BOROUGH OF POOLE
CABINET
9 SEPTEMBER 2008
The Meeting commenced at 7:00pm and finished at 9:50pm
Present:
CouncillorBrian Leverett (Chairman)
CouncillorMrs Ann Stribley (Vice-Chairman)
CouncillorsPeter Adams, Elaine Atkinson, Ron Parker, Neil Sorton, Tony Woodcock and Mike White
Members of the public present: 4
Also in attendance: Councillor Mrs Long (from 7:25pm to 8:50pm)
CA40.08APOLOGIES FOR ABSENCE
Apologies for absence were received from Councillor Collier.
CA41.08DECISIONS OF THE PREVIOUS MEETING
DECISION TAKEN
That the Decisions of the last Meeting of the Cabinet held on 8 July 2008 were a correct record, confirmed and signed by the Chairman.
For:Councillors Adams, Leverett, Parker, Sorton, Mrs Stribley, Woodcock and White
Abstained: Councillor Ms Atkinson (as she was not present at the last Meeting)
CA42.08MOTION REFERRED FROM COUNCIL 22 JULY 2008: HIPPO, TURTLE AND WHALE: DOLPHIN CENTRE – AGENDA ITEM 4
DECISION TAKEN
That the Portfolio Holder for Efficiency and Effectiveness write to the Dolphin Centre Manager to see if it would be possible to restore the Hippo, Turtle and Whale equipment for use by children in a safe and accessible place in the Centre.
For:Unanimous
REASON FOR THE DECISION
To consider a Motion from Council.
PART OF THE PUBLISHED FORWARD PLANNo
KEY DECISIONNo
PORTFOLIO AREA Efficiency and Effectiveness
DISCUSSIONS/OPTIONS
A number of Members recalled the use of this Equipment by their young children when it had been in place in the Dolphin Centre, some years previously. As it was now a more risk aware age, it was felt to be a pity that the pleasure of playing on such equipment had been denied to young children. The Cabinet was supportive of the Motion and aware that, as the Council was the Freeholder of the Dolphin Centre, but the day-to-day management rested with the Leaseholder, it could only seek to influence.
It was agreed that the Portfolio Holder should write on behalf of the Cabinet requesting the Centre Management to look at the possibility of restoring the equipment in a safe and accessible place.
CA43.08MEDIUM TERM FINANCIAL PLAN (MTFP) 2009-2010 TO 2011-2012 – AGENDA ITEM 5
DECISIONS TAKENThat Cabinet:
(i)note the matters set out in the following report and the work now in hand to develop the final MTFP (2009/10 to 2011/12);
(ii)endorse the need for Management Team and the Chief Finance Officer to complete the actions set out paragraphs 4.2 and 4.14 in finalising the MTFP for Cabinet consideration in December 2008;
(iii)approve the treatment of reserves as set out at paragraphs 4.6 to 4.10 and the allocation of monies from un-earmarked reserves to support the work now needed to progress the following:
- Building Schools for the Future (£1.5M)
- Business Transformation (£0.5m)
- Hamworthy Community Facility (£0.5M)
- Carbon Management Programme (£0.3m)
(iv)approve the proposal to bring the monies provided by the Pride in Poole initiative into the base budgets for the relevant service areas as set out in paragraph 4.5.
For:Unanimous
REASON FOR THE DECISION
To consider the existing Medium Term Financial Plan (MTFP), the updated financial information and key issues in order to form the basis of the Leader’s annual budget consultation process during the autumn to allow Cabinet, in December, to make recommendations to Council on specific proposals for the year ahead.
PART OF THE PUBLISHED FORWARD PLANYes
KEY DECISIONYes
PORTFOLIO AREASAll
DISCUSSIONS/OPTIONS
The Chairman, Councillor Leverett, introduced this Report, explaining that Medium Term Financial Planning was challenging for most local authorities and the Council continued to be at risk from significant financial pressures where it could exercise little discretion or control, principally in respect of equal pay, aging population demographics, new government initiatives, such as concessionary fares, waste disposal and energy costs. In addition, downward pressures in Central Government funding and restrictions on the amount that can be raised from Council Tax could lead to further difficulties in financial planning for the future.
