Meeting documents

Cabinet
Tuesday, 23rd September, 2014 2.00 pm

Place:
Civic Suite, Civic Centre, Southend-on-Sea
 

Attendance Details

ItemDescriptionResolution
Part I
221 Apologies for absence.
 There were no apologies for absence.
222 Declarations of interest.
 The following declaration of interest was made:

Councillor Longley - Revised Scheme of Delegation for the Governance of Southend Community College - non-pecuniary interest (withdrew)
223 Minutes of the Meeting held on Tuesday, 1st July, 2014
 Resolved:-

That the Minutes of the Meeting held on Tuesday 1st July 2014 be confirmed as a correct record and signed.
224 Petition - An improved No.29 Bus Service
Business for item 224
Resolved:-

That officers be requested to ascertain the cost of extending the service, but no further action be taken at the present time.
Reason for Decision

To respond to the petition.

Other Options

None.

Note:- This is an Executive Function.
Eligible for call-in to Place Scrutiny Committee.
Executive Councillor:- Terry.
225 Petition - Parking at Claremont Close
Business for item 225
Resolved:-

That it be noted that the matter will be considered by the Traffic and Parking Working Party.

Reason for Decision

To respond to the petition.

Other Options

None.

Note:- This is an Executive Function.
Eligible for call-in to Place Scrutiny Committee.
Executive Councillor:- Terry.
226 Monthly Performance Report - July 2014
 Resolved:-

That the submitted report be noted.

Note:- This is an Executive Function.
Referred direct to all three Scrutiny Committees.
Executive Councillor:- As appropriate to the item.
227 Quarter One Treasury Management Report - 2014/15
Business for item 227
Recommended:-

1. That the Quarter One Treasury Management Report 2014/15, be approved.

2. That the Revised Annual Investment Strategy 2014/15, be approved.

3. That the Section 151 officer be authorised to enter into a selection process for the appointment of a property fund manager(s), in line with the Revised Annual Investment Strategy 2014/15.

4. That it be noted that treasury management activities were carried out in accordance with the CIPFA (The Chartered Institute of Public Finance and Accountancy) Code of Practice for Treasury Management in the Public Sector during the period from April to June 2014.

5. That it be noted that the loan and investment portfolios were actively managed to minimise cost and maximise interest earned, whilst maintaining a low level of risk.

6. That it be noted that an average of £76.1m of investments were managed in-house. These earned £0.095m of interest during this three month period at an average rate of 0.50%. This is 0.16% over the average 7-day LIBID and matches the bank base rate.

7. That it be noted that an average of £24.7m of investments were managed by fund managers. These earned £0.046m of interest during this three month period at an average rate of 0.74%. This is 0.40% over the average 7-day LIBID and 0.24% over bank base rate.

8. That it be noted that the level of borrowing from the Public Works Loan Board (PWLB) (excluding debt relating to services transferred from Essex County Council on 1st April 1998) remained at the same level of £250.8m (HRA: £84.5m, GF: £166.3m) during the period from April to June 2014.

Reason for Decision

The CIPFA Code of Practice on Treasury Management recommends that Local Authorities should submit reports regularly. The Treasury Management Policy Statement for 2014/15 sets out that reports would be submitted to Cabinet quarterly on the activities of the treasury management operation.





Other Options

There are many options available for the operation of the Treasury Management function, with varying degrees of risk associated with them. The Treasury Management Policy aims to effectively control risk to within a prudent level, whilst providing optimum performance consistent with that level of risk.

Note:- This is a Council Function.
Eligible for call-in to Policy & Resources Scrutiny Committee.
Executive Councillor:- Woodley.
228 Mortgage Interest Rate - October 2014 to March 2015
Business for item 228
Recommended:-

1. That it be noted that the current Local Average Rate of Interest has changed to 4.71% from the previous declared rate of 4.70% for the period from March 2014 to September 2014.

2. That the Local Average Rate of Interest be declared as 5.08% for the period from October 2014 to March 2015.

3. That the Council's mortgage interest rate for the period from October 2014 to March 2015 be increased to 5.08% from 4.71%.

Reason for Decision

To comply with the statutory requirements of the Housing Act 1985.

Other Options

None.

Note:- This is a Council Function.
Eligible for call-in to Policy & Resources Scrutiny Committee
Executive Councillor:- Woodley.
229 Debt Management - Position to 31 July 2014
Business for item 229
Resolved:-

1. That the outstanding debt position as of 31st March 2014 and 31st July 2014 and the position of debts written off to date, as set out in Appendices A and B to the submitted report, be noted.

2. That the individual write-offs greater than £25,000, as set out in Appendix B to the submitted report, be approved.

Reason for Decision

To inform Members of the current position on outstanding debts.

Other Options

None.

