Agenda and minutes
PDF 189 KBVenue: Ashcombe Suite, County Hall, Kingston upon Thames, Surrey KT1 2DN
Contact: Helen Rankin or Lucy Collier
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APOLOGIES FOR ABSENCE AND SUBSTITUTIONS
Additional documents: Minutes: Apologies for absence were received from Mark Brett-Warburton
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MINUTES OF THE PREVIOUS MEETING: 10 September
Due to the short time frame from the previous Board, the minutes of the previous meeting will be considered at the next Council Overview Board on 5 November 2015. Additional documents: Minutes: The minutes of the previous meeting will be taken at the next meeting on 5 November 2015.
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DECLARATIONS OF INTEREST
To receive any declarations of disclosable pecuniary interests from Members in respect of any item to be considered at the meeting.
Notes: · In line with the Relevant Authorities (Disclosable Pecuniary Interests) Regulations 2012, declarations may relate to the interest of the member, or the member’s spouse or civil partner, or a person with whom the member is living as husband or wife, or a person with whom the member is living as if they were civil partners and the member is aware they have the interest. · Members need only disclose interests not currently listed on the Register of Disclosable Pecuniary Interests. · Members must notify the Monitoring Officer of any interests disclosed at the meeting so they may be added to the Register. · Members are reminded that they must not participate in any item where they have a disclosable pecuniary interest. Additional documents: Minutes: No declarations have been received in advance.
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QUESTIONS AND PETITIONS
To receive any questions or petitions.
Notes: 1. The deadline for Member’s questions is 12.00pm four working days before the meeting (24 September 2015). 2. The deadline for public questions is seven days before the meeting (23 September). 3. The deadline for petitions was 14 days before the meeting, and no petitions have been received. Additional documents: Minutes: None have been received
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RESPONSES FROM THE CABINET TO ISSUES REFERRED BY THE SELECT COMMITTEE
There are no responses to report. Additional documents: Minutes: There are none. |
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CHAIRMAN'S UPDATE
Additional documents: Minutes: 1. Surrey County Council should urge government to make a quick and final decision on airport capacity in the South East.
2. The Council should be fully involved in the considerable work involved to refine any proposals after an 'in principle' decision on extra capacity is made. However, the council's financial exposure should be minimised as far as possible.
3. The Council should reiterate its regret (as expressed in their submission to the Airports Commission) that the commission did not explore the issues of surface access to any expanded airport in nearly enough detail, and recommends this should be given high priority.
4. The majority of Council Overview Board members agree that an extra runway, at one of the locations recommended in the Airport Commission's report, should be provided as soon as practicable, not withstanding the reservations expressed above.
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RECOMMENDATIONS TRACKER AND FORWARD WORK PROGRAMME
The Committee is asked to monitor progress on the implementation of recommendations from previous meetings, and to review its Forward Work Programme. Additional documents: Minutes: The Board noted the Action and Recommendations Tracker and agreed its provisional Forward Work Programme. It was noted that Agency staff were added to the November meeting and Budget monitoring is added to the January meeting. |
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CABINET MEMBER PRIORITIES
Verbal update in relation to the Cabinet Member Priorities. Additional documents: Minutes:
Declarations of Interest:
None.
Witnesses:
Denise Le Gal, Cabinet Member for Business Services
Key Points Raised During the Discussion:
1. The Cabinet Member for Business Services presented her priorities for 2015-2016. There was a focus on the Business Plan for Orbis and ensuring Business Services support for front line services. Funding for the school buildings programme and property, new models of delivery and pay, reward and retention were also priorities for the year. Another key area was the work of the Surrey Pension Board. It was noted that Pensions would be an item for the Scrutiny Board’s consideration in December.
2. On the topic of the Orbis partnership between East Sussex and Surrey, the Cabinet Member confirmed that the production of a three year business plan had been given the go ahead. The Orbis business plan would be scrutinised by the Board later on the agenda.
Action/Further Information to be provided: The Cabinet Member to include a written statement alongside a list of the areas covered by her portfolio with her next scheduled update (April 2016)
Recommendations None
Scrutiny Board Next Steps: The Cabinet Member would be invited back in April 2016 to provide an update on her priorities.
Zully Grant-Duff joined the meeting at 10.25am.
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ANNUAL REPORT OF THE SHAREHOLDER BOARD
Purpose of the report: Scrutiny of Services and Budgets/Performance Management
To provide an update to Members on the role of the Shareholder Board and its decision-making in relation to companies in which the council has a shareholding. Additional documents: Minutes: Declarations of Interest:
None.
Witnesses:
David Hodge, Leader of the Council Denise Le Gal, Cabinet Member for Business Services and Resident Experience Julie Fisher, Deputy Chief Executive Susan Smyth, Strategic Finance Manager
Key Points Raised During the Discussion:
1. The Strategic Finance Manager introduced the report by highlighting the key successes of the Board within the last 6 months. A short introduction to the role of the Shareholder Board was given and it was noted that the Council Overview Board had a role in calling the Shareholder Board to account for progress in relation to any company for which the Council is a shareholder.