Councillor Leverett referred the Cabinet to the overall Financial Strategy, explaining that the existing funding of £655,000 previously specified as a provision to support “Pride in Poole” initiatives (repainting white lines, removal of graffiti etc) was to be included in Base Budgets to reflect what has happened in practice over the passed few years and to provide ongoing support for current service levels.
He drew Members’ attention to the treatment of reserves as detailed at paragraph 4.6 of the Report, explaining that, at the 1st of April 2008, the Council’s Revenue Reserves totalled £20.9million, comprising £10.1million of earmarked reserves set aside for specific purposes, £3.4million of school reserves and £7.4million of unearmarked reserves. Unearmarked reserves were held to provide against the risk of any unforeseen expenditure in the absence of a general contingency being provided within the Revenue Budget of the Council. He explained that, following Risk Assessment, it had been decided that some of the Council’s unearmarked Reserves could be used to support known one-off local pressures, falling over the term of the MTFP, utilising the following sums for the purposes specified:
- Building Schools for the Future additional start-up costs - £1.5million
- Hamworthy Community Facility - £0.5million
- Business Transformation Programme - £0.5million
- Carbon Management Programme - £0.3million
leaving a residual unearmarked Reserve of £4.6million.
Members were mindful of the need to keep reserves at this level, feeling that £4.6million was the minimum sum the Council should retain, bearing in mind that inflation was rising and the Government Grant to this Council was not increasing.
He then invited Portfolio Holders to comment on their areas.
Building Schools for the Future
Councillor White, addressed his area, explaining that the start-up cost of the Project had been a guesstimate by “4P’s” the Local Government Consultant who had advised both Poole and Bournemouth Councils on the Project. It had now been found that the original budget was a significant under-estimate and, as detailed in paragraph 4.9 to the Report, further work was continuing and this estimate of £1.5million required from unearmarked reserves from the Borough of Poole may change, subject to work ongoing to establish a robust budget for the “Building Schools for the Future” Programme. Bournemouth Council was also budgeting for a further £1.5million for this Project.
Hamworthy Community Library Facility
Councillor Woodcock, the Portfolio Holder, explained the background to this Project and that the former Youth Centre, “The GAFF”, on the site of the old Hamworthy Library, which had been used as a Pupil Referral Unit, was to be demolished and until this Unit could move to its new base on the site of the old Rossmore Library, temporary provision was required. The site behind the old Hamworthy Fire Station and costs of £0.5million had been included in this Project to fund establishment of this temporary facility.
Budget Timetable
Councillor Leverett drew the Cabinet’s attention to an amendment to the Timetable, indicating that consultation with the Hamworthy and Poole Town Area Committee would take place on December 3rd, not the 8th of October 2008.
CA44.08COUNCIL BUDGET MONITORING (1ST APRIL 2008 TO 31ST JULY 2008) – AGENDA ITEM 6
DECISIONS TAKENThat Cabinet:
(i)Note the contents of the Report;
(ii)Recommend to Full Council the updated Treasury Management Policy and revised lending criteria as set out in Appendix A10;
(iii)Agree the budget transfers (Virements) as set out in section 5.4 and 8.2.1;
(iv)Approve the changes to the Capital Programme outlined in Appendix B12, which are all fully funded; and
(v)Approve the action proposed in Sections 6.7, 10 and 11.
For:Unanimous
REASON FOR THE DECISION
To consider the Council’s current performance against budget for the period 1st April 2008 to 31st July 2008 and the year end forecast for the year.
