Agenda and minutes

Executive Overview & Scrutiny Committee - Tuesday, 6th September, 2022 7.00 pm

Venue: Committee Room - 52 Derby Street. View directions

Contact: Julia Brown 

Items
No. Item

16.

APOLOGIES

Minutes:

There were no apologies for absence received.

17.

MEMBERSHIP OF THE COMMITTEE

To be apprised of any changes to the membership of the Committee in accordance with Council Procedure Rule 4.

Minutes:

In accordance with Council Procedure Rule 4, the Committee noted the termination of Councillors D Whittington and Councillor I Rigby and the appointment of Councillors J Howard and J Thompson for this meeting only, thereby giving effect to the wishes of the Political Groups.

18.

URGENT BUSINESS, IF ANY, INTRODUCED BY THE CHAIRMAN

Note:  No other business is permitted unless, by reason of special circumstances, which shall be specified at the meeting, the Chairman is of the opinion that the item(s) should be considered as a matter of urgency.

 

Minutes:

There were no urgent items of business.

19.

DECLARATIONS OF INTEREST pdf icon PDF 299 KB

If a member requires advice on Declarations of Interest, he/she is advised to contact the Legal and Democratic Services Manager in advance of the meeting.  (For the assistance of members a checklist for use in considering their position on any particular item is included at the end of this agenda sheet.)

Minutes:

There were no declarations of interest.

20.

DECLARATIONS OF PARTY WHIP

In accordance with Overview and Scrutiny Committee Procedure Rule 16, Members must declare the existence of any Party Whip, and the nature of it, when considering any matter in the following categories:

 

-       The review of any decision of the Cabinet or

-       The performance of any Member of the Cabinet

 

N.B. The Secretary of State believes whipping is incompatible with Overview and Scrutiny.

Minutes:

There were no declarations of Party Whip.

21.

MINUTES pdf icon PDF 393 KB

To receive as a correct record the Minutes of the meeting held on 26 May 2022.

Minutes:

RESOLVED: That the Minutes of the meeting held on 26 May 2022 be received as a correct record and signed by the Chairman.

22.

PUBLIC SPEAKING pdf icon PDF 243 KB

Residents of West Lancashire on giving notice, may address the meeting to make representations on any item on the agenda except where the public and press are to be excluded during consideration of the item.  The deadline for submissions is 10.00am on Friday 2 September 2022.  A copy of the public speaking protocol and form to be completed is attached.

Additional documents:

Minutes:

There were no items under this heading.

23.

RELEVANT MINUTES OF CABINET pdf icon PDF 315 KB

To scrutinise the Minutes of Cabinet held on 7 June 2022.

Minutes:

Consideration was given to the Minutes of Cabinet held on 7 June 2022 as contained on pages 157 to 164 of the Book of Reports.

 

The Chairman raised a comment in respect of Minute 9 – Council Tax and NNDR Discretionary Funding Schemes, in respect of the agreed comments of Executive Overview & Scrutiny Committee that were presented to Cabinet for their consideration.  It was suggested there be a consistent approach for consideration of agreed comments of the Executive Overview & Scrutiny  Committee at future Cabinet meetings.

 

RESOLVED: That the Minutes of Cabinet held 7 June 2022 be noted.

24.

RISK MANAGEMENT FRAMEWORK & KEY RISK REPORT pdf icon PDF 188 KB

To consider the report of the Head of Finance, Procurement & Commercial Services.

Additional documents:

Minutes:

Consideration was given to the report of the Head of Finance, Procurement & Commercial Services as contained on pages 165 to 182 of the Book of Reports which provided an update on the council's Risk Management Framework and presented the current key risk register.

 

The Risk & Insurance Officer outlined the report and advised that the framework has continued to operate effectively over the last 6 months.  She informed that Annual risk refresher training for all staff commenced in June and Risk training for Members took place on 7th July. 'Lunch and Learn' Risk Management sessions continue, as does the council's risk newsletter 'Risk Roundup'.  She informed that Zurich were commissioned to carry out a risk management health check which commenced in July 2022, the findings of the report will be presented to Members with the Annual Report in February 2023.