2. The Leader of the Council provided a brief introduction as the Chairman of Shareholder Board. He covered the purpose of the Board and its importance. There were a number of reasons why a Local Authority might invest in or create a company, and the Leader gave the example of Cabinet’s approval of a Property Company, which changed the Council’s approach to Property management with the aim of developing an asset base to create longer term revenue.
3. Questions were raised regarding any financial risk related to the partnership with Babcock 4S. The Deputy Chief Executive advised that the Council continued to work with Babcock 4S to improve Schools in Surrey. It was considered whether separate scrutiny of Babcock 4S was necessary. It was clarified that the Shareholder Board would be undertaking a review of the Council’s joint venture with Babcock 4S, and this could be reported to the Council Overview Board in due course.
4. Members queried the performance of Surrey Choices, and it was clarified that the Shareholder Board had a role in monitoring progress of this new company and its governance arrangements.
5. The Strategic Finance Manager went on to explain that all investments made by the Council were supported by business cases. The Leader emphasised the importance of monitoring efficiencies, rather than just cash savings. The Shareholder Board provided an effective challenge and ensured that no unnecessary risks were taken.
6. Members queried whether the Council would provide equity or debt financing to a company it owned and it was clarified that this would be subject to a Cabinet Decision.
7. There was discussion about whether the appropriate amount had been invested in municipal bonds. It was clarified that £450,000 had been invested, which was considered a favourable amount for the Council.
8. It was confirmed that the Council owned 13.1% of Future Gov.
9. Members queried whether land purchases carried out by Hasley Garton Properties LTD, which had been set up as a Surrey County Council wholly owned Local Authority Trading Company, would need to satisfy te “well-being requirement”, introduced by the Local Government Act 2000. The Chief Property agreed to report back on this matter.
Action/Further Information to be provided:
None.
Recommendations:
That an update on the Shareholder Board review of the Council’s involvement in the joint venture company (Babcock 4S) to be included in the next scheduled report to ... view the full minutes text for item 40/15 |
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Purpose of the report: Scrutiny of Services and Budgets/Performance Management
To provide Members with details of a 3 year business plan for Orbis. Additional documents: Minutes: Declarations of Interest:
None.
Witnesses:
Denise LeGal, Cabinet Member for Business Services and Resident Experience Julie Fisher, Deputy Chief Executive John Stebbings, Chief Property Officer
Key Points Raised During the Discussion:
1. The report was introduced by the Deputy Chief Executive of Surrey County Council (SCC). It was stated that the Orbis partnership covered a range of business services provided by the two councils (Surrey and East Sussex), including Finance, Procurement, Property, IT, HR and shared business services, such as pensions and payroll functions.
2. The importance of culture change and the introduction of a integrated joint management team was highlighted. A single, joint contact centre was also planned, to make things simpler for the customer and for services. A move towards a Self-Service model for Human Resources was also underway.
3. The figures in the business plan showed that by year three, there would be an estimated £8 million savings as a result of the Orbis partnership. A separate business case would be developed for the Business System Platform, to integrate IT systems across the two organisations.
4. Some Members of the Scrutiny Board felt that the Orbis Business Plan was complicated and not an easy read for external customers or residents. The Cabinet Member thanked Members for their feedback and stated that she would ensure the executive summary version of the Business Plan was available for future publications.
5. The Scrutiny Board queried whether consideration had been given to expanding the partnership beyond East Sussex and Surrey County Councils. The Cabinet Member for Business Services and Resident Experience explained that the main priority was integrating Surrey and East Sussex County Council’s business services. However, in the future other partners might be included.
6. Members recognised the importance of political support of Orbis for it to become a success. The ambition and scale of the project was acknowledged by the Scrutiny Board before the item was closed.
Actions/Further information to be provided: Further financial information to be made available ahead of the joint scrutiny meeting on 5 October.
Recommendations Any recommendations made at the joint meeting of East Sussex and Surrey County Council’s scrutiny boards would be made directly to both Council’s Cabinets.
Committee Next Steps: The Transformation Sub Group would continue to scrutinise the development of the Orbis business plan.
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THE PROPERTY STRATEGY
Purpose of the report: Scrutiny of the Property Strategy
To provide the Council Overview Board with the opportunity to understand the scale and scope of Property Services and its alignment to the Corporate Strategy Additional documents: Minutes: Declarations of Interest:
None. 1. The report was introduced by the Chief Property Officer. He explained that the current Strategic Asset Management Plan was to be reviewed due to a number of changes in Surrey demographics during the last few years. For example, in 2011/12 the Council was selling school sites, however, there had now been a need to secure 11.5k new school places in the last 4 years. Members queried whether co-location of office accommodation with other local authorities had been considered. The Chief Property Officer explained that it was planned that the Council’s estate would reduce over time, and that co-locating was a possibility.
The Chief Property Officer explained that the new, refreshed Strategic Asset Management Plan that was being developed would include measurable Key Performance Indicators.
Members queried what engagement had been undertaken to ensure Divisional Members were aware of local Council properties. It was considered helpful to have an item at the Local Committee Chairmen’s Group.
