Agenda and minutes

To confirm the Minutes of the Meeting held on 10 April 2018.

The Minutes of the Meeting held on 10 April 2018 were confirmed and signed as a correct record.

To receive apologies for absence.

All Members of the Executive were present.

To receive from members, declarations of interest in relation to any items included on the agenda for this meeting, in accordance with the Waverley Code of Local Government Conduct.

In respect of Agenda Item 7. Funding request for Alfold  Football Club Ground Improvement, Cllr Kevin Deanus declared a non-pecuniary interest. However, he added that he felt that his level of involvement with the football club was sufficient that he should withdraw from the Council Chamber whilst this matter was being discussed.

The Chairman to respond to any questions received from members of the public for which notice has been given in accordance with Procedure Rule 10.

The deadline for receipt of questions is 5 pm on Tuesday 29 May 2018.

There were no questions from members of the public.

Background Papers

Unless specified under an individual item, there are no background papers (as defined by Section 100D(5) of the Local Government Act 1972) relating to the reports in Part I of these minutes.

This report provides a summary of the 2017/18 Revenue Outturn against budget for the General Fund and the Housing Revenue Account.  The full Statement of Accounts will be presented for approval by the Audit Committee on 24 July 2018.

Recommendation

It is recommended that the Executive:

1.            notes the outturn position on revenue and capital for 2017/18;

2.            recommends to Council that £200,000 of additional investment property income be transferred to a Commercial Property Income Risk Fund;

3.            approves the revenue carry forwards to 2018/19 as detailed in Appendix 2 and paragraph 15;

4.            approves the carry forward to 2018/19 for the WW1 memorial as detailed in paragraph 9; and

5.            approves the capital rescheduling to 2018/19 as detailed in paragraph 18 and Appendix 3, 5 and 6.

5.1    The Executive considered a report providing a summary of the 2017/18 Revenue Out-turn against budget for the General Fund and the Housing Revenue Account. The General Fund out-turn for 2017/18 showed an initial surplus of £246,000 on a net budget of £13.4m.

5.2    A large proportion of the surplus was due to the achievement of investment property income. In light of this the Executive recommends to Council that £200,000 is transferred to a Commercial Property Risk Fund to protect against future income risk.

5.3    The report provided explanations of major variances to the budgets, and requests to carry forward revenue balances, and reschedule General Fund capital budgets where project were still in progress.

5.4    The Housing Revenue Account (HRA) out-turn showed a surplus of £1.5m, mainly achieved in the responsive repairs and voids maintenance budgets. The Housing maintenance service had been through a transformation programme over a number of years, delivering considerable efficiencies and cost savings and well as high customer satisfaction in the service.

The Executive RESOLVED to:

1.            NOTE the outturn position on revenue and capital for 2017/18;

2.            APPROVE the revenue carry forwards to 2018/19 as detailed in Appendix 2 and paragraph 15 of the agenda report;

3.            APPROVE the carry forward to 2018/19 for the WW1 memorial as detailed in paragraph 9 of the agenda report; and

4.            APPROVE the capital rescheduling to 2018/19 as detailed in paragraph 18 and Appendix 3, 5 and 6 of the agenda report. .

The Executive also RESOLVED to:

5.         RECOMMEND to Council that £200,000 of additional investment property income be transferred to a Commercial Property Income Risk Fund to protect against future income risk.

[Reason: to review the budget out-turn for 2017/18 for the General Fund and Housing Revenue Account and agree budget carry forwards and rescheduling.]

The background papers relating to the following items are as set out in the reports included in the original agenda papers.

This report proposes to invest £15,000 from the emergency grants fund in the Boom Credit Union by way of purchasing deferred shares.

Recommendation

It is recommended that Waverley invests £15,000 from the emergency grants fund in the Boom Credit Union by way of purchasing deferred shares.

6.1     The Executive was pleased to continue Waverley’s support of the credit union, which provided a vital alternative to Payday and other high interest loans for those who may have been denied credit or are financially excluded from High Street banks. 19% of Boom’s lending was within the Borough of Waverley and 14% of loan applications were from Waverley residents, which highlighted the need for inclusive financial services.

The Executive RESOLVED to invest £15,000 from the emergency grants fund in the Boom Credit Union by way of purchasing deferred shares.

[Reason: to demonstrate the Council’s ongoing commitment to Boom Credit Union and to recognise the support it provides to Waverley’s residents.]

This report proposes to allocate funding from Waverley’s capital receipts towards a project to improve Alfold Football Club.

Recommendation

It is recommended that subject to the Club securing Football Foundation funding, up to £20,000 is allocated to the project to improve Alfold Football Club’s ground and facilities, funded from the capital receipt that Waverley was paid for an easement on land in Alfold, plus £6,000 of PIC funding.

Before consideration of this item, Cllr Kevin Deanus left the Council Chamber.

7.1    The Executive noted the very significant level of community support and commitment to the football club, and position of the club and the recreation ground its facilities at the heart of village life. The club had achieved considerable success in recent years, but extensive ground improvements were needed to enable the club to gain promotion to the next division.