Note:- This is an Executive Function.
Eligible for call-in to Policy & Resources Scrutiny Committee
Executive Councillor:- Woodley.
230 Annual Report - Comments, Compliments & Complaints
Business for item 230
Resolved:-

That performance in respect of compliments, comments and complaints for 2013/14, be noted.

Reason for Decision

To inform Members of the comments, compliments and complaints received throughout the Council.

Other Options

None.

Note:- This is an Executive Function.
Referred direct to all three Scrutiny Committees.
Executive Councillors:- Woodley, Norman and A P Jones.
231 Review of Corporate Health & Safety Policy
Business for item 231
Recommended:-

That the revisions to the Health and Safety Policy, as set out in Appendix 1 to the submitted report, be approved and the revised policy be adopted as Council policy.

Reason for Decision

To revise the Corporate Health and Safety Policy.

Other Options

None.

Note:- This is a Council Function.
Eligible for call-in to Policy & Resources Scrutiny Committee.
Executive Councillor:- Woodley.
232 Annual Report on Corporate Parenting Group
Business for item 232
Resolved:-

1. That the submitted annual report, be noted.

2. That the overarching priorities for 2014/15, as set out in Appendix 2 to the submitted report, be approved.

3. That the revised terms of reference for the CPG, as set out in Appendix 3 to the submitted report, be noted.

Reason for Decision

To receive the annual report.

Other Options

None.

Note:- This is an Executive Function.
Eligible for call-in to People Scrutiny Committee.
Executive Councillor:- A P Jones
233 Regeneration Options for Housing and Queensway
Business for item 233
Resolved:-

1. That officers be requested to undertake further investigation and feasibility work across the Regeneration Area detailed in Appendix 1 to the submitted report, in addition to reviewing the available options to regenerate and develop the area, including the road network.

2. That the draft objectives as set out in Appendix 2 to the submitted report be approved as the basis of a Development Brief for the project.

3. That officers seek initial expressions of interest from developers and/or organisations, including the PSP Southend LLP, that have access to significant private sector funding and a proven track record of delivering similar complex projects of this scale. Details of any submissions made will then be brought back to Cabinet to agree the overall regeneration approach.

4. That the progress of the project be overseen by the Housing Working Party.

5. That until such time as detailed proposals for the Regeneration Area have been drawn up, any vacancies that arise in the four tower blocks be used as interim accommodation and not re-let on secure tenancies.

6. That effective consultation and communication plans be established to ensure the local community are involved in finding the best way forward in meeting the objectives.

7. That the sum of £150,000 be prioritised from the Housing Revenue Account (HRA) reserves to undertake the initial scoping and feasibility work.

8. That the general aspiration to improve all tower blocks in the Borough be supported, but the priority is to focus on the four tower blocks in the Regeneration Area.

Reason for Decision

To commence initial work in the regeneration of the area set out in Appendix 1 to the submitted report.


Other Options

None.

Note:- This is an Executive Function.
Eligible for call-in to Policy & Resources Scrutiny Committee.
Executive Councillor:- Norman.
234 Revised Scheme of Delegation for the Governance of Southend Adult Community College
Business for item 234
Recommended:-

1. That the revised scheme of delegation, as submitted, be approved.

2. That the revised approach to Local Authority member selection, as detailed in paragraph 3.4 of the submitted report, be approved.

Reason for Decision

To ensure that the College fully complies with the legislative and regulatory requirements.

Other Options

None.

Note:- This is a Council Function.
Eligible for call-in to People Scrutiny Committee.
Executive Councillor:- A P Jones
235 Animal Welfare Licensing
Business for item 235
Recommended:-

That the model licensing conditions for cat boarding establishments, dog breeding and pet vending, as set out in Appendix 1 of the submitted report, be adopted.




Reason for Decision

To enable the Council to implement the updated conditions in the establishments in its area.

Other Options

To continue with the existing conditions, which have been based on previously issued government advice

Note:- This is a Council Function.
Eligible for call-in to Place Scrutiny Committee.
Executive Councillor: Assenheim.
236 Community Infrastructure Levy (CIL) - Governance Arrangements
Business for item 236
Recommended:-

1. That, subject to the following amendments, the proposed CIL Governance Framework, as set out in Appendix 1 to the submitted report, be approved:

• Paragraph 3.13 and Appendix 1 be amended to add Group Leaders as adjudicators in respect of the Neighbourhood Allocation if no agreement is reached between the Ward Members prior to reporting back to Cabinet.

• Appendix 2 - under the heading "NOT ELIGIBLE FOR CIL FUNDING" amend the first bullet point to read "Projects that will require a significant amount of Southend Borough Council officer time to implement unless exceptional circumstances can be demonstrated".

2. That based on the justification set out in Appendix 2 to the submitted report, the draft Regulation 123 Infrastructure List as set out in Appendix 3 to the submitted report, be approved.

