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Minutes To confirm as a correct record the Minutes of the previous meeting. Supporting documents: Minutes: RESOLVED that the minutes of the previous meeting held on 13 June 2024 be approved and signed. |
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Apologies for absence and substitutions To receive any apologies for absence and notification of any substitute Members in accordance with the Constitution. Additional documents: Minutes: Apologies were received from Councillor Parnall. Councillor Blacker was substitute. Apologies were received from Councillor Dwight. Apologies were received from Councillor Elbourne. |
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Declarations of interest To receive any Declarations of Interest (including the existence and nature of any Party Whip). Additional documents: Minutes: There were no declarations of interest. |
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Q4 Performance and Budget Outturn 2023/24 To consider progress in the Council’s performance for the fourth quarter 2023/24 including Key Performance Indicator (KPI) reporting, as well as revenue and capital budget monitoring and treasury management, and to make any observations to the Executive. RECOMMENDED that Overview and Scrutiny Committee: i) Note the Key Performance Indicators performance for Q4 2023/24 as detailed in the report and in Annex 1 and make any observations to the Executive; ii) Note the Provisional Revenue Budget Outturn for 2023/24 as detailed at Annex 2, and make any observations to Executive: iii) Note the recommended Revenue Budget-carry-forwards from 2023/24 to 2024/25 at Annex 4, and make any observations to the Executive; iv) Note the Provisional Capital Programme outturn for 2023/24 as detailed at Annex 3, and make any observations to Executive; v) Note the recommendation to allocate an additional £1.830 million to the Capital Programme for 2024/25 to 2028/29 for the Merstham Recreation Ground scheme, taking the total capital scheme value to £3.247 million, and make any observations to Executive; vi) Note the recommendation to allocate an additional £0.202 million to the Capital Programme for 2024/25 to 2028/29 for the transitional capital costs of implementing a Weekly Food Collection service, and to make any observations to Executive; vii) Note the Quarter 4 Treasury Management and Prudential Indicator updates for 2023/24 at Annex 5 and 5.1, and make any observations to Executive; viii) Note the update on risks and statistics relating to Homelessness, at Annex 6, and make any observations to Executive. Supporting documents:
Minutes: The Committee received reports on the Council’s performance for the final quarter of 2023/24 including Key Performance Indictor (KPI) reporting, as well as revenue and budget monitoring. The reports were due to be presented to the Executive on 18 July 2024. Key Performance Indicators The Executive Member for Corporate Policy and Resources, Councillor James King, presented the Quarter 4 Performance Report 2023/24 covering the period January to March 2024. Of the 11 key performance indicators (KPIs) reported on in quarter four, eight were on target or within the agreed tolerance. Three indicators were off-target and outside of the agreed tolerance. The RED rated indicators were as follows: KPI 7 – affordable housing completions. The Council had seen 43 affordable housing completions over the year, compared to a notional target of 100. This is disappointing, but the complexity behind the drivers of affordable housing provision is well understood and has been discussed on many occasions by this Committee. Cumulative affordable housing delivery for the Local Plan period, 2012-2027, sits at 1,172, compared to a target to end 2023/24 of 1,200. A good proportion of completions for social rent had been achieved. KPI10 – Recycling levels It was known, and this Committee had discussed previously, that the Council’s recycling target is a stretch target. As reporting was quarterly in arrears, this reporting was for the Quarter 3 period, with a figure of 53.1% compared to a target of 60%. In this period, there had been an overall decrease in residual waste, which was positive, but also a decrease in garden waste, which was seasonal, and a more minor decrease in plastic and mixed cans recycling. Changes to recycling collections were due to be implemented which would result in a universal full recycling collection offer, and hopefully increased recycling rates in the coming years. KPI11 - Council carbon emissions This information was currently reported one year in arrears, which means that the carbon emissions figures reported here have already been discussed by this Committee in depth in September last year. Members may recall that the uptick in carbon emissions in 2022/23 was due to the re-opening of Council facilities after the pandemic and an issue with the boiler at the Harlequin. The Sustainability Team was currently working on figures for 2023/24 carbon emissions which were due to be reported to this Committee via the Environmental Sustainability Annual Report in September 2024. The Council would look to align annual KPI reporting on carbon emissions with this in the future. The Executive Member for Corporate Policy and Resources, Councillor James King, invited Members to ask questions on the Quarter 4 2023/24 Performance Report provided in the agenda pack. In response, the following clarifications were provided: KPI 11 – Reduction in the Council’s carbon footprint It was confirmed that reporting on carbon emissions was only possible annually, due to the complexity of metering systems, but that this reporting is provided to Members as early as possible, in September Officers would look to align KPI reporting with ... view the full minutes text for item 15. |