7.2    The Executive wished Alfold Football Club every success in the forthcoming season, and

RESOLVED that, subject to the Club securing Football Foundation funding, up to £20,000 is allocated to the project to improve Alfold Football Club’s ground and facilities, funded from the capital receipt that Waverley was paid for an easement on land in Alfold, plus £6,000 of PIC funding.

[Reason: To demonstrate the Council’s support for Alfold Football Club and its ongoing development.]

At the September 2017 Value for Money and Customer Service Overview and Scrutiny Committee meeting a working group was established to review the process and management of the Council’s capital expenditure programme. After being considered and endorsed by the Value for Money and Customer Service Overview and Scrutiny Committee, this report sets out the findings of the review and the recommendations made to the Executive as a result. 

Recommendation

It is recommended that the Executive consider and approve the recommendations made within the report.

8.1    At the invitation of the Portfolio Holder, Cllr Mike Band presented the report of the Value for Money & Customer Service Overview & Scrutiny Committee on the Capital Expenditure Process and Management.

8.2    The review had been initiated after O&S Members had noted the slippage of budgets on the 2016/17 capital expenditure programme at the year-end, most of which had only been identified in the out-turn report. This seemed to indicate that there were issues with how capital budgets were being planned and managed over the life of a project spanning a number of years.

8.3    Cllr Band commended officers for their support of the work of the O&S Members, and drew the Executive’s attention to the conclusions and 19 recommendations set out in the report.

8.4    Cllr Seaborne also commended the huge amount of work put in to the review by O&S Members and officers, who had been open and co-operative. Special credit was due to Yasmine Makin, Scrutiny Policy Officer, who had supported the review and helped to draw the evidence and recommendations into a coherent report. He especially wished to emphasise recommendations 8 and 9, in relation to resourcing of project delivery.

8.5    Cllr Hall thanked the O&S Members and officers for an excellent report that highlighted some very important issues in the management and delivery of projects. The Leader echoed the comments and confirmed that discussions were already underway to identify how to implement the recommendations and resource projects to ensure successful delivery.

The  RESOLVED to thank O&S Members and officers for the report, and approve the recommendations made within the report.

[Reason: To improve the Council’s approach to capital project initiation, budget management, and project management.]

The attached report summarises Waverley’s Treasury Management activities during 2017/2018.

Recommendation

That the Executive notes the investment activity and performance in 2017/18 and notes and endorses performance.

9.1     The Portfolio Holder advised that the Treasury Management activity in 2017/18 had achieved a good return, with a good mix of investment maturities held with good credit-rated counterparties.

The Executive RESOLVED to note and endorse the investment activity and performance in 2017/18.

[Reason: to review the performance of the Council’s Treasury Management function for 2017/18.]

To appoint the Members of the Employer’s Negotiating Team whose role is to conduct negotiations with the staff through the Waverley Joint Negotiating Committee for Pay and Conditions and all matters concerning local pay and conditions of service. The meetings of the Joint Negotiating Committee are usually held in November/December each year. The Employer’s Negotiating Team comprises 6 councillors and the proposed membership is as follows:

Recommendation

It is recommended that the appointments to the Employer’s Negotiating Team for 2018/2019 be agreed.

The Executive RESOLVED to agree the membership of the Employer’s Negotiating Team for 2018/19 as follows:

Cllr Julia Potts (Leader)                      Cllr Ged Hall (Deputy Leader)

Cllr Kevin Deanus                               Cllr Jim Edwards

Cllr Michael Goodridge                       Cllr Peter Isherwood

To consider the following recommendation on the motion of the Chairman:-

Recommendation

That, pursuant to Procedure Rule 20, and in accordance with Section 100A(4) of the Local Government Act 1972, the press and public be excluded from the meeting during consideration of the following item on the grounds that it is likely, in view of the nature of the business to be transacted or the nature of the proceedings, that if members of the public were present during this item, there would be disclosure to them of exempt information (as defined by Section 100I of the Act) of the description specified in the revised Part 1 of Schedule 12A to the Local Government Act 1972, namely:

Paragraph 3:            Information relating to the financial or business affairs of any particular person (including the authority holding that information).

At 7.10pm, it was

RESOLVED that, pursuant to Procedure Rule 20, and in accordance with Section 100A(4) of the Local Government Act 1972, the press and public be excluded from the meeting during consideration of the following item on the grounds that it is likely, in view of the nature of the business to be transacted, that if members of the public were present during the item, there would be disclosure to them of exempt information (as defined by Section 100I of the Act) of the description specified in paragraph 3 of the revised Part I of Schedule 12A to the Local Government Act 1972, namely:

Information relating to the financial or business affairs of any particular person (including the authority holding that information).

To consider the EXEMPT report, attached.

Recommendation

That the recommendations set out in the attached EXEMPT report are agreed.

This item was considered in EXEMPT session and all details of the report and decision remain confidential.

The Executive RESOLVED to agree the recommendations set out in the EXEMPT agenda report.

[Reason: to consider a property acquisition opportunity]