Agenda and minutes

An apology for absence was received from Councillors G A Boulter, Mrs L Eaton and J Kaufman.

Councillor D M Carter substituted for Councillor J Kaufman.

None.

The Chair advised that Councillor L Eaton sent her apologies to the previous meeting.

RESOLVED THAT:

the minutes of the previous meeting of the Committee held on 21 July 2015, be taken as read, confirmed and signed.

The Chair advised that a late item had been received in relation to free school meals at schools within the Borough.

RESOLVED THAT:

Members suspend Standing Order 11.3 in order that the motion could be considered.

Councillor H E Loydall reported the contents of the item stating that free school meals are important for a child’s education and that this topic was an important issue to the residents of Oadby, Wigston and South Wigston and as such the Council has a role in supporting the community.

Councillor H Loydall summarised concerns outlined in the letter and requested that members of the Policy, Finance and Development Committee write to the local Member of Parliament and the Conservative Chancellor expressing this Council’s serious concerns and objections to any proposals that the Government may have with regards to withdrawing free school meals.

The Chair stated that she understood the reasons behind a good balanced meal and that she had been a school governor for over 25 years, arguing that this would jeopardise the next generation and therefore supported Councillor H E Loydall.

A Member stated that there have not been any proposals regarding the same and that there had merely been comments to which the Leader advised that it is prudent to be pro-active rather than re-active. 

A Member advised he has worked with vulnerable children and that young people should be protected.  Another Member stated that all children should be allowed to have an equal and level playing field.

Councillor K J Loydall seconded the motion and requested a recorded vote.

UNANIMOUSLY RESOLVED THAT:

The Motion be carried.

Councillor H E Loydall left the meeting.

RESOLVED THAT:

The Action List be noted by Members.

The Committee gave consideration to the report as set out in pages 1-21 of the supplementary pack, which should be read together with these minutes as a composite document.

John Cornett outlined the report stating that the key message is that there is an unqualified statement which provides accurate and positive assurance. He advised that the three risks identified earlier in the year have been addressed and mitigated.  He advised Members that these were two standard risks with the addition of the Leisure Contract as it is a significant project. He stated that work has been conducted in relation to the expenditure on the leisure contract and that the disclosures made are correct with no issues. He advised that some works are still outstanding for which assurance has been received that they will be done by the end of the month.

He stated that other areas concerning value for money and use of resources has revealed no significant risks being identified as part of the audit process.  With regards to cash and bank reconciliations he advised that these need to be done in a timelier manner and that the Finance Director shares these views.

With regards to the Payroll system he advised that this currently sits with Leicestershire County Council and recommended that assurance from them should be sought yearly.

The Chair advised Members that there have been 24 years of unqualified accounts and thanked all staff involved for their hard work.

The Leader of the Council asked for clarification regarding the 3 separate values for the Oadby swimming pool, and asked how it would be possible to check that the valuations are appropriate and correct.

John Cornett advised it is complex in the way it is approached. He stated the change in circumstances means there is a requirement to consider whether this is to be re-valued. Ultimately the value will go down when decommissioned, cleared land will have a different value and dependent on what planning permission is there it will have a different value (which could be based on rental revenue etc). The control that officers have is to be mindful when the use of an asset changes and what the same would be worth and ensure that they are reasonably accurate. Any value that is put on is a best/reasonable estimate.

The Leader mentioned that Senior Management need to decide and start planning for the dates the audit need to be done by next year as in 2017-18 it will need to be done in July 2018.

RESOLVED THAT:

The Committee considers and accepts the content of KPMG’s Annual Governance Report.

The Committee gave consideration to the report delivered by the Chief Executive as set out in pages 17-40, which should be read together with these minutes as a composite document.

The Chief Executive advised that he was presenting the report on behalf of the Chief Financial Officer. He advised Members that this report was previously brought to Committee in July and has been brought back to this committee with updates from the auditors.

A Member noted page 28 of the Agenda and requested assurance that staff are being appraised and that the process has not been stopped to which the Chief Executive advised that a system is in place and will speak to HR regarding the same.

A Member raised a query pertaining to Member Training and the Leader advise that the East Midlands Improvement and Transformation Board does have a training programme , of which most of the training sessions tend to be free of charge.

RESOLVED THAT:

That the Annual Governance Statement as set out in Appendix 1 be approved and referred to the Leader of the Council and Chief Executive for formal certification.

The Committee gave consideration to the report delivered by the Chief Executive as set out in pages 41-55, which should be read together with these minutes as a composite document.

The Chief Executive advised that he was presenting the report in the absence of the Chief Financial Officer and the Finance Manager and pointed out that the report advises that the Council has complied with the requirement to keep borrowing below the CFR in 2014/15 and that no difficulties are foreseen for the current or future years.

RESOLVED THAT:

The report be noted by Members.

The Committee gave consideration to the report delivered by the Chief Executive as set out in pages 1- 145 in the supplementary pack, which should be read together with these minutes as a composite document.

 The Chief Executive advised that these are a set of unqualified accounts and stated that the recommendations made by the auditor will be implemented. He advised Members to forward any questions they may have to the Chief Financial Officer in writing and then a report will be brought back to the next meeting.

The Leader welcomed this and stated that a report should come to the Committee meeting in October.

RESOLVED THAT:

(1)  The Committee approve the Statement of Accounts for the year 2014/15;

(2)  The Section 151Officer has delegated authority to agree minor alterations to the statement as recommended by the Council’s auditor.

(3)  The Committee approve the “Letter of Representation” to be signed by the Chief Financial Officer and the Chair of the Committee following this meeting.

(4)  A report addressing the questions members have raised be brought back to the committee in October.

The Committee gave consideration to the report delivered by the Planning Policy and Regeneration Manager as set out in pages 56-112, which should be read together with these minutes as a composite document.

The Planning Policy and Regeneration Manager advised Members that this report provides and update regarding the Cottage Farm appeal. He outlined the report advising Members that consultation will commence on Monday 12 October.

RESOLVED THAT:

Members note the report and approve the Local Plan Key Challenges document for a period of 6 weeks public consultation, commencing on Monday 12 October 2016.

The Committee gave consideration to the report delivered by the Planning Policy and Regeneration Manager as set out in pages 113-175, which should be read together with these minutes as a composite document.

The Planning Policy and Regeneration Manager outlined the report stating that this report seeks approval for consultation commencing on Monday 12 October.

RESOLVED THAT:

Members approve the Draft Planning Obligations Supplementary Planning Document and the Draft Planning Supporting Evidence Base Document for Open Space, Sport and Recreation for a period of six weeks public consultation commencing on Monday 12 October 2015.