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Medium Term Financial Plan 2025/26 To review the Medium-Term Financial Plan 2025/26. RECOMMENDED that Overview and Scrutiny Committee: Notes the report and makes any comments for consideration by the Executive. Supporting documents:
Minutes: The Deputy Leader and Executive Member for Finance and Assets, Councillor Lewanski, introduced the Medium Term Financial Plan (MTFP) 2025/26. There were two reports for this item: (i) The latest update to the Council’s Medium Term Financial Plan and; (ii) The latest Capital Investment Strategy. Together they set the scene for presentation of the revenue budget and capital programme proposals later this year. This latest Medium Term Financial Plan for 2025/26 mentions that local government continues to face a challenging financial situation, with continued uncertainty about the local government funding regime. Many councils across the county are facing very difficult budget decisions with up to 51% saying that they may have to issue a S114 notice within the next 4 years. This council is not in that position at present which is an advantage. The other advantage this council has is time to address the forecast budget gap, and so it is critical that we use this productively to prudently prepare our budget plans for 2025/26. Once again, this authority has made an early start in preparing the Medium Term Financial Plan and has also commenced work on the Service Planning process for next financial year. Continued work on the Council’s Financial Sustainability Programme also progresses to deliver cost reductions and income generation initiatives wherever possible. The MTFP report in this agenda pack sets out a detailed initial assessment of the key information that will be used for budget setting in 2025/26 onwards. It includes a five year forecast for the budget gap that the Council will face, if action is not taken to reduce costs or increase income, or if additional government finance support is not forthcoming. Work is now underway with officers to develop the detailed budget proposals for consideration by Executive in November and review by the O&S Scrutiny Panel. A question had been submitted by a Member directly to officers on this item: Page 110 “These changes were possible following the receipt of Royal Ascent for the Levelling up and Regeneration bill on 26 October 2023. “ This is in refence to the Council Tax Policy on the same page. The Royal Ascent put forward discretionary options on long term empty properties and dwellings occupied periodically (second homes). The Royal Ascent enabled changes to the Council Tax Policy as bullet pointed on page 110 and approved by Council in February 2024. This is a link that provided additional information regarding the bill New laws to speed up planning, build homes and level up - GOV.UK (www.gov.uk) The Deputy Leader and Executive Member for Finance and Assets, Councillor Lewanski, invited Members to ask questions on the Medium Term Financial Plan 2025/26 provided in the agenda pack. In response, the following clarifications were provided: Funding from Central Government Members noted that the Department of Levelling Up, Housing and Communities had issued a policy paper response on Financial Distress in councils, estimating a funding gap of up to £4billion over the next two years. The Deputy Leader and ... view the full minutes text for item 16. |
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Capital Investment Strategy 2025/26 To review the Capital Investment Strategy 2025/26 to 2028/29. RECOMMENDED that Overview and Scrutiny Committee: Notes the report and raises any comments for consideration by Executive. Supporting documents:
Minutes: The Deputy Leader and Executive Member for Finance and Assets, Councillor Lewanski, introduced the Capital Investment strategy 2025/26. This report presents the Council’s Capital Investment Strategy for 2025/26. None of the information in this report is new and follows on mostly from the previously approved Treasury Management Strategy and the overall Council Capital Budget approved in February by Full Council. This Capital Investment Strategy brings all aspects together to demonstrate that the Council plans to ensure that capital spending decisions take account of the authority’s stewardship, value for money, prudence, sustainability, and affordability responsibilities. This is particularly important in the current financial climate, especially in light of those authorities that are now finding themselves in financial difficulties, due in part to not having sufficient control over their capital spending and borrowing commitments. The report also includes information about the significant