 

She informed that the Key Risk Register (Appendix A) gives a summary of the 14 risks assessed as being key risks.  She advised that four new risks had been added to the Register and three risks removed.  In relation to COVID-19, it was explained that this has been removed as a key risk but remains as a 'Service Risk' as Covid -19 no longer represents a significant threat to the aims and achievements of the Council's objectives.  Members were advised that there are currently no key risks that fall into the 'critical' category.

 

Comments and questions were raised in respect of the following:

·       Tawd Valley Development Business Plan

·       Recruitment and Retention of Staff

·       Corporate Governance

·       General Revenue Account budget position – Quarterly update

·       Treasury Management

·       Landlord Compliance & Regulatory Requirements (Health & Safety) – Work to lower risk rating

·       Community Infrastructure levy (CIL) – A dedicated CIL Officer post has now been recruited

·       Delays in preparation of new Local Plan – Staff resources

 

RESOLVED:

 

A.    That the progress made in relation to the management of the risks shown in the Key Risk Register (Appendix A) be noted.

 

B.    That the following agreed comment of Executive Overview and Scrutiny Committee be considered by Cabinet:

That the risk owner look again at the risk 'Delays In Preparation of new Local Plan' to change the rating higher than 'cautious'.

 

25.

2022-23 Quarter 1 Revenue Monitoring GRA (General Revenue Account) pdf icon PDF 363 KB

To consider the report of the Head of Finance, Procurement & Commercial Services. 

Minutes:

 

Consideration was given to the report of the Head of Finance, Procurement and Commercial Services as contained on pages 183 to 186 of the Book of Reports which provided a summary of the General Revenue Account (GRA) position for the 2022/23 financial year at quarter 1.

 

The Group Accountant outlined the report detailing the following.

·         That the quarter 1 forecast outturn position shows a £240k overspend

·         The £240k overspend relates to the on-going underachievement of the investment income target of £500k set at the time of SORP

·         The current Local Government pay offer for 2022/23

·         Escalating energy costs, an estimation of the impacts currently shows a £200k energy cost pressure is expected in 2022/23.

 

The Chairman welcomed the quarter one position monitoring report and informed that it was found helpful.

 

RESOLVED:

 

A.           That the 2022/23 GRA quarter 1 position be noted.

 

B.           That future GRA Revenue Monitoring reports be considered by the newly established Budget/Council Plan Committee, unless there are specific recommendations for this Committee and Cabinet to consider.

26.

2022-23 Quarter 1 Capital Monitoring GRA (General Revenue Account) pdf icon PDF 68 KB

To consider the report of the Head of Finance, Procurement & Commercial Services.  

 

Additional documents:

Minutes:

Consideration was given to the report of the Head of Finance, Procurement and Commercial Services as contained on pages 187 to 194 of the Book of Reports which, provided the Revised General Revenue Account (GRA) Capital Programme for 2022/23 and an update on the progress of capital schemes at quarter 1.

 

The Corporate Finance Manager outlined the report detailing the following:

·         The capital programme for 2022/23 now totals £15.295m including the re-profiling from 2021/22.

·         The on-going exercise of reviewing capital schemes had identified £4.551m to be re-profiled into future years at quarter 1.

·         20 council house sales had been achieved at quarter 1 and the 50 target is expected to be met.

 

 

RESOLVED:

 

A.   That the revised Capital Programme, including the re-profiling, virements and budget adjustments contained within Appendix A to the report, and the progress against the Revised Capital Programme at Quarter 1 be noted.

 

B.   That future GRA Capital Monitoring reports be considered by the newly

established Budget/Council Plan Committee, unless there are specific

recommendations for this Committee and Cabinet to consider.

 

27.

2022-23 Quarter 1 Revenue and Capital Monitoring HRA (Housing Revenue Account) pdf icon PDF 344 KB

To consider the report of the Head of Finance, Procurement & Commercial Services. 

 

Minutes:

Consideration was given to the report of the Head of Finance, Procurement and Commercial Services as detailed on pages 263 to 272 of the Book of Reports, which provided a summary of the Housing Revenue Account (HRA) and Housing Capital Programme positions for the 2022/23 financial year.

 

The Group Accountant outlined the report and referred to the following:

·         Employee expenses – Staffing vacancies, Pension fund

·         Dwelling rents – TVD stock increases

·         Response repairs and revenue voids work outturn

·         Gas costs - District Heating Service

·         Proposed budget adjustments identified - To move £50k budget from central administration to electrical testing; and £30k from contributions to bad debt provision to central heating servicing.

