Agenda, decisions and minutes

Apologies were received from Councillor R de Burle.

To confirm the minutes of the meeting held on 9 July 2019.

To confirm the exempt minutes of the meeting held on 9 July 2019.

The minutes of the meeting held on 9 July 2019 were confirmed and authorised to be signed by the chair.

The exempt minutes of the meeting held on 9 July 2019 were confirmed and authorised to be signed by the chair.

Members to declare any interest as appropriate in respect of items to be considered at this meeting.

Councillor Orson and Pearson each declared an interest in any items relating to Leicestershire County Council, due to their roles as County Councillors.

There are no items for consideration.

No items had been referred from Scrutiny Committee in accordance with the Scrutiny Procedure Rules.

The Portfolio Holder for Corporate Finance and Resources to provide a report to Members to:

1)    provide information on actual expenditure and income incurred on the Housing Revenue Account (HRA), compared to the latest approved budget for the period 1 April 2019 to 30 June 2019;

2)    advise that as at 30th June budget holders are forecasting an overspend of £14k on the HRA;

3)    advise that in addition to formal Quarterly reporting to Cabinet, the budget position is reported monthly at the Senior Leadership Team. This is to ensure any early warnings that highlight pressures can be collectively resolved.

DECISION (NON-KEY)

Cabinet NOTED the financial position on the Housing Revenue Account to 30 June 2019 and the year end forecast.

Reasons for recommendation:

The Council, having set an agreed Budget at the start of the financial year, needs to ensure the delivery of this Budget is achieved. Consequently there is a requirement to regularly monitor progress so corrective action can be taken when required which is enhanced with the regular reporting of the financial position.

In the absence of Councillor Ronnie de Burle, Portfolio Holder for Corporate Finance and Resources, Dawn Garton Director for Corporate Services introduced the report the purpose of which was to provide information on actual expenditure and income incurred on the Housing Revenue Account (HRA), compared to the latest approved budget for the period 1 April 2019 to 30 June 2019.

Mrs Garton provided a brief summary of the report highlighting that a £14,000 overspend was predicted as a result of a shortfall in rental income due to higher levels of void properties and an increase in leaseholder service charges.  It was confirmed that there was a significant amount of work currently being undertaken to address and improve the situation in relation to void properties.

During discussion the following points were noted:

1. The Government imposed reduction in council housing rents was due to come to an end next year.  The Governments new policy is to restrict rents to the Consumer Prices Index plus 1%, which would have a positive impact on the Housing Business Plan.  A copy of the revised policy would be provided to members.

DECISION (NON-KEY)

Cabinet NOTED the financial position on the Housing Revenue Account to 30 June 2019 and the year end forecast.

Reasons for decision:

The Council, having set an agreed Budget at the start of the financial year, needs to ensure the delivery of this Budget is achieved. Consequently there is a requirement to regularly monitor progress so corrective action can be taken when required which is enhanced with the regular reporting of the financial position.

The Portfolio Holder for Corporate Finance and Resources to provide a report to Members to:

1)    provide financial progress information on the Capital Programme for the period 1 April 2019 – 30 June 2019;

2)    advise that, as at 30 June 2019, budget holders are forecasting an underspend of £31k on the programme;

3)    advise that the budget position is reported monthly at the Senior Leadership Team to ensure any early warnings that highlight pressures can be collectively resolved.

DECISIONS (NON-KEY)

1)  Cabinet NOTED the financial position on the Capital programme to 30 June 2019 and the year-end forecast.

2)  Cabinet APPROVED the additional allocated spend for Disabled Facilities Grants (DFGs) of £67k, increasing the budget for 2019-20 to £493k as noted in paragraph 6.4 of the report.

3)  Cabinet APPROVED an increase to the Melton Country Park Budget by £10k to £37k using funding received from The Ministry Of Housing Communities and Local Government (MHCLG) for the purpose of parks as noted in paragraph 6.6 of the report.

Reasons for recommendations:

The Council, having set an agreed Budget at the start of the financial year, needs to ensure the delivery of this Budget is achieved. Consequently there is a requirement to regularly monitor progress so corrective action can be taken when required which is enhanced with the regular reporting of the financial position.

In the absence of Councillor Ronnie de Burle, Portfolio Holder for Corporate Finance and Resources, Dawn Garton Director for Corporate Services introduced the report the purpose of which was to provide financial progress information on the Capital Programme for the period 1 April 2019 to 30 June 2019.

Mrs Garton provided a brief summary of the report confirming that the Capital Programme was expected to be in line with the budget, increases in budgets for the projects specified were being requested to take account of additional grant income that had been received as detailed in the report.

DECISIONS (NON-KEY)

1)  Cabinet NOTED the financial position on the Capital programme to 30 June 2019 and the year-end forecast.

2)  Cabinet APPROVED the additional allocated spend for Disabled Facilities Grants (DFGs) of £67k, increasing the budget for 2019-20 to £493k as noted in paragraph 6.4 of the report.

3)  Cabinet APPROVED an increase to the Melton Country Park Budget by £10k to £37k using funding received from The Ministry Of Housing Communities and Local Government (MHCLG) for the purpose of parks as noted in paragraph 6.6 of the report.

Reasons for decisions:

The Council, having set an agreed Budget at the start of the financial year, needs to ensure the delivery of this Budget is achieved. Consequently there is a requirement to regularly monitor progress so corrective action can be taken when required which is enhanced with the regular reporting of the financial position.

The Portfolio Holder for Corporate Finance and Resources to provide a report to Members to:

1)    advise that as part of the Council’s budget monitoring procedures all budget holders are asked on a quarterly basis to provide details of service and financial performance. Copies of the budget holders' returns are available for further information;

2)    advise that As at 30th June budget holders are forecasting the following financial position  against their 2019/20 budgets:

General Fund            £1,000     Overspend

Special Expenses             £0     On Budget

3)    advise that in addition to formal Quarterly reporting to Cabinet, the budget position is reported monthly at the Strategic Leadership Team. This is to ensure any early warnings that highlight pressures can be collectively resolved.

DECISIONS

Cabinet NOTED the year end forecast and financial position for the General Fund and Special Expenses at 30th June 2019.

Reasons for decision:

The Council, having set a Budget at the start of the financial year, needs to ensure the delivery of this Budget is achieved. Consequently there is a requirement to regularly monitor progress so corrective action can be taken when required which is enhanced with the regular reporting of the financial position.

In the absence of Councillor Ronnie de Burle, Portfolio Holder for Corporate Finance and Resources, Dawn Garton Director for Corporate Services introduced the report the purpose of which was to report the quarterly budget position to Cabinet.

Mrs Garton provided a brief summary of the report confirming that the current forecast was for a break even position, the budget was regularly reviewed in order to ensure the balanced position was maintained.  It was proposed that additional investment income of £61k be transferred to a reserve to cover any future book losses on Property Fund investments.

During discussion the following points were noted:

1. Clarification was requested with regards to the reserve for any future losses on the Property Fund.  It was confirmed that subject to members approval, the reserve was intended for this purpose only.  This would allow the Council to continue to benefit from the from high returns on the investment whilst maintaining funds to mitigate against any potential losses on the book value of the  investment at the year end. The consideration of whether to establish this reserve would be the subject of a future decision.
2. The overspend in the budget for elections had resulted from more Wards being contested than anticipated, but a significant proportion of the overspend had been the result of improvements made to the count process.  Members felt that in future the budget should be set on the basis that all Wards could be contested and noted that costs from Parish Councils would alleviate the position.
3. The income target of £33,620 in the Sports and Leisure Development budget had been highlighted as a risk.  It had been agreed to create a new post which would generate income in order to cover the additional costs.  It did not look likely that the income target would be achieved, which could result in a shortfall of £15,000.
4. Members also expressed concerns regarding the decreasing levels of grant funding received from the County Sports Partnership.  Mrs Garton would confirm the levels of external funding in the Sports and Leisure Development Budget.
5. Declining footfall in the town centre was a concern in relation to its impact on income, in particular the shortfall in car parking income.

DECISIONS (NON-KEY)

Cabinet NOTED the year end forecast and financial position for the General Fund and Special Expenses at 30th June 2019.

Reasons for decision:

The Council, having set a Budget at the start of the financial year, needs to ensure the delivery of this Budget is achieved. Consequently there is a requirement to regularly monitor progress so corrective action can be taken when required which is enhanced with the regular reporting of the financial position.

The Portfolio Holder for Housing and Communities to submit a report:

1)    seeking approval for the Council’s Safeguarding Policy for Children and Adults;

2)    highlighting that the Council is fully committed to its duties and responsibilities to safeguard vulnerable individuals through the adoption of the above Policy and actions, which will be taken as a result of the Policy being adopted.

DECSIONS

1)  Cabinet APPROVED the Melton Borough Council Safeguarding Policy for Children and Adults.

2)  Cabinet DELEGATED authority to the Deputy Chief Executive in consultation with the Portfolio Holder for Housing and Communities to review and approve any subsequent changes as a result of legislative or operational changes on a bi-annual basis.

Reasons for decisions:

A robust safeguarding Policy will support the Council to effectively discharge its statutory duties in relation to safeguarding. It will also ensure that a consistent approach to safeguarding exists across all Council services.

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Cabinet resolved that the public and press be excluded during consideration of the following item of business in accordance with Paragraph 3 of Part 1 of schedule 12A of the Local Government Act 1972 (Information relating to the financial or business affairs of any particular person including the authority holding that information.

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Councillor Alan Pearson, Portfolio Holder for Housing and Communities introduced the report the purpose of which was to seek approval for the Melton Borough Council Safeguarding Policy for Children and Adults.

Councillor Pearson provided a brief summary of the report highlighting that the new policy combined both Children and Adults safeguarding and had been developed using established best practice and legislative requirements.  The policy outlined key roles and responsibilities whilst giving guidance on procedure and good practice and referrals and signposting to other agencies,  to ensure that the council acts in the best interests of vulnerable residents.

During discussion the following points were noted:

1. The policy would be subject to ongoing review to ensure there was flexibility and the ability to revise the policy in response to changes.
2. Members had received training with regarding the safeguarding issues as well as guidance on lone working as part of the induction.  Cabinet requested further training be provided on safeguarding, Prevent and County Lines as well as additional guidance on lone working for members undertaking their roles as ward members within their communities.
3. Cabinet requested that information which had been provided at the induction was re-circulated to members.

Councillor Freer-Jones proposed an amendment to recommendation 3.2 to include the provision for a bi-annual review of the Policy, this was seconded by Councillor Higgins.

Cabinet APPROVED the amendment, which became the substantive motion for debate.

DECSIONS (KEY DECISION)

1)  Cabinet APPROVED the Melton Borough Council Safeguarding Policy for Children and Adults.

2)  Cabinet DELEGATED authority to the Deputy Chief Executive in consultation with the Portfolio Holder for Housing and Communities to review and approve any subsequent changes as a result of legislative or operational changes on a bi-annual basis.

Reasons for decisions:

A robust safeguarding Policy will support the Council to effectively discharge its statutory duties in relation to safeguarding. It will also ensure that a consistent approach to safeguarding exists across all Council services.

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Cabinet resolved that the public and press be excluded during consideration of the following item of business in accordance with Paragraph 3 of Part 1 of schedule 12A of the Local Government Act 1972 (Information relating to the financial or business affairs of any particular person including the authority holding that information.

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To follow.

Following a brief discussion on this item Cabinet APPROVED that the meeting should return to public session.

It was confirmed that this item would be deferred to a future meeting pending receipt of further information.