assets owned by the Council, how they are used, and how they are performing. Plus information about the new capital assets that the Council is investing in and how they are being funded. These activities are supported by the work of the Partner, Shareholder and Trustee Sub-Committee and officer boards. The next step will be to continue the work that is now in progress to confirm future capital investment plans as part of the service and financial planning process. A question had been submitted by a Member directly to officers on this item: Page 187 Travelodge, 36, London Road Redhill (part of Warwick Quadrant) Hotel £5.0m (2017) 7.279 0.362 66.7% - I don’t understand the Gross Budgeted Yield but this one is so different to the rest. This was a typographical error in the report, the correct gross budgeted yield was 5%. The Deputy Leader and Executive Member for Finance and Assets, Councillor Lewanski, invited any comments or questions from O&S members. The following clarifications were provided: Income-generating assets Significant assets A Member noted that day centres had been renamed as community centres but were referred to as day centres in this report. It was confirmed that this was an oversight and that the report would be amended. RESOLVED that Overview and Scrutiny Committee: Noted the Capital Investment Strategy 2025/26 report and made comments for consideration by Executive. |
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Reigate & Banstead 2025 Annual Report 2023/24 To receive an annual performance report on the Corporate Plan 2020-25 and consider progress during 2023/24. RECOMMENDED that Overview and Scrutiny Committee: i. Notes the Reigate & Banstead 2025 Annual Report for 2023/24 and makes any observations for consideration by the Executive. ii. Notes the Equality Objectives Progress Report for 2023/24 and makes any observations for consideration by the Executive. Supporting documents:
Minutes: Councillor James King, the Executive Member for Corporate Policy & Resources introduced the Reigate & Banstead 2025 Annual Report 2023/24. The report was the fourth annual report on Reigate & Banstead 2025, the Council’s corporate plan, and on the Council’s equality objectives. It covers the year 2023/24. The report and annex 1 identified the Council’s work and progress towards the corporate plan’s objectives in the last year, including some key successes and challenges, such as: · The opening of The Rise in Redhill and its benefits for the local area, · The completed review of the Local Plan Core Strategy, confirming that it remains up to date. · The current closure of the Harlequin Theatre, and alternative arrangements put in place to support local cultural options. · The high level of housing and homelessness need in the borough and the extensive work being undertaken by the Housing team and others in response. There were also a range of contextual indicators, providing background information on the borough and its residents. The report and annex 2 covered updates on the Council’s work to deliver on the Council’s equality objectives, as part of its wider equality duty. This included information on areas of recent activity and topics for future focus. The Executive Member for Corporate Policy and Resources thanked the members of the Committee for reviewing these reports which covered a very wide range of Council activities and invited any comments or questions from O&S members. The following clarifications were provided: Environmental Sustainability It was confirmed that the decision to move to HVO had been taken by the Executive and that detailed information about the derivation of the 76% figure had been included in that report. It was also confirmed that the HVO fuel would be ethical and would not include virgin palm oil. Further details on emissions would be presented in the Environmental Sustainability Strategy Annual Report in September 2024. Community Centres Two Members asked a number of detailed questions and the Chair requested that they be submitted in writing for written responses. Measures for economic growth It was confirmed that success measures had been agreed at the beginning of the Corporate Plan and these were the measures used throughout the term of the plan. Alternative measures could be considered to inform reporting on the agreement for the new Corporate Plan, due to be adopted in early 2025. Electric vehicles It was confirmed that several electric refuse collection vehicles had been trialled and it was important to ensure that the vehicle selected would be capable of carrying out the job satisfactorily. When replacing other existing fleet vehicles, electric vehicles would be purchased if they were economically viable, were suitable for the service, and appropriate charging infrastructure is in place; in the cases where diesel vehicles were required to be purchased, they would be HVO compatible. It was confirmed that the ... view the full minutes text for item 18. |
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Companies Performance Update - Summer 2024 To receive an update on the performance of companies owned or part-owned by the Council. RECOMMENDED that Overview and Scrutiny Committee: Notes the Companies Performance Update, as set out in the report, and makes any observations for consideration by the Partner, Shareholder and Trustee Executive Sub-Committee. Supporting documents:
Minutes: The Deputy Leader and Executive Member for Finance and Assets, Councillor Lewanski, introduced the Companies Performance Update Summer 2024 report. This report is the summer 2024 update on the performance of Council companies. The report provides an overview of the performance of the companies currently owned, or part owned, by the Council. The currently operational companies are Greensand Holdings Limited, Horley Business Park Development LLP and Pathway for Care Limited. Considering these companies in turn: Greensand Holdings Limited has recently commenced preparations to transfer its assets, including an office building and development land into Council ownership. An outline ‘Step Plan’ process has also been drafted to enable the dissolving of Greensand Holdings Limited in agreement with its directors. The Plan will help ensure that the company’s affairs are properly managed during preparations for dissolution in an orderly manner. Horley Business Park Development LLP is in the process of being dissolved through a Members Voluntary Liquidation (MVL). A registered Insolvency Practitioner has been appointed and the financial affairs of the LLP have been fully resolved. Pathway For Care Limited was placed into Administration in January 2024. The company’s affairs are being managed by the appointed Administrator, who is investigating the circumstances leading to this position. More information on the details of these company arrangements is available in the confidential Part 2 section of the report. The Council is continuing to take all available steps to derive best available value for the borough and its residents from its stakes in these companies, and to mitigate as far as possible losses sustained. It was also previously agreed to close an inactive wholly-owned company, RBBC Limited. The First Gazette Notice was published on 18 June 2024 and the company will be struck off the Companies Register not less than two months from that date. The Deputy Leader and Executive Member for Finance and Assets, Councillor Lewanski, invited Members to ask questions on the Companies Performance Update – Summer 2024 report provided in the agenda pack. Members had no comments or questions on this public report. RESOLVED that Overview and Scrutiny Committee: Noted the Companies Performance Update, as set out in the report. |
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Exempt Business RECOMMENDED that members of the Press and public be excluded from the meeting for the following items of business under Section 100A(4) of the Local Government Ac 1972 on the grounds that: i. It involves the likely disclosure of exempt information as defined in paragraph 2 of Part 1 of Schedule 12 A of the Act; and ii. The public interest in maintaining the exemption outweighs the public interest in disclosing the information. Additional documents: Minutes: The exempt item was scrutinised more fully during the exempt part of the meeting due to the confidential nature of the parts of the discussion held. RESOLVED that Overview and Scrutiny Committee: Noted the Companies Performance Update – Summer 2024, as set out in the report, and made observations for consideration by the Partner, Shareholder and Trustee Executive Sub-Committee. |
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Overview and Scrutiny Committee Forward Work Programme To consider and agree any changes to the schedule for Overview and Scrutiny Committee’s Forward Work Programme 2024/25 and to consider the Action Tracker from the previous meeting. Supporting documents:
Minutes: The Committee received the Overview & Scrutiny Forward Work Programme and the action tracker. The Chair requested that Constitution of the Budget Scrutiny Panel be brought forward from October to September 2024. He also suggested that a second Budget Scrutiny Panel meeting be held in October to focus on the capital element of budget setting. The committee agreed to the Chair’s proposal that a Greenspaces Strategy Panel be constituted. RESOLVED – that Overview and Scrutiny Committee: i. Agreed the changes to the Overview and Scrutiny Committee’s Work Programme for 2024/25. ii. Noted the action tracker. |
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Executive To consider any items arising from the Executive which might be subject to the ‘call-in’ procedure in accordance with the provisions of the Overview and Scrutiny Procedure Rules set out in the Constitution. Additional documents: Minutes: It was reported that there were no items arising from the Executive that might be subject to the ‘call-in’ procedure in accordance with the provisions of the Overview and Scrutiny Procedure Rules. |
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Any other urgent business To consider any item(s) which, in the opinion of the Chairman, should be considered as a matter of urgency - Local Government Act 1972, Section 100B(4)(b).
(NOTE: Under the Committee and Sub-Committee Procedure Rules set out in the Constitution, items of urgent business must be submitted in writing but may be supplemented by an oral report.) Additional documents: Minutes: There were no items of urgent business. |