 

RESOLVED:

 

A.   That the 2022/23 HRA and Housing capital programme positions and the proposed budget adjustments identified in paragraphs 4.3 and 4.4 of the report be noted.

 

 

B.   That future HRA and Housing capital programme monitoring reports be

considered by the newly established Budget/Council Plan Committee, unless there are specific recommendations for this Committee and Cabinet to consider.

28.

Medium Term Financial Strategy Update 2022/23-2024/25 pdf icon PDF 940 KB

To consider the report of the Head of Finance, Procurement & Commercial Services. 

 

Minutes:

Consideration was given to the report of the Head of Finance, Procurement and Commercial Services as detailed on pages 273 to 288 of the Book of Reports, which presented to members the updated Medium-Term Financial Forecast (MTFF) for 2023/24 to 2025/26.

 

The Corporate Finance Manager outlined the report which informed of the latest forecast budget gap for the three years of £3.014m, comprising:

  • £0.539m in 2023/24
  • £1.474m in 2024/25
  • £1.001m in 2025/26

 

Detailing the following:

 

  • The graphical presentation of the budget gap in section 5.2 split between net budget and funding, that highlights the forecast funding levels are not increasing at the same rate as the net budget.
  • Section 5.5 highlights the notable funding assumption of the business rates baseline reset and reforms are assumed to be implemented for 2024/25 and this potentially reduces funding received from business rates by c.£2m.
  • Section 9.2 the proposed timeline for the 2023/24 budget setting.

 

 

RESOLVED:

 

  1.  That the report, setting out the latest Medium-Term Financial Forecast (MTFF) for 2023/24 to 2025/26 and the latest reserves position as at, 31 March 2022, be noted.

 

  1. That the annual budget setting process for 2023/24, detailed in paragraph 9 of the report, be endorsed.

 

 

29.

2022/23 Treasury Management & Prudential Indicators pdf icon PDF 429 KB

To consider the report of the Head of Finance, Procurement & Commercial Services

Minutes:

Consideration was given to the report of the Head of Finance, Procurement and Commercial Services as contained on pages 195 to 202 of the Book of Reports which, provided the 2022/23 Treasury Management and Prudential Indicators Quarter 1 Monitoring.

 

The Corporate Finance Manager outlined the report which provided an updated position on the Treasury Management activity and Prudential Indicators performance for the first quarter of 2022/23, detailing the following:

 

  • That Quarterly Monitoring is now mandatory under the revised Prudential Code.
  • The tables in section 4.3 and 4.4 show the latest forecast interest and borrowing rates.
  • The table in section 5.3 shows a reduction in Treasury Investments of £7m over the first quarter, from £28m at 31st March to £21m at the end of Qtr1.
  • Section 5.6 identifies that the Council is currently holding one-off funding of c.£10m that is awaiting to be paid out and will reduce the investment balances to c.£11m.
  • The table in 7.3 shows current borrowing of £88m, whilst the Capital Finance Requirement at 31st March was c.£112m, resulting in a £24m under- borrowed position, due to financing the Capital Programme through internal borrowing.

 

The Chairman welcomed the quarter one position monitoring report and informed that it was found helpful.

 

 

RESOLVED:

 

  1. That the Treasury Management activity and Prudential Indicator performance for the first quarter of 2022/23 be noted.

 

  1. That future Treasury Management monitoring reports be submitted to the newly established Budget/Council Plan Committee, unless there are specific recommendations for this Committee and Cabinet to consider.

 

30.

CUSTOMER CONTACT CENTRE CALL HANDLING - WL108 PERFORMANCE INDICATOR pdf icon PDF 240 KB

To consider the report of the Corporate Director of Transformation, Housing and Resources.

Minutes:

Consideration was given to the report of the Corporate Director of Housing, Transformation and Resources contained at pages 203 to 208 of the Book of Reports, regarding the Customer Contact Centre Call Handling – WL108 Performance Indicator.

The Customer Contact Centre Manager provided Committee with an overview of the report, and level of resources required to enable the target for WL108 average answered wait time for calls to the contact centre to reduce to 60 seconds.

