Agenda and minutes

To receive as a correct record the minutes of Cabinet held on Tuesday, 28 July 2009 (previously circulated). 

The minutes of the meeting held on Tuesday 28 July 2009 were approved as a correct record.

To consider any such items authorised by the Leader and to consider where in the agenda the item(s) are to be considered. 

The Chairman advised that there were no items of urgent business.

To consider any such declarations. 

Councillors Archer, Ashworth and Kerr declared a personal interest with regard to the Urgent Business report on the Artificial Ice Rink, as members of the Morecambe Town Council. (Minute  49 refers).

To consider any such requests received in accordance with the approved procedure. 

Members were advised that there had been no requests to speak at the meeting in accordance with the Cabinet’s agreed procedure.

(Cabinet Member with Special Responsibility Councillor David Kerr)

Report of Corporate Director (Community Services)

(Cabinet Member with Special Responsibility Councillor Kerr)

The Corporate Director (Community Services) submitted a report seeking approval for officers to submit a bid for resources via the final round of the Fund for the Development of Regional and Sub Regional Choice Based Lettings (CBL) Schemes.  If successful, the funding would assist the council in meeting a government target for all authorities to have introduced Choice Based Lettings by 2010.

The options, options analysis, including risk assessment and officer preferred option, were set out in the report as follows:

Option 1 is the preferred option as this will ensure that the council meets the Government’s 2010 target and will hopefully secure finance assistance towards the development and implementation of a local CBL Scheme.  Having a single mechanism for bringing together and promoting all options for affordable housing will bring clear benefits to residents in housing need.  Under existing arrangements, only a relatively small percentage of applicants registered for council housing actually receive an offer of accommodation.  For those in need, a CBL Scheme will provide a real opportunity to secure suitable affordance housing.  The development of a Housing Options Service would also provide an opportunity to deliver a comprehensive advice and assistance service from a single point of access.

Option 2 would result in the council failing to meet a specific Government target.  It would also mean the continuation of a fragmented service to residents who are in housing need.

It was moved by Councillor Kerr and seconded by Councillor Ashworth:-

“That the  ...  view the full minutes text for item 42.

(Cabinet Member with Special Responsibility Councillor Abbott Bryning)

Report of Corporate Director (Regeneration)

(Cabinet Member with Special Responsibility Councillor Bryning)

The Corporate Director (Regeneration) submitted a report informing Members about the Future Jobs Fund, a government initiative which aimed to create new, short term jobs for people approaching 12 months unemployment. The report outlined the background to the submission of a joint bid into the Fund by Mid-Lancashire local authorities, sought Cabinet endorsement of the bid and approval for the Council to support the scheme by identifying suitable job opportunities.  The report also sought Cabinet approval to develop proposals regarding apprenticeships and work placements.

The options, options analysis, including risk assessment and officer preferred option, were set out in the report as follows:

Option 3 is the officer preferred option since this provides benefits by:

1.      maintaining City Council support for the bid already submitted, enabling the earliest possible start in job availability

2.      enhancing the number of job opportunities within the programme

3.      enabling direct City Council involvement in the Scheme through the creation of additional jobs meeting the Scheme criteria

4.      enabling, through centralised administration, the cost effective implementation of the Scheme

5.      demonstrating the value of partnership working within the emergent Mid-Lancashire grouping

It was moved by Councillor Bryning and seconded by Councillor Ashworth:-

“That the recommendations, as set out in the report, be approved.”

Members then voted:-

Resolved unanimously:

(1)        That Cabinet notes the report.

(2)       That Cabinet endorses the  ...  view the full minutes text for item 43.

(Cabinet Member with Special Responsibility Councillor Thomas)

Report of the Corporate Director (Finance and Performance)

(Cabinet Members with Special Responsibility Councillors Langhorn and Thomas)

The Corporate Director (Finance and Performance) and the Head of Financial Services submitted a joint report to note progress so far in identifying options for savings and efficiencies and to approve areas of service activity that should be pursued further. It also sought Cabinet’s views on its preferred option for the agreed consultation exercise.

The options, options analysis, including risk assessments and officer preferred options, were set out in the report as follows:

            Savings and Efficiency Strategy

i.                     approve the draft Savings and Efficiency Strategy included at Appendix A

ii.                   approve an amended Savings and Efficiency Strategy

iii.                  that no strategy is approved at this stage and officers be asked to undertake further work on developing the strategy

Preferred Option

The preferred option is either 1 or 2 above. This will ensure that the council has an agreed framework in place to guide members bringing forward savings and efficiencies options. 

            Review of 2008/9 Outturn Variances

i           note the progress made to date and agree the on-going savings implications identified in Appendix B are built into the 2009/10 base revenue budget, when confirmed.

ii                       note the progress made to date but agree an alternative course of action for any on-going budget implications.

            Preferred Option

The preferred option is option 1. This will ensure that any identified on-going budget implications are correctly reflected in the base budget for future years.

            Savings and Efficiency Options

i           consider the options included in Appendix B and determine which should be further developed for inclusion in Cabinet’s preferred list of savings and efficiency options.

ii           consider the options but don’t offer a view as to those that should be pursued at this stage.

