the Director of Commercial and Economic Development.

RESOLVED that the Committee notes the report.

Reason

The Committee were satisfied with its contents.

A report of the Director, Finance Governance and Contracts.

Considered a report of the Director of Finance, Governance and Contracts to assist the Committee in determining its work programme (item 10 on the agenda filed with these minutes).

It was requested that a basic dashboard for financial performance against targets be created for members.  The Director of Finance, Governance and Contracts stated that it would be challenging to provide a simplified view of council finances without detailed associated commentary but noted that Quarter 1 performance monitoring would be reported in a different format to aid understanding.  The Chief Executive stated that suggestions would be welcome and that the provision of further training could be considered through the Member Development Member Reference Group.

Members considered the best approach to obtaining some of the information requested during this meeting and agreed to receive updates at future meetings in the first instance.

RESOLVED

1.         that the Committee’s work programme as set out in the report and with any amendments made at this meeting be agreed;

2.         An update regarding the position of the Council in relation to managing its garage assets and related housing stock issues to be considered at its meeting scheduled on 12th September 2023;

3.         An update regarding the position of the Council in relation to staffing, recruitment, turnover and retention to be considered at its meeting scheduled on 28th November 2023.

Reasons

1.         To enable the Council’s scrutiny arrangements to operate efficiently and effectively.

2&3. To receive more detailed information regarding an issue identified as requiring further scrutiny.