 

Comments:

  • Current answer time of 145 seconds is very reasonable
  • No formal complaints been received
  • Quality of service more important

 

RESOLVED:

A.     That Committee note the report and support the recommendation to Cabinet that WL08 remains at 145 seconds.

 

B.     That Staff be thanked for their hard work and compliments be passed on with regard to no complaints received.

 

31.

CORPORATE PEER CHALLENGE pdf icon PDF 134 KB

To consider the report of the Corporate Director of Housing, Transformation & Resources.

Additional documents:

Minutes:

Consideration was given to the report of the Corporate Director of Housing, Transformation and Resources contained at pages 209 to 244 of the Book of Reports, regarding the Corporate Peer Challenge and draft action plan

.

The Corporate Director of Place & Community, provided members with an overview of the report and action plan, welcoming comments to pass to Cabinet, for approval.

 

RESOLVED:

 

That the Draft Action Plan be noted and passed to Cabinet for approval.

 

32.

CIL FUNDING PROGRAMME FOR 2023/24 pdf icon PDF 171 KB

To consider the report of the Corporate Director of Place and Community.

 

Additional documents:

Minutes:

 

 

Consideration was given to the report of the Corporate Director of Place and Community contained at pages 289 to 332 of the Book of Reports, regarding Community Infrastructure Levy Funding Programme 2023/24.

The Head of Planning and Regulatory Services provided Committee with an overview of the report which sought approval of a temporary suspension of part of the Community Infrastructure Levy (CIL) Funding Programme 2023-2024.

RESOLVED:   That the content of the report be noted and the temporary suspension of part of the CIL 2023-2024 Funding Programme , be endorsed.

 

 

 

33.

PLANNING SERVICE REVIEW - UPDATE pdf icon PDF 241 KB

To consider the report of the Corporate Director of Place and Community.

Additional documents:

Minutes:

Consideration was given to the report of the Corporate Director of Place and Community contained at pages 333 to 338 of the Book of Reports, regarding the Planning Services Review update.

The Head of Planning and Regulatory Services provided members with an update of progress made on the Planning Services review, including background, achievements and relevant issues and risks for the future delivery of the plan in order to achieve the best realistic outcomes for the Council.

Following discussion it was felt that regular updates on progress was appropriate via Executive Overview and Scrutiny Members Updates to enable Members to 'Call In' the matter if required. Given the complexity of the review and what is still to be achieved, the Committee also felt that a further in-depth report should be presented to the Committee. In doing so, the Committee were satisfied that Officers were also able to submit a report to an earlier meeting of the Committee should any risk and/or issue warrant such action in the meantime.

RESOLVED:

  1. That the Update on progress with implementing the recommendations of the Planning Services review be noted.

 

  1. That future progress reports be reported via the Overview and Scrutiny Committee Members Update, unless there are specific recommendations that need consideration by this Committee and Cabinet, and

 

  1. That, a further detailed update report be submitted to Executive Overview and Scrutiny Committee in May 2023.

 

34.

EXCLUSION OF PRESS AND PUBLIC

It is recommended that members of the press and public be excluded from the meeting during consideration of the following items of business in accordance with Section 100A(4) of the Local Government Act 1972 on the grounds that they involve the likely disclosure of exempt information as defined in paragraph 3 (Financial/Business affairs) of Part 1 of Schedule 12A to the Act and as, in all the circumstances of the case the public interest in maintaining the exemption under Schedule 12A outweighs the public interest in disclosing the information.

Minutes:

RESOLVED

 

That under Section 100(A) of the Local Government Act 1972, public be excluded from the meeting during consideration of the following items of business on the grounds that it involves the likely disclosure of exempt information as defined in paragraph 3 part 1 of Schedule 12A outweighs the public interest in disclosing the information

35.

DEVELOPMENT OPTIONS FOR LAND AT NEW COURT WAY, ORMSKIRK

To consider the report of the Corporate Director Transformation, Housing & Resources.

Minutes:

Consideration was given to the report of the Director of Transformation, Housing and Resources as contained at pages 255 to 262 of the Book of Reports, in respect of development options for land at New Court Way Ormskirk.

 

The Estates & Valuations Manager outlined the report and responded to comments and questions raised by Members of the Committee.

 

 

RESOLVED:

 

That the report be considered and noted and passed to Cabinet for their consideration.