Agenda and draft minutes

Members of the committee should declare any interests which fall under the following categories*:

a)    disclosable pecuniary interests (DPI);

b)    other significant interests (OSI);

c)     voluntary announcements of other interests.

There were no declarations of interest.

To consider and approve, as a correct record, the minutes of the meetings held on 16 and 30 January 2018.

The minutes of the 16 and 30 January 2018 were submitted, approved and signed by the Chairman.

As part of its Transforming Shepway programme, Shepway District Council has been considering how it can utilise service redesign and ICT to meet its ambitions to become a more efficient and effective organisation and meet the needs and aspirations of its communities in the context of increasing pressures to reduce costs. This document provides the conclusions of work to redesign the Council’s services supported by Cabinet at its meeting in June 2017. This report includes the business case, future operating model and high level implementation plan. It also outlines that by adopting a refreshed ICT Strategy and making an investment in its ICT infrastructure and changing its business operations, the Council can achieve improvements in services for residents and deliver a genuine efficiency without cutting services.

As part of its Transforming Shepway programme, Shepway District Council

has been considering how it can utilise service redesign and ICT to meet

its ambitions to become a more efficient and effective organisation and

meet the needs and aspirations of its communities in the context of

increasing pressures to reduce costs.

The report provides the conclusion of work to redesign the Council’s services supported by Cabinet at its meeting in June 2017. It includes the business case, future operating model and high level implementation plan. It also outlines that by adopting a refreshed ICT Strategy and making an investment in its ICT infrastructure and changing its business operations, the Council can achieve improvements in services for residents and deliver a genuine efficiency without cutting services.

Sarah Robson provided members with an update on progress so far, outlining the costs implications as set out in the report.

Members asked a number of questions paying particular attention to the following:

·         As a result of the Council’s forthcoming name change, the project name will change and is currently being consulted upon with staff.

·         Communication is key and staff will be communicated with and engaged through a variety of means, one of which is through the 50 staff volunteer ‘change transformers’ who relay project information to teams across the council as well as providing feedback to the transformation team.

·         As part of the project phasing, staff skills assessments will be undertaken to understand areas for development, transfer or sharing of skills.

·         Improvements to service delivery for customers and staff is key to the change with no cuts to front line services.

·         Mobile locality officers will be in place to work in the community and with local ward members so that issues can be dealt with quickly and efficiently. These officers will eventually be IT enabled to fulfil their roles when out and about in the district. Work on how and where these officers will be located is still to be finalised as part of the detailed design work.

·         Customer self-service is key to change and will be a major part of moving forward, but this will not be to the detriment of those vulnerable customers the council has and will continue to have.

As each phase progresses members will have an opportunity to view the work being undertaken and will be kept informed at all stages of progression. The time-line is flexible but is set to give as little stress and impact to staff changes and working patterns throughout the process.

Proposed by Councillor Peter Gane

Seconded by Councillor Russell Tillson and

Resolved:

1.            To receive and note Report C/17/82.

2.            To recommend to Cabinet that when appointing the project consultants they get the right people with the correct skills and experience and agree that there will be a transfer of knowledge to Council staff that will create sustainability for the project, alongside a suitable exit strategy.

(Voting: For 10; Against 0; Abstentions 0)

Report C/17/83 sets out the final General Fund budget and council tax requirement for 2018/19, including that part of the local tax covering district and parish services.

Report C/17/83 sets out the final General Fund budget and council tax

requirement for 2018/19, including that part of the local tax covering district

and parish services.

Members were informed that any income generated by the Kent Business Rates Pilot would be dependent on the level of economic growth but would be a minimum of £250,000.

It was noted that parish councils had been briefed on the budget and had commented on the costs of the lorry park, but had not provided feedback that affected the proposed budget for the forthcoming year.

Members were happy to receive the report.

Proposed by Councillor Ms Susan Carey

Seconded by Councillor Clive Goddard and

Resolved: To receive and note Report C/17/83.

(Voting: For 9; Against 0; Abstentions 1)

Report C/17/78 sets out the proposed strategy for treasury management for 2018/19 including the Annual Investment Strategy and Treasury Management Indicators to be approved by full Council. This report also sets out both the Prudential Indicators for capital expenditure and the Minimum Revenue Provision Statement for 2018/19 to be approved by full Council.

Report C/17/78 sets out the proposed strategy for treasury management

for 2018/19 including the Annual Investment Strategy and Treasury

Management Indicators to be approved by full Council. This report also

sets out both the Prudential Indicators for capital expenditure and the

Minimum Revenue Provision Statement for 2018/19 to be approved by full

Council.

Members were provided with a review of the key points and this is attached to the minutes for information. Members paid particular attention to the following:

Borrowing Strategy – it was noted that the factors to determine change were in respect of interest rates and capital expenditure plans may come forward.