3. That the draft Payment in Kind and Infrastructure Payments Policy as set out in Appendix 4 to the submitted report, be approved.

4. That the Corporate Director for Place, in consultation with the Portfolio Holder for Regulatory Services, be authorised to make minor amendments to the proposed CIL Governance Framework, draft Regulation 123 Infrastructure List and draft Payment in Kind and Infrastructure Payments Policy.
Reason for Decision

To ensure that the proposed principles, structures and reporting for the governance, allocation and spending of future CIL receipts; a draft Regulation 123 Infrastructure List; and a Payment in Kind and Infrastructure Payment Policy are in place in sufficient time to avoid any delay to the adoption of a CIL Charging Schedule. This will enable the Council to collect contributions from developers through the CIL to fund community infrastructure to support development.

Other Options

As set out in the submitted report.

Note:- This is a Council Function.
Eligible for call-in to Place Scrutiny Committee.
Executive Councillor:- Assenheim.
237 The Official Feed and Food Control Service Plan 2014-15
Business for item 237
Recommended:-

That the Official Feed and Food Controls Service Plan 2014/15, as set out in Appendix A to the submitted report, be approved.

Reason for Decision

In order for the Council to comply with the Food Standards Agency Framework Agreement and in line with the Food Standards Agency audit findings, as set out in Appendix 2 and agreed by Cabinet on 18th June 2013.

Other Options

None.

Note:- This is a Council Function.
Eligible for call-in to Place Scrutiny Committee.
Executive Councillor: Assenheim.
238 Library Service Light Touch Review
Business for item 238
Resolved:-

1. That the preferred option (version 3), as set out in the submitted report, with library branches operated by a paid member of staff and supported by volunteers, be approved.

2. That subject to no further proposals being put forward for the location of the East Library by the end of September 2014, the Corporate Director for Place be authorised to implement the proposal for the library to be located at the Shoebury Youth Centre and to make arrangements for the necessary works to commence.

3. That the re-provision of Southchurch Library be brought forward to enable this to take place within the short term and to authorise officers to explore a range of options for the Library and to report back at a future meeting of the Cabinet for a decision.

4. That the Library Strategy "Facing the Challenge 2013 - 2028" be amended to reflect the agreed changes.

Reason for Decision

As set out in the submitted report.

Other Options

As set out in the submitted report.

Note:- This is an Executive Function.
Eligible for call-in to Place Scrutiny Committee.
Executive Councillor:- Longley.
239 Street Naming and Numbering
Business for item 239
Resolved:-

That the Street Naming and Numbering Policy, as set out in Appendix 1 to the submitted report, be approved.

Reason for Decision

Adopting the proposed Street naming and Numbering Policy will ensure that a consistent approach is adopted in providing the service which will reduce the potential for future complaints, problems and simplify the application process enabling better customer experience.


Other Options

Do nothing - continue to provide the service without the formal adoption of the Street Naming and Numbering Policy. Customer feedback has identified a clear need to revise the policy and processes.

Note:- This is an Executive Function.
Eligible for call-in to Place Scrutiny Committee.
Executive Councillor:- Terry.
240 Minutes of the Meeting of Conservation Working Party held on Monday, 8th September, 2014
Business for item 240
Resolved:-

That the Milton Conservation Area Character Appraisal, be adopted.

Note:- This is an Executive Function.
Eligible for call-in to Place Scrutiny Committee.
Executive Councillor:- Assenheim.
241 Minutes of the Meeting of Local Development Framework Working Party, 11th September 2014
Business for item 241
Resolved:-

That the minutes of the Local Development Framework Working Party held on Thursday 11th September 2014, be noted.

Note:- This is an Executive Function.
Eligible for call-in to Place Scrutiny Committee.
Executive Councillor:- Assenheim.
242 Minutes of the Meeting of Housing Working Party held on Monday, 15th September, 2014
Business for item 242
Resolved:-

That the minutes of the Housing Working Party held on Thursday 15th September 2014, be noted.

Note:- This is an Executive Function.
Eligible for call-in to Policy & Resources Scrutiny Committee.
Executive Councillor:- Norman.
243 Minutes of the Meeting of London Southend Airport Monitoring W P held on Tuesday, 16th September, 2014
 Resolved:-

That the minutes of the London Southend Airport Monitoring Working Party held on Thursday 16th September 2014, be noted.

Note:- This is an Executive Function.
Eligible for call-in to Place Scrutiny Committee.
Executive Councillor:- Terry.
244 Council Procedure Rule 46
 Resolved:-

That the submitted report, be noted.