PART OF THE PUBLISHED FORWARD PLANYes
KEY DECISIONYes
PORTFOLIO AREASAll
DISCUSSIONS/OPTIONS
Councillor Leverett introduced the Report. He referred Members to the Revised Treasury Management Policy, explaining that the Council had made a number of shrewd investments assisted by current interest rate levels but he reminded Members that rates may fall, leading to a fall in the Council’s return. He then invited Portfolio Holders to address any areas they wished within their particular portfolios:
Developing a Dynamic Economy
Councillor Parker, the Portfolio Holder, drew attention a reduction in Planning fee income as a consequence of the economic downturn. He explained that the Housing and Planning Delivery Grant would be used to assist with this pressure.
Effectiveness and Efficiency
Councillor Sorton, the Portfolio Holder, drew Members’ attention to the reduction in land charges income, again due to the current economic climate.
CA45.08LOCAL PUBLIC SERVICE AGREEMENT (LPSA) REWARD GRANT RECOMMENDATION: GREEN GYM AND FITNESS TRAIL
– AGENDA ITEM 7
DECISION TAKENThat Cabinet approve the bid as outlined in the Report to Cabinet.
For:Unanimous
REASON FOR THE DECISION
To consider the Local Strategic Partnership Performance Management Group’s recommendation to establish a Green Gym and Fitness Trail for Poole Park and adjacent areas.
PART OF THE PUBLISHED FORWARD PLANNo
KEY DECISIONYes
PORTFOLIO AREAStrengthening Our Communities
DISCUSSIONS/OPTIONS
Councillor Adams, the Portfolio Holder, introduced this Report, explaining that Cabinet had approved funding for seven bids to support the delivery of Poole’s Sustainable Community Strategy and Local Area Agreement, as recommended by the Local Strategic Partnership Performance Management Group. This Group had also asked the Health and Wellbeing Partnership to give further consideration to the “Green Gyms and Fitness” bid for reassessment at a later date. This had now been reconsidered and support given to two priority bids, Green Gyms and Fitness Trails and Wellbeing Prescriptions. The Green Gym and Fitness Trail bid was for the siting of a Green Gym and Fitness Trail in Poole Park and adjacent areas only (the previous bid had been for Poole Park and Upton Park). In consultation with the Friends of Poole Park, it was proposed to design, purchase and select a selection of stretching cardio or strength training equipment to complement the activities of those who wished to use Poole Park as a natural area for physical activity and exercise.
Cabinet noted the total project cost of £65,000 and that the Performance Management Group would ensure that value for money was obtained.
Councillor Adams explained that the Fitness Trail was for 3 to 5 kilometres distance and that hurdles and other interesting features were to be included in the trail. He explained that Green Gyms were very popular and well used in Europe.
CA46.08BEST VALUE REVIEW OF HOMELESSNESS AND HOUSING REGISTER AND HOMELESSNESS STRATEGY: REPORT OF THE HEAD OF HOUSING AND COMMUNITY SERVICES – AGENDA ITEM 8
DECISIONS TAKEN
(i)That Cabinet consider and adopt the Best Value Review Final Report and improved Action Plan, and request the Communities Overview and Scrutiny Committee to monitor the Improvement Action Plan; and
(ii)That the Homelessness Strategy and Action Plan, having been considered, be adopted.
For:Councillors Adams, Ms Atkinson, Leverett, Parker, Sorton, Woodcock and White.
(Note, Councillor Mrs Stribley had left the Meeting for the duration of this item and, although present for the vote, did not vote as she had not heard the whole debate).
REASON FOR THE DECISION
To seek approval to the Improvement Action Plan following the Review of the Homelessness and Housing Register Services.
PART OF THE PUBLISHED FORWARD PLANYes
KEY DECISIONYes
PORTFOLIO AREASSocial Care and Equalities
DISCUSSIONS/OPTIONS
Councillor Ms Atkinson, the Portfolio Holder, introduced this Report, explaining that the Homelessness Act 2002 required Councils to compile a Homelessness Strategy and to renew it every five years. Following Poole’s recent CPA Inspection and the result of an “Excellent” status, the Council was exempt from this requirement but, in order to shape the service over the next 3 years, it was continuing to produce a strategy which would guide the work of the Council and its partners in relation to homelessness and related services.