Action/Further Information to be provided: None
Recommendations: That a further report be presented to the Council Overview Board in April 2016, to include an updated Strategic Asset Management Plan. That an item be taken to the Local Committee Chairmen’s Group to increase Member awareness of Council assets.
Committee Next Steps:
To receive a further report in April 2016.
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BUDGET MONITORING: AUGUST 2015
Purpose of the report:
This report provides the budget monitoring of the council’s capital and revenue budgets for the 2015/16 financial year to 31 August 2015. There are two annexes attached: the first being the council’s budget monitoring report that was presented to the cabinet on 22 September; and the second being a supplementary detailed budget monitoring information for Business Services, Chief Executive’s Office and Central Income and Expenditure. Additional documents: Minutes: 1. The Deputy Chief Finance Officer introduced the report. He informed the Board that it has been a challenging year to date, for a number of reasons including increased demand for Children’s and Adult’s social care services. It was noted that Schools & Learning were forecasting an overspend due to SEND transport costs and there was a forecast overspend on the Capital side, due to the Council’s investment strategy.
2. The Scrutiny Board agreed it would be helpful to have a further breakdown of information within the Central Income & Expenditure budget. This would be included in the next report. It was also agreed that budget monitoring reports to the Council Overview Board would now be presented quarterly, rather than monthly.
3. It was noted that the Local Committee Budget for 2016 was less than anticipated and Members were concerned about the impact this could have on residents. The Vice Chairman of the Board asked the Chairman of the Residents Experience Scrutiny Board could give consideration to scrutinise Local Committee Budgets, and report back to the Council Overview Board. It was considered important to avoid losing sight of how funding changes might impact on local committee’s budgets.
Action/Further Information to be provided: · Further breakdown of information within the Central Income & Expenditure budget to be included in future reports · Resourcing and recruitment vacancy information to be included in a future report regarding HR&OD
Recommendations: That consideration be given to the Resident Experience Board scrutinising Local Committee budgets, and then reporting back to the Council Overview Board
Committee Next Steps:
To receive a further budget monitoring report in January 2016.
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CARBON AND ENERGY POLICY: YR 1 PROGRESS REPORT
Purpose of the report: Performance Management
The Carbon and Energy Policy 2015-19 sets out the council’s strategy to manage its long term energy costs and reduce carbon emissions. The policy was approved by Cabinet in March 2015. This report provides an update on the activities and outcomes since the policy’s baseline year of 2013/14.
Members are asked to consider the report and provide comments in order to steer the future strategy for implementation of the policy. Additional documents: Minutes: Declarations of Interest:
None. 1. The Environment Policy Team Leader introduced the report. She explained that although energy consumption had reduced in the County, emissions had increased due to changes in the Grid. It was noted that two other County Councils had reduced more energy consumption by more than Surrey County Council. The Scrutiny Board were informed that it had been agreed that the Councils would work together to learn best practice and reduce admissions for the future.
2. The Vice Chairman of the Board flagged the number of setbacks and legislation changes highlighted into the report. It was also noted that devolution authorities would be expected to take more control of energy efficiency programmes.
3. The Environment Policy Team Leader explained that there had been a County Hall campaign to highlight where staff actions could reduce emissions.
4. It was asked by a member how the Council plan improves in the future. The Energy Manager informed the Board that dimming street lights in the evening was an option, although it was also stressed that LED lighting would potentially replace the current bulbs in the long term. Although this would have an initial impact on the budget, they were more environmentally sustainable and lasted for 15-20 years. A business case would be developed before any decision was taken about moving to LED street lighting.
5. It was noted that business mileage costs had reduced by 10%. There was some concern amongst Members at the previous that the targets were not challenging enough. However, it was evident that they were difficult to meet. The Chairman asked officers to think about targets for the future, including aspirations and step-change ambitions for their next report to the Scrutiny Board.
Actions/Further Information to be provided: · Breakdown of savings from dimming to be provided to Members · A report to be produced following the next SE7 Energy Managers Group meeting, highlighting best practice. · The Board to be provided with an update on business mileage and any related incentives for staff
Recommendations: That a report be brought to a future meeting, outlining any inspirational step-change measures
Committee Next Steps; To receive a future report in April 2016.
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CALL IN OF CABINET DECISION
Details to follow. Minutes:
RESOLVED: That under Section 100(A) of the Local Government Act 1972, the public be excluded from the meeting for the following items of business on the grounds that they involve the likely disclosure of exempt information under the relevant paragraphs of Schedule 12A of the Act.
The following item was taken in private, but the following information is not confidential:
Declarations of Interest:
Zully Grant- Duff asked that it be noted that she was a member of the Reigate Parish Church, however this was not a pecuniary interest.
The Board heard from witnesses and considered the Cabinet report. After due consideration it was agreed that the item would not be referred back to Cabinet.
Action/Further Information to be provided: None
Recommendations: None
Committee next steps: None.
It was agreed that there would be no publicity for this Part 2 Item.
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DATE OF NEXT MEETING
The next meeting of the Committee will be held at 10.00am on 5 November 2015. Additional documents: Minutes: The next meeting of the Board will be at 10.00am on 5 November 2015 |