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Agenda and minutes

Venue: Council Chamber - Civic Centre Folkestone

Contact: Jemma West 

Items
No. Item

31.

Declarations of Interest

Members of the Council should declare any interests which fall under the following categories. Please see the end of the agenda for definitions*:

 

a)    disclosable pecuniary interests (DPI);

b)    other significant interests (OSI);

c)    voluntary announcements of other interests.

Minutes:

There were no declarations of interest at the meeting.

32.

Minutes

To consider and approve, as a correct record, the minutes of the meeting held on 12 September 2018.

Supporting documents:

Minutes:

The minutes of the meeting held on 12 September 2018 were submitted, approved and signed by the Chairman.

 

33.

Annual Audit Letter 2017/18

This report considers Grant Thornton’s Annual Audit Letter which summarises the findings from the 2017/18 audit.

 

Supporting documents:

Minutes:

The report considered Grant Thornton’s Annual Audit Letter which summarised the findings from the 2017/18 audit.

 

Andy Conlan of Grant Thornton was present during the consideration of this report.

 

Proposed by Councillor Monk,

Seconded by Councillor Love; and

 

RESOLVED:

1.    That report C/18/37 be received and noted.

2.    That Grant Thornton’s Annual Audit Letter 2017/18 be noted.

 

(Voting figures: 5 for, 0 against, 0 abstentions).

 

REASONS FOR DECISION:

The council is required to receive and note the findings and summary of Grant Thornton’s annual assessment of the Council. The report was also considered by the Audit and Governance Committee on 26 September 2018. 

34.

Treasury Management monitoring report 2018/19

This report provides an update on the council’s treasury management activities that have taken place during 2018/19 against the agreed strategy for the year. The report also provides an update on the treasury management indicators approved by Council earlier this year.

Supporting documents:

Minutes:

The report provided an update on the council’s treasury management activities that have taken place during 2018/19 against the agreed strategy for the year. The report also provided an update on the treasury management indicators approved by Council earlier this year.

 

The report had also been considered by the Overview and Scrutiny Committee at their meeting on 16 October 2018. The minutes of their meeting had been circulated to Cabinet Members prior to the meeting.

 

Proposed by Councillor Monk,

Seconded by Councillor Pascoe; and

 

RESOLVED:

That report C/18/34 be received and noted.

 

(Voting figures: 5 for, 0 against, 0 abstentions).

 

REASONS FOR DECISION:

Both the CIPFA Code of Practice on Treasury Management and the Council’s Financial Procedure Rules require Members to receive a report on the Council’s treasury management activities during the year.

35.

Medium Term Financial Strategy 2019/20 to 2022/23

The Medium Term Financial Strategy (MTFS) is the Council’s key financial planning document.  It puts the financial perspective on the council’s Corporate Plan priorities, expressing the aims and objectives of various plans and strategies in financial terms over the four year period ending 31st March 2023.  It covers both revenue and capital for the General Fund and the Housing Revenue Account.  Also included are the Council’s reserves policies.  The MTFS is a key element of sound corporate governance and financial management.

Supporting documents:

Minutes:

The Medium Term Financial Strategy (MTFS) is the Council’s key financial planning document.  It puts the financial perspective on the council’s Corporate Plan priorities, expressing the aims and objectives of various plans and strategies in financial terms over the four year period ending 31st March 2023.  It covered both revenue and capital for the General Fund and the Housing Revenue Account.  Also included were the Council’s reserves policies.  The MTFS is a key element of sound corporate governance and financial management.

 

The report had also been considered by the Overview and Scrutiny Committee at their meeting on 16 October 2018. The minutes of their meeting had been circulated to Cabinet Members prior to the meeting.

 

Proposed by Councillor Monk,

Seconded by Councillor Ewart-James; and

 

RESOLVED:

1.        That Report C/18/36 be received and noted.

2.        That it be recommended to Full Council that the Medium Term Financial Strategy, as appended to the report, be adopted. 

 

(Voting figures: 5 for, 0 against, 0 abstentions).

 

REASONS FOR DECISION:

(a)       The MTFS is the council’s key financial planning document.

(b)       The strategy defines the financial resources needed to deliver the council’s corporate objectives and priorities and covers the financial implications of other key strategies.

(c)        The council needs to be able to carry out an early assessment of the financial implications of its approved policies and strategies and also external financial pressures facing the authority to ensure that it has robust budgeting and remains financially viable. 

 

 

36.

Street naming and numbering Policy

This report provides an update on the Street Naming and Numbering policy adopted in April 2017, and suggestions for potential improvements to assist with the running of the service.

Supporting documents:

Minutes:

The report provided an update on the Street Naming and Numbering policy which was adopted in April 2017, and made suggestions for potential improvements to assist with the running of the service.

 

Members of the Cabinet raised various concerns relating to the policy, and suggested that the policy be referred back for further discussions to take place with the Cabinet Member for Transport and Commercial.

 

Proposed by Councillor Love,

Seconded by Councillor Pascoe; and

 

RESOLVED:

1.   That report C/18/38 be received and noted.

2.   That the Street Naming and Numbering policy be referred back to Cabinet following further discussions with the Cabinet Member for Transport and Commercial to iron out anomalies in the policy mentioned during this Cabinet meeting and  taking into account local practises .

 

(Voting figures: 5 for, 0 against, 0 abstentions).

 

REASON FOR DECISION

The implementation of the policy has been a success and of great use in the management of the street naming and numbering service.  Areas for improvement have been identified; adopting them will assist the department in providing the best possible service to customers and the wider district.

37.

Waste and Street cleansing project 2021

The report provides an update on the Waste 2021 Project now that the options appraisal stage of the project has been completed. The report sets out recommendations about the future collection scheme and how the service could be delivered.

Supporting documents:

Minutes:

The report provided an update on the Waste 2021 Project now that the options appraisal stage of the project had been completed. The report set out recommendations about the future collection scheme and how the service could be delivered.

 

Proposed by Councillor Monk,

Seconded by Councillor Love; and

 

RESOLVED:

1.        That report C/18/35 be received and noted.

2.        That the following recommendations be approved: –

a.    FHDC continue with the same refuse collection methodology/scheme as presently implemented across the district when the new service arrangements start in 2021.  Food will be collected in a separate dedicated vehicle for the recycling round. 

b.    That FHDC proceed with the procurement of the next waste, recycling and refuse collection contract to be placed with an outsourced service provider and to be operational from the end of the current contract on 15/01/21.

c.    That FHDC continue to work in partnership with DDC for the provision of a joint contract waste, recycling and refuse collection contract and joint client management team.  

d.    That an options appraisal exercise be completed to consider the operational costs, risks and benefits of insourcing the street cleansing service.

e.    That the Corporate Director for Place and Commercial be authorised to negotiate and conclude with KCC a new performance payment mechanism to operate from 2021 that takes into account the current level of payments and the need to incentivise improving recycling rates.

f.     That the Corporate Director for Place and Commercial be authorised to continue to engage with KCC and other East Kent Authorities to seek improvements to the waste infrastructure in particular the transfer station arrangements. 

g.    That a project budget of £100K be established to cover additional consultancy support notably preparation of the new contract specification, new contact and new partnership agreements.

 

(Voting figures: 5 for, 0 against, 0 abstentions).

 

REASONS FOR DECISION:

a)           The options appraisal exercise has been completed and has identified the next steps in order to progress the project.

b)           Due to the lead in times for procurement, the project needed to advance to the procurement and delivery stages in order to have the new service arrangements in place for January 2021.