Councillor Ms Atkinson referred Members to the Report, explaining that it set out the findings from a Fundamental Service Review following Best Value principles. The purpose of this Review was to assess the Homelessness and Housing Register Service within Housing and Community Services and to ensure that the Service had delivered best value and to give direction to those services over the next 3 to 5 years. Following this Review, Councillor Ms Atkinson was pleased to report that the Council had two services which were performing well and providing a valuable service. In the area of homelessness, particularly, some elements of the results shown were evidence of best practice when compared against the national picture.
She drew Members’ attention to the six themes emerging from the Review:
Expand and promote a range of Housing Options
Improve Access to Services
Improve effective partnership working
Maintain and develop a strong portfolio of prevention activities
Maximise resources available to meet need
Provide an efficient and effective service that offers value for money and excellent service quality
From within these themes a set of objectives and actions had been reproduced within the Action Plan.
As a result of this Review it was felt that housing options for the homeless had to be expanded and promoted to make the private sector more attractive and to develop a good relationship with private landlords.
Note: Councillor Leverett declared a personal interest as a private landlord.
Councillor Ms Atkinson referred to the success of the ‘Lend a Deposit’ Scheme which gave homeless people a month’s rent in advance (as Housing Benefit was paid in arrears). Councillor Sorton drew attention to the success of the loans to people for deposit to rent in the private sector, explaining that this necessary service placed a small financial risk on the Council but the benefits much outweighed any risk. In order to improve the access to housing services, in particular for young people, more information needed to be provided about the effects of leaving home. A video had been produced entitled “Leaving Home” which highlighted the benefits and pitfalls of leaving home for young people. Greater efforts were also being made to reach other hard to reach groups, such as black and ethnic minorities and disabled groups.
In response to a query from a Member, Councillor Ms Atkinson explained how the Council’s Housing Waiting List worked, explaining it was a “Choice Based Letting Scheme”, which made people responsible for addressing their accommodation problems and was proactive. There was a Priority Panel and account was taken of vulnerable people in groups with time credits being awarded.
Members congratulated the Officers on their work and an excellent Report.
CA47.08EXTENSION OF MANAGEMENT AGREEMENT BETWEEN THE BOROUGH OF POOLE (BOP) AND POOLE HOUSING PARTNERSHIP (PHP) LIMITED – AGENDA ITEM 9
DECISION TAKENThat Council be requested to approve the extension of the Management Agreement for a period of up to five years with effect from the 1st of April 2009. The award of this further Management Agreement to be conditional upon PHP agreeing to vary the existing Agreement to allow the Council to serve notice as set out in the Agreement to terminate the relationship with PHP at the end of two years or the end of 3 years from the 1st of April 2009.
For: Councillors Ms Atkinson, Leverett, Parker, Sorton, Woodcock and White
(Note: Councillor Mrs Stribley, not being present for the whole debate, did not vote. Councillor Adams was absent when the vote was taken).
REASON FOR THE DECISION
To seek Cabinet approval to ask Council to consider extending the Management Agreement between the Borough of Poole and Poole Housing Partnership Limited.
PART OF THE PUBLISHED FORWARD PLANYes
KEY DECISIONYes
PORTFOLIO AREASocial Care and Equalities
DISCUSSIONS/OPTIONS
Councillor Ms Atkinson introduced this Report, explaining that the current Management Agreement with Poole Housing Partnership, the Council’s Arms Length Management Organisation, was to cease on the 31st of March 2009. It was thought prudent that the Council extend the Management Agreement for a further five years from April 2009 to March 2014 as the Council was embarking on a stock options appraisal which may lead to alternative conclusions about the future of the housing stock. At the same time as extending the existing Management Agreement, the opportunity was being taken of agreeing with PHP that the extension could be terminated earlier by six months notice to expire after two or three years from the date of the extension.
The Options Appraisal was to consider the future financing of the Council’s housing stock when Government funding for the Decent Homes Standard ceased in 2010. This Options Appraisal work would involve all relevant stakeholders, particularly tenants and leaseholders and would take into account local priorities and national policy developments.