Cash flow shortages – it was noted that capital grants for major schemes may be delayed.

It was noted that the grant from European funding for East Folkestone is expected to be in instalments but as yet no confirmation has been given as to how and when these instalments will be made.

A written answer will be provided to members in respect of credit ratings and other market measures.

Proposed by Councillor Michael Lyons

Seconded by Councillor Russell and

Resolved: To receive and note Report C/17/78.

(Voting: For 10; Against 0; Abstentions 0)

Report C/17/81 recommends a future direction for the Council’s Regeneration & Housing Company, Oportunitas.  It positions the future of the company in the context of the Council’s Corporate Plan and Investment Strategy, and draws heavily on the outcomes of a financial remodelling exercise undertaken by the Council as the sole Shareholder, to identify the required level of investment and the appropriate debt to equity funding structure, to ensure that income returns to the Council are optimised while also allowing Oportunitas to become financially sustainable.

Report C/17/81 recommends a future direction for the Council’s

Regeneration & Housing Company, Oportunitas. It positions the future of

the company in the context of the Council’s Corporate Plan and

Investment Strategy, and draws heavily on the outcomes of a financial

remodelling exercise undertaken by the Council as the sole Shareholder,

to identify the required level of investment and the appropriate debt to

equity funding structure, to ensure that income returns to the Council are

optimised while also allowing Oportunitas to become financially

sustainable.

Particular attention was paid to the amount of money that the company now requires to continue trading and the reasons behind this and it was explained that if the recommendations are agreed the company could be managed internally with the support of SDC staff, as is the case now.

Councillor Mrs Jeffrey, Chairman of Oportunitas informed members that all options relating to purchase of new premises would be looked at, Oportunitas cannot use compulsory purchase orders to acquire property directly although it could agree to purchase properties from the council that have been acquired via the cpo route.

A full business case will be taken to a future Cabinet meeting if the recommendations are agreed at its meeting on 28 February.

Proposed by Councillor Russell Tillson

Seconded by Councillor Michael Lyons and

Resolved: To receive and note Report C/17/81.

(Voting: For 10; Against 0; Abstentions 0)

To exclude the public for the following item of business on the

grounds that it is likely to disclose exempt information, as defined in

paragraph 3 of Part 1 of Schedule 12A to the Local Government Act

1972 –

‘Information relating to the financial or business affairs of any

particular person (including the authority holding that information).

“Financial or business affairs” includes contemplated as well as

current activities.’

Proposed by Councillor Peter Gane

Seconded by Councillor  Philip Martin and

Resolved:

To exclude the public for the following item of business on the

grounds that it is likely to disclose exempt information, as defined in

paragraph 3 of Part 1 of Schedule 12A to the Local Government Act

1972 –

‘Information relating to the financial or business affairs of any

particular person (including the authority holding that information).

“Financial or business affairs” includes contemplated as well as

current activities.’

(Voting: For 10; Against 0; Abstentions 0)

Report OS/17/06: On 12^th September 2017 the Overview and Scrutiny Committee (OSC) received an annual report on safeguarding activity conducted during 16/17 and advised of the new refreshed safeguarding policy. The committee were keen to receive an overview of PREVENT and current counter terrorism activity as some of this work now features under the safeguarding policy. The Counter terrorism and Security Act 2015 placed a duty on specified authorities to have due regard to the need to prevent people from being drawn into terrorism. Authorities subject to the provisions must have regard to the PREVENT duty guidance when carrying out the duty (this includes Local Authorities).

Nick Wilkinson County PREVENT will be giving a private presentation.

Report OS/17/06: On 12th September 2017 the Overview and Scrutiny

Committee (OSC) received an annual report on safeguarding activity

conducted during 16/17 and advised of the new refreshed safeguarding

policy. The committee were keen to receive an overview of PREVENT and

current counter terrorism activity as some of this work now features under

the safeguarding policy. The Counter terrorism and Security Act 2015

placed a duty on specified authorities to have due regard to the need to

prevent people from being drawn into terrorism. Authorities subject to the

provisions must have regard to the PREVENT duty guidance when

carrying out the duty (this includes Local Authorities).

Nick Wilkinson County PREVENT gave a private presentation to members.

Please note this item was withdrawn and will be heard at the meeting in March.

Report C/17/79 reviews the current position of the Folkestone Indoor Bowls (FIB) club, Cheriton Road Folkestone and considers two offers that have been received for the site from national budget supermarket chains.

Report C/17/79 reviews the current position of the Folkestone Indoor

Bowls (FIB) club, Cheriton Road Folkestone.

Proposed by Councillor Michael Lyons

Seconded by Councillor Peter Gane and

Resolved: To receive and note Report C/17/79.

(Voting: For 10; Against 0; Abstentions 0)