Preferred Option

The preferred option is option 1. This will ensure that those service activities that Cabinet are minded to include in their preferred list of savings and efficiency options can be further developed.  

Corporate Plan Priorities Spend Analysis

i           consider the information included in Appendix C and agree actions to                      refine and improve this information, to support future decision-making.

ii           consider the information without offering a view at this stage.

Preferred Option

The preferred option is option 1. This will ensure that any anomalies in current spend allocations are considered and addressed in the budget process and the appropriate recommendations made.

            Consultation Exercise

i           consider the information included in Appendix D of the report (Appended to these minutes) and determine Cabinet’s preference for undertaking a consultation exercise on the 2010/11 budget proposals

ii           consider the information but request further alternatives

Preferred Option

The preferred option is option 1. This will ensure that officers can prepare for the consultation exercise in good time.

It was moved by Councillor Langhorn and seconded by Councillor Thomas:-

“(1)      That the Savings and Efficiency Programme attached as Appendix A to the report be approved as the basis for identifying savings and efficiency options.

(2)               That Cabinet notes the outcomes to date in respect of the work undertaken by  ...  view the full minutes text for item 44.

(Cabinet Member with Special Responsibility Councillor Langhorn)

Report of Corporate Director (Finance and Performance)

(Cabinet Member with Special Responsibility Councillor Langhorn)

The Corporate Director (Finance and Performance) submitted a report on the first quarter of Performance Review Team meetings for 2009/10. The report was for noting.

It was moved by Councillor Langhorn and seconded by Councillor Thomas:-

“That the report be noted.”

Members then voted:-

Resolved unanimously:

(1)        That the report be noted.

Officers responsible for effecting the decision:

Corporate Director (Finance and Performance)

Reasons for making the decision:

The Council’s Performance Management Framework requires the regular reporting of performance to Cabinet as part of the Performance Review Team cycle of meetings.

Report of Corporate Director (Finance and Performance)

The Corporate Director (Finance and Performance) submitted a report seeking Cabinet’s approval to progress the development of a Shared Services Programme with other local authorities and authorise officers to research further opportunities for shared service options across the full range of council services. Cabinet was asked to note that resources of £50,000 from Team Lancashire have been made available to assist in the development of the Programme.

The options, options analysis, including risk assessment and officer preferred option, were set out in the report as follows:

1.                 To authorise officers to continue to work on developing opportunities for shared services as outlined in the report and to specifically develop options for a Revenues and Benefits shared service in partnership with Preston City Council co-ordinated by a project manager recruited from the monies allocated from Team Lancashire

2.                 Not to progress with the research to develop a programme of shared services

Preferred Option

The preferred option is option 1. This will ensure that the council has an agreed framework in place to research and bring forward potential options to generate savings and efficiencies through shared services with other local authorities. The recruitment of a dedicated project manager to co-ordinate the process, financed by Team Lancashire, would provide the resources and expertise to complete the project. 

At this stage, the proposal is only to pursue an opportunity, although this will require input from other council services and as yet, the resource implications have not been identified. These will be identified in the development of the business case.  Other risk considerations attached to actually implementing shared service would form a key part of any project work. 

It was moved by Councillor Langhorn and seconded by Councillor Thomas:-

“That the recommendations, as set out in the report, be approved.”

Members then voted:-

Resolved unanimously:

(1)                       That Cabinet approves the development of a Shared Service Programme as outlined in the report and authorises officers to continue to research opportunities across the full range of council services, noting that initial work will concentrate on a shared service for the Revenues and Benefits service.

(2)                       That Cabinet notes that the £50,000 of funding allocated from Team Lancashire will be used to recruit a project manager to co-ordinate the research and development of the options for inclusion in the Programme, and authorises the Head of Financial Services to update the budget accordingly.

Officers responsible for effecting the decision:

Corporate Director (Finance and Performance)

Head of Financial Services

Reasons for making the decision:

The decision will ensure that the Council has an agreed framework in place to research and bring forward potential options to generate savings and efficiencies through shared services with other local authorities.

(Cabinet Member with Special Responsibility Councillor Kerr)

Report of Corporate Director (Community Services)

(Cabinet Member with Special Responsibility Councillor Kerr)

The Corporate Director (Community Services) submitted a report proposing an amendment to the Terms of Reference of this Cabinet Liaison Group.

It was moved by Councillor Kerr and seconded by Councillor Ashworth:-

“That the recommendations, as set out in the report, be approved.”

Members then voted:-

Resolved unanimously:

(1)           That Cabinet agree to extend paragraph 3 of the Gypsy and Traveller Cabinet Liaison Group Terms of Reference as follows:-

(3)        To act as a forum to discuss the issues affecting caravan sites and Gypsy and Traveller issues with the District.

Officers responsible for effecting the decision:

Corporate Director (Community Services)

Reasons for making the decision:

The decision to widen the Group’s terms of reference allows the wider issues associated with caravan sites to be considered.  

Cabinet Member with Special Responsibility Councillor Archer

Report of the Head of Democratic Services

(Cabinet Member with Special Responsibility Councillor Archer)

The Head of Democratic Services submitted a report, prepared at the request of the Cabinet Member for The Economy, setting out options for Cabinet to consider for liaison arrangements between two Cabinet Liaison Groups, the Lancaster and District Chamber Liaison Group and the Morecambe Retail, Commercial and Tourism Liaison Group. 

The options, options analysis, including risk assessment, were set out in the report as follows:

Option 1: Do nothing to change the present arrangements.

Option 2: To place the minutes of the last meeting of each group as a standing item on the agenda of the other group, to allow any issues to be raised and the Cabinet Member to feed back from one group to another.

            This option would not encourage any direct dialogue between the two groups but would allow the members to keep up to date with the discussions at each group, with the Cabinet Member acting as a ‘link’ between the two.

Option 3: To merge the two groups to create one Cabinet Liaison Group with a larger membership, with representation from the Lancaster District Chamber of Commerce, Trade and Industry, the Morecambe Chamber of Trade and Commerce and the Morecambe Hotel and Tourism Association.

            This option is likely to result in fewer meetings overall although each meeting is likely to last longer, as there could potentially be agenda items from several parties. It must also be recognised that the Lancaster and District Chamber considers that they already cover Morecambe issues.

Option 4: That the Morecambe Liaison Group is amended so that it becomes an officer group dealing with operational issues. 

            This option would mirror the current arrangements in Lancaster and Cabinet Members would still meet with the Lancaster and District Liaison Group on strategic matters.

It was moved by Councillor Archer and seconded by Councillor Kerr:-

“(1)      That Cabinet supports the option to merge the Lancaster and District Chamber Liaison Group and the Morecambe Retail, Commercial and Tourism Liaison Group to create one Cabinet Liaison Group with a larger membership, with representation from the Lancaster District Chamber of Commerce, Trade and Industry, the Morecambe Chamber of Trade and Commerce and the Morecambe Hotel and Tourism Association.

(2)        That the Head of Democratic Services be asked to carry out consultation with external members of the Groups and report the findings back to Cabinet at a future meeting.”

Members then voted:-

Resolved unanimously:

(1)        That Cabinet supports the option to merge the Lancaster and District Chamber Liaison Group and the Morecambe Retail, Commercial and Tourism Liaison Group to create one Cabinet Liaison Group with a larger membership, with representation from the Lancaster District Chamber of Commerce, Trade and Industry, the Morecambe Chamber of Trade and Commerce and the Morecambe Hotel and Tourism Association.

(2)        That the Head of Democratic Services be asked to carry out consultation with external members of the Groups and report the findings back to Cabinet at a future meeting.

Officers responsible for effecting the decision:

Head  ...  view the full minutes text for item 48.

(It was noted that Councillors Archer, Ashworth and Kerr had previously declared a personal interest in this item as far as it related to the Artificial Ice Rink).

The Head of Democratic Services submitted a report informing Members of actions taken by the Chief Executive, in consultation with the relevant Cabinet Members and the Chairman of the Overview and Scrutiny Committee in accordance with the scheme of delegation.

It was moved by Councillor Langhorn and seconded by Councillor Archer:-

“That the recommendation, as set out in the report, be approved.”

Members then voted:-

Resolved unanimously:

(1)        That the actions taken by the Chief Executive, in consultation with the relevant Cabinet Members and the Chairman of the Overview and Scrutiny Committee in accordance with the Scheme of Delegation, in respect of the following, be noted:-

(a)        Civil Parking Enforcement

(b)        Morecambe Townscape Heritage Initiative (THI) 2: A View for Eric

(c)        Artificial Ice Rink

Note: Councillor Kerr was not present for the vote.

Officer responsible for effecting the decision:

Chief Executive

Reasons for making the decision:

The decision fulfils the requirements of the City Council’s Constitution in advising Cabinet of urgent decisions taken by the Chief Executive in accordance with the City Council’s Scheme of Delegation.

(Cabinet Members with Special Responsibility Councillors Archer, Langhorn and Thomas)

Report of the Corporate Director (Regeneration)

(Cabinet Members with Special Responsibility Councillors Archer, Langhorn and Thomas)

The Corporate Director (Regeneration) submitted a report to update members on current arrangements for the two core teams managing the Council’s external funding and programmes and delivering the economic regeneration agenda.  The report recommended a way forward to secure these teams for the future to ensure that the Council could deliver against its key priorities, meet the accountable body obligations that accompany external funding and support internal investment decision making.

The options, options analysis, including risk assessment including officer preferred option, were set out in the report as follows:

The officer preferred option is option 1.

It was moved by Councillor Archer and seconded by Councillor Blamire:-

“That the recommendations, as set out in the report, be approved.”

Members then voted:-

Resolved unanimously:

(1)        That the council provides provisional allowance from existing council budgets to secure current management and delivery structures for the future, with the proviso that external funds are sought on an ongoing basis to offset the council’s costs.

(2)        That the Head of Financial Services updates the revenue budget to reflect (1) above.

Officers responsible for effecting the decision:

Corporate Director (Regeneration)

Head of Planning  Services

Head of Financial Services

Reasons for making the decision:

The decision enables the council to meet its Accountable Body requirements and manage and deliver its