Note:- This is an Executive Function.
Eligible for call-in to People Scrutiny Committee and Policy and Resources Scrutiny Committee.
Executive Councillor: As appropriate to the item.
Part I Report(s) on minor matters and for information
245 Exclusion of the Public.
 Resolved:-

That, under Section 100(A)(4) of the Local Government Act 1972, the public be excluded from the meeting for the item of business set out below, on the grounds that it would involve the likely disclosure of exempt information as defined in Part 1 of Schedule 12A to the Act and that the public interest in maintaining the exemption outweighs the public interest in disclosing the information.
Part II
246 Leisure Management Contract
  • (Attachment: 43)Report of The Corporate Director for Place
  • (Attachment: 44)Appendix 1
  • (Attachment: 45)Appendix 2
Business for item 246
Resolved:-

That the enactment of the leisure management contract break clause, be approved and notice be issued that the Council will be retendering the leisure management contract as set out in Option 6 in the submitted report.

Note:- This is an Executive Function.
Eligible for call-in to Place Scrutiny Committee.
Executive Councillor:- Longley.
14:00/14:50

Attendance Details

Present:
Councillor R A Woodley (Chairman)
Councillors M Assenheim, I D Gilbert, A P Jones, G E Longley, D A Norman, M W Terry
In attendance:
R Tinlin, J K Williams, S Holland, S Leftley, A Lewis, J Chesterton, J Ruffle, J Williams, A Keating and C Gamble

Also present: Councillors Callaghan, Folkard, Jarvis, Moyies, Mulroney and Salter

Business

ItemBusiness
224At the meeting of Council held on 17th July 2014, Councillor Royston presented a petition on behalf of residents requesting the Council to work alongside bus operators to provide an improved number 29 bus service.

(The petition had been referred to Cabinet in accordance with Council Procedure Rule 15.6).
225Councillor Norman presented a petition on behalf of local residents requesting the Council to implement waiting restrictions in Claremont Close.
227The Cabinet considered a report of the Corporate Director for Corporate Services detailing the treasury management activity for the period from April to June 2014.
228The Cabinet considered a report of the Corporate Director for Corporate Services declaring the Local Average Rate of Interest on the Council's mortgages.
229The Cabinet considered a report of the Corporate Director for Corporate Services informing Members of the current outstanding debt to the Council as of 31st March 2014 and 31st July 2014.
230The Cabinet considered a report of the Corporate Director for Corporate Services presenting the annual report on comments, compliments and complaints received throughout the Council for 2013/14.
231The Cabinet considered a report of the Corporate Director for Corporate Services detailing revisions made to the Council's Corporate Health and Safety Policy.
232The Cabinet considered a report of the Corporate Director for People presenting the annual report on the work of the Corporate Parenting Group (CPG) with respect to the progress and outcomes of children who are looked after by the Council.
233The Cabinet considered a joint report of the Corporate Director for People and Corporate Director for Corporate Services outlining options for the regeneration of land encompassing Queensway, Coleman Street, land at Short Street, the four town centre tower blocks and properties along Southchurch Road with the objective of maximising and improving the housing stock to create a mixed and balanced community and improved environment.

Members also received the recommendations of the Housing Working Party which met on 15th September 2014.
234The Cabinet considered a report of the Corporate Director for People proposing a revised scheme of delegation for the governance of Southend Adult Community College (SACC) in addition to a revised approach to the selection of Local Authority members of the SACC Governing Body, bringing it into line with the process for appointing school governors.
235The Cabinet considered a report of the Corporate Director for Place proposing the adoption of model conditions for the licensing of pet vending, cat boarding and dog breeding.
236The Cabinet considered a report of the Corporate Director for Place outlining the proposed principles, structures and reporting for the governance, allocation and spending of future Community Infrastructure Levy (CIL) receipts and set out the draft Regulation 123 Infrastructure List and draft Payment in Kind and Infrastructure Payments Policy.

Members received the recommendations of the Local Development Framework Working Party which met on 11th September 2014.
237The Cabinet considered a report of the Corporate Director for Place presenting the Official Feed and Food Controls Service Plan 2014/15 as required by the Food Standards Agency (FSA).
238The Cabinet considered a report of the Corporate Director for Place presenting the findings of the Light-Touch Review of the decisions taken in respect of the Library Service Policy approved in December 2013 and set out a range of options to enable the identification and agreement of a sustainable model of service delivery for the Library Service. The report also presented proposals concerning the location of the new library to be built in the east of the borough.
239The Cabinet considered a report of the Corporate Director for Place detailing a revised arrangement for dealing with the Council's statutory responsibility in relation to Street Naming and Numbering.
240The Cabinet considered the recommendation of the Conservation Working Party concerning the Milton Conservation Area Character Appraisal.
241(The recommendations on the Community Infrastructure Levy Governance Arrangements were considered under agenda item 16).
242(The recommendations on the Regenerations Options for Housing and Queensway were considered under agenda item 13).
246The Cabinet considered a report of the Corporate Director for Place outlining future service delivery options for the Council's Leisure Centres.

 

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