13.1           The evacuation procedure, as set out on the Agenda, was taken as read.  

13.2           The Chair welcomed Councillor P W Awford to the meeting and advised that he was in attendance as Chair of the Overview and Scrutiny Committee for Item 7 – Performance Management Report – Quarter Four 2015/16.

14.1           The Committee’s attention was drawn to the Tewkesbury Borough Council Code of Conduct which was adopted by the Council on 26 June 2012 and took effect from 1 July 2012.

14.2           There were no declarations of interest made on this occasion.

To approve the Minutes of the meeting held on 8 June 2016.

15.1           The Minutes of the meeting held on 8 June 2016, copies of which had been circulated, were approved as a correct record and signed by the Chair.  

To receive any questions, deputations or petitions submitted under Rule of Procedure 12.

(The deadline for public participation submissions for this meeting is 7 July 2016).

16.1           There were no items from members of the public on this occasion.  

To consider the Committee’s Forward Plan.  

That the Committee’s Forward Plan be NOTED.  

17.1           Attention was drawn to the Committee’s Forward Plan, circulated at Pages No. 8-11. Members were asked to consider the Plan.  

17.2           Referring to the Respect at Work Policy which was due to be considered at the next meeting, a Member questioned whether this could be extended to include Members. In response, she was advised that employment policies generally covered the workforce rather than Members. There were other Protocols that covered Member behaviour such as the Code of Conduct and the Protocol for Member/Officer Relations.

17.3           Accordingly, it was

To receive and respond to the findings of the Overview and Scrutiny Committee’s review of the quarter 4 performance management information.  

That the Overview and Scrutiny Committee’s comments on the Performance Management Report for Quarter Four of 2015/16 be NOTED.  

18.1           The report of the Corporate Services Group Manager, circulated at Pages No. 12-64, asked Members to review and, if appropriate, take action on the observations of the Overview and Scrutiny Committee following its review of the 2015/16 quarter four performance management information.

18.2           Attention was drawn to the observations made by the Overview and Scrutiny Committee, attached to the report at Appendix 1; the Council Plan Performance Tracker, attached at Appendix 2; the Key Performance Indicator Set, attached at Appendix 3; the Revenue and Budget Summary Statement, attached at Appendix 4; the Capital Monitoring Statement, attached at Appendix 5; and the Revenues Position Summary which was attached to the report at Appendix 6.

18.3           The Overview and Scrutiny Committee Chair explained that this had been the last monitoring report of the Council Plan 2012-2016 and it had shown significant achievements over the last four years. Assurance had been given to Members that, although a number of the actions within the old Council Plan did not feature within the new Plan, they would still be monitored by Members in some form. Regarding the monitoring of the new Council Plan, the Overview and Scrutiny Committee had been assured that Officers were working on the new Performance Tracker. The Chair indicated that his Committee had found the Performance Tracker to be a useful tool in understanding the breadth of actions being delivered within the Plan and then to provide challenge where necessary. In terms of information specific to quarter four, Members had noted the actions that had progressed well such as those that would be of benefit to customers like the new Customer Care Strategy, the new complaints framework, approval of the Digital Strategy, handover of the leisure centre, agreement of project work for Tewkesbury Town regeneration, approval of the Community Infrastructure Levy draft charging schedule and the impact of the new Community Funding Officer. The Overview and Scrutiny Committee had been realistic and understood that, given the complexity and range of services, some actions may not progress as quickly as expected and the performance report presented had provided exceptions analysis of those. The majority had been reported and explained previously, i.e. rental of top floor, progression of Joint Core Strategy and Tewkesbury Borough Plan, recycling rate and Workforce Development Strategy. Members had noted that the roll out of the Place Programme had yet to be fully established but the Chair understood that the dates of the meetings had now been set. Members of the Overview and Scrutiny Committee who sat in the east area had spoken positively about their experience which was good news. In terms of planning performance, this had only briefly been discussed as the Committee was scheduled to have a presentation at its next meeting on the planning service review. Members had, however, acknowledged the pressures that the planning team was currently working under. With regards to the financial information presented, the Chair explained that this would now be reported to the Executive Committee directly. This would ensure  ...  view the full minutes text for item 18.

To consider the Council’s General Fund outturn for 2015/16, the financing of the capital programme and the annual treasury management report and performance, and to approve the transfers to and from earmarked reserves.

1.      That the general fund outturn for 2015/16, the financing of the capital programme and the annual treasury management report and performance be NOTED.

2.      That the transfers to and from earmarked reserves be APPROVED.  

19.1           The report of the Finance and Asset Management Group Manager, circulated at Pages No. 65-90, highlighted the Council’s financial performance for the previous year and asked Members to consider the general fund outturn for 2015/16, the financing of the capital programme and the annual treasury management report and performance as well as to approve the transfers to and from earmarked reserves.

19.2           The Finance and Asset Management Group Manager explained that the report represented the final financial position for 2015/16 and included five parts: the general fund and revenue outturn; the Council reserves; the capital programme; treasury management; and performance indicators.

19.3           The general fund showed a substantial surplus of just over £1.5 million, the main reasons for which were: the employees’ full year budget being overspent - largely as a result of bringing in additional staff to meet service needs and to fulfil the requirements of grant funding received, however, the overspend was offset by additional income from the sale of services and grant funding; premises being underspent for the year as a result of the release of a provision relating to leased assets – the provision had previously been set aside to meet expected requirements but had not been needed during the year and had now been released; supplies and services being overspent in relation to the expenditure associated with central government grants received – this was unbudgeted but corresponding additional income had been received to finance the expenditure. Extra expenditure had been incurred in service areas such as burial services where additional income was generated; transfer payments relating to the Council’s activities with regards to the administration of housing benefit on behalf of central government; income targets exceeding expectations during the year – the primary area of additional income was development management where total income exceeded the target by over £1.58 million. This position had been boosted by the receipt of external grant funding totalling £0.918 million but strong income in planning fees, both plan submissions and pre-planning advice had supported the outturn position. Alongside that other income targets had exceeded expectation, in particular trade waste, garden waste and licensing – the overall position for income had been reduced to a £976,000 surplus by the need to reclaim less from central government for housing benefit expenditure incurred. Members were advised that the full detail was available at Appendix A to the report and was set out on a group by group basis with explanations for significant variances and the contact details of the lead Officers should Members have any specific questions/queries. 

19.4           Referring to the losses reported in respect of the retained business rates scheme, Members were advised that this had resulted in the need for safety net payments, largely due to the Virgin Media appeals, but there had also been a number of other appeals and valuation adjustments that had reduced the Council’s rates retention. Along with this, there had been an increase in the amount of void properties during the year and it had  ...  view the full minutes text for item 19.

20.1           The Chair proposed, and it was  

RESOLVED          That, under Section 100(A)(4) of the Local Government Act                               1972, the public be excluded from the meeting for the following                              items on the grounds that they involve the likely discussion of                                     exempt information as defined in Part 1 of Schedule 12A of the                               Act.

(Exempt –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))

To consider the sale of land at Evesham Road, Bishop’s Cleeve.

(Exempt –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))

21.1           Members considered a report which discussed the sale of land at Evesham Road, Bishop’s Cleeve. The Committee delegated authority to the Finance and Asset Management Group Manager, in consultation with local Bishop’s Cleeve Members and the Lead Member for Finance and Asset Management, to negotiate that disposal.