Agenda and minutes

To receive details of any Member nominated to attend the meeting in place of a Member of the Committee.

Councillor Holmes for Councillor Allcott, Councillor Smith for Councillor Gregson, Councillor Sobczyk for Councillor Round.

To receive any declarations of interest.

The following declarations of interest were made:

Councillor Jagger – Scala Arts Centre, Contractor Procurement (Minute 76) - Was involved in the initial stages of a proposal for this scheme but has not been involved since.

Councillors Holmes and Lewing – Energy Saving Measures at Perdiswell Leisure Centre and St. Martin’s Gate Multi-Storey Car Park (Minutes 69) – As members of Perdiswell Leisure Centre.

Up to a total of fifteen minutes can be allowed, with each speaker being allocated a maximum of five minutes, for members of the public to present a petition, ask a question or comment on any matter on the Agenda or within the remit of the Committee.

None.

Of the meeting held on 30^th July 2024 to be approved and signed.

RESOLVED: That the minutes of the meeting held on 30^th July 2024 be approved as a correct record and signed by the Chair.

The Committee is invited to pass the following resolution:-

That under Section 100A(4) of the Local Government Act 1972, the press and public be excluded from the meeting for the following items of business on the grounds that they involve the likely disclosure of information as defined in Schedule 12A of the said Act.

RESOLVED: That under Section 100A(4) of the Local Government Act 1972, the press and public be excluded from the meeting for the following items of business on the grounds that they involve the likely disclosure of information as defined in Schedule 12A of the said Act.

Of the meeting held on 30^th July 2024 to be approved and signed.

RESOLVED: That the minutes (exempt items) of the meeting held on 30^th July 2024 be approved as a correct record and signed by the Chair.

That the Committee notes progress towards the procurement of a contractor for the Scala and Corn Exchange capital works.

The Committee received a report on progress towards the procurement of a contractor for the Scala and Corn Exchange capital works. The report was considered in private on the grounds of commercial sensitivity.

THE MEETING RESUMED IN PUBLIC FOLLOWING CONSIDERATION OF THIS ITEM

That the Committee approves the proposed process and timetable for preparing the Budget and Medium Term Financial Plan.

The Committee considered a report on the proposed process and timetable for preparing the Budget and Medium-Term Financial Plan. The Corporate Director - Finance and Resources presented the report and explained that consultation with Members will be undertaken through the committee structure, following the approach adopted in previous years. It was clarified that Health and Wellbeing Committee should be included in the consultation timetable. It was further clarified that the Member Budget Briefing will now take place on Tuesday, 15^th October, rather than on 14^th October as indicated in the report. A calendar invitation will be sent to all Members.

RESOLVED: That the Committee agrees the proposed process and timetable for preparing the Budget and Medium-Term Financial Plan, as set out in the report.

That the Committee approves the proposed annual survey and consultation timetable for 2024.

The Committee considered a report on the proposed Annual Survey and consultation timetable for 2024. The Corporate Director – Finance and Resources presented the report and explained that the approach will be similar to the one taken last year.

It was highlighted that a programme of consultation and engagement with key partners and stakeholders is taking place to inform the City Plan renewal. The Annual Survey will need to take account of the timetable for consultation on the City Plan. There will be an opportunity to take initial findings from the City Plan consultation into the final version of the Annual Survey and vice-versa.

In the ensuing discussion several Members put forward suggestions as to topics which could be included in the Annual Survey:

•       Active Travel – There should be more about this, linked to the Active Travel Action Plan.

•       Ash dieback – a question was raised about the value of including this as the problem is not as prevalent as thought initially. After a debate, it was concluded that reference to ask dieback should remain as this is linked to a Council-led project.

•       Should members of the public be made aware what are statutory functions and what are discretionary? Would the public be willing to pay extra for the Council to provide extra services? It was concluded that this may not be best achieved through the Annual Survey, but it could be built into budget setting process.

The Corporate Director explained that the Annual Survey is provided in alternative languages and its distribution this year will benefit from a newly created list of contacts for people who have an interest in the work of the Council.

In response to a question about whether this can be an ongoing survey rather than annual, the Corporate Director stated that he can explore this suggestion. It was acknowledged that this suggestion will not impact on the process for this year’s survey.

RESOLVED: That the Committee agree the proposed Annual Survey and consultation timetable for 2024.

The Committee is recommended to:

1.     Note the Pre Tender Estimate for the previously approved PhotoVoltaic array at St Martins Gate Multi Storey Car Park (SMGMSCP) and approve the deferment of the SMGMSCP PhotoVoltaic project until an improved rate of return on investment can be demonstrated;

2.     Approve the outline business case for the installation of a roof mounted PhotoVoltaic panel array at Perdiswell Leisure Centre, including the grant of £195,750 from the Sport England Swimming Pool Assistance Fund for this project;

3.     Recommend to Council an increased allocation of £154,750 to the existing capital programme for energy saving measures;

4.     Delegate the award of a works contract for the Perdiswell Leisure Centre works to the Corporate Director - Finance and Resources, subject to there being no material deviation in the final business case post tender; and

5.     Approve the outline business case for the installation of destratification fans at Perdiswell Leisure Centre and to investigate this further and recommend to Council a capital allocation of £45k for energy saving measures for destratification fans. 

The Committee considered a report on the progress of two energy saving projects: the extension of the photovoltaic panel array at St. Martin’s Gate Car Park and the installation of photovoltaic panels on the roof of Perdiswell Leisure Centre.

The Corporate Director – Finance and Resources presented the report and explained that, as a result of the increase in the cost estimate, the Business Case for the St. Martin’s Gate Project had been re-evaluated. The revised net return of 0.5% was a considerable reduction and allowed no margin for increased costs or reduced income. The cost of this project would be considerably reduced if the Council chose to close off the top deck for car parking, which would mean that it would not be necessary to install the solar panels on a steel portal frame. This would reduce any income generated from the top deck.

In the circumstances, it was recommended that the works are not progressed at this stage, and that the Business Case be re-evaluated should the Council’s cost of borrowing reduce and/or the cost of electricity increase significantly. Should the recommendation not to proceed be approved, the planning application would still be determined but the works would not be tendered for at this stage.

With regard to Perdiswell Leisure Centre, the preferred option was to work with Freedom Leisure to fully investigate the costs and savings to be realised through the provision of destratification fans, including obtaining further competitive quotations. Following further detailed feasibility work, Officers considered that there was scope for a 230 mwh roof-mounted photovoltaic panel project, which would increase the amount of electricity that could be generated, resulting in further reductions in carbon emissions and electricity costs. The Committee were recommended to approve the allocation of £45k for this project, to include contingencies and fees. This will result in an annual revenue impact of £5k, to be offset by reduced energy costs.

The Council’s consultants estimated that the total cost of the project, including fees and the cost of re-felting the Sports Hall roof, is £865,000. This preferred option would require an increase to the existing capital programme of £154,760 to £865,000, of which £195,750 would be funded by grant. The net cost would therefore be £669,250.

The Corporate Director responded to questions and comments from Committee Members. He emphasised the financial and risk implications of both schemes and the rationale for the Officer recommendations.

In the ensuing discussion, there was a lengthy debate about whether the St. Martin’s Gate Project should proceed or whether to agree the Officer recommendation. Much of the discussion concerned the financial implications of closing off the top deck for car parking and the impact on the budget if a decision is deferred until next year.

Several amendments to the Officer recommendation were proposed, although not all were voted on. At the conclusion of the debate, the Committee expressed support for a proposal to defer the project so that further information can be provided with a view to  ...  view the full minutes text for item 114.

1.     That the Committee reviews the financial monitoring details including budget variances and performance indicators for the 1st quarter ended 30^th June 2024; and

2.     That the Committee approves the write-offs of Council Tax and Business Rates for the quarter.

The Committee reviewed the financial monitoring details including budget variances and performance indicators for the 1^st quarter ended 30^th June 2024. The Head of Finance presented the report and highlighted the main points. Officers responded to questions and comments from Committee Members.

In response to a request for more detail on write-offs, the Head of Finance advised that it is not possible to give details of individual cases for reasons of confidentiality. The 4 cases which require the approval of the Committee all relate to insolvency.

In response to a question about Blackrock Heritage Fund (Appendix 9), the Head of Finance stated that more details can be provided to Members if required.

RESOLVED: That the Committee agree to:

1.    note the financial monitoring details including budget variances and performance indicators for the 1st quarter ended 30^th June 2024; and

2.    approve the write-offs of Council Tax and Business Rates for the quarter.

That the Policy and Resources Committee notes the Council’s quarter 4 and annual performance for 2024/25.

The Committee considered the quarter 1 performance report for Policy and Resources Committee. The Corporate Director – Finance and Resources presented the report and Officers responded to questions from Members.

RESOLVED: That the Committee agree to note the Council’s quarter 1 performance for 2024/25.

1.     That Policy and Resources Committee note the details included within the Treasury Management Annual Report for 2023/24; and

2.     That the Treasury Management Annual Report for 2023/24 is referred to full Council for information, in accordance with the CIPFA Treasury Management Code.

The Committee considered the Treasury Management Annual Report for 2023/24. The Head of Finance presented the report and summarised the main points. In accordance with the CIPFA Treasury Management Code, the Report would be referred to full Council for information.

The Head of Finance raised a correction to paragraph 6.8 of the report, which should state “As can be seen from the table above, the Council has been able to maintain its average credit score…”

RESOLVED: That the Committee agree to:

1.    note the details included within the Treasury Management Annual Report for 2023/24; and

2.  refer the Treasury Management Annual Report for 2023/24 to full Council for information, in accordance with the CIPFA Treasury Management Code.

Which in the opinion of the Chair is of sufficient urgency as to warrant consideration.

The Chair raised two matters in respect of outside body appointments.

Firstly, Councillor Lamb had been re-appointed to the Corporate Parenting Board in May. The role should be undertaken by the Children and Young People’s Champion. Council had appointed Councillor Collier to succeed Councillor Lamb as Member Champion in July, and the Committee were therefore recommended to appoint Councillor Collier.

Secondly, the Mayor and the Managing Director were “ex officio” trustee representatives on the Museum of Royal Worcester. In July the Committee had agreed to re-appoint Councillor Stephen, but the appointment should fall to Councillor Allcott.

RESOLVED: that the Committee agree the following appointments:

Corporate Parenting Board – Councillor Collier to replace Councillor Lamb

Museum of Royal Worcester – Councillor Allcott to replace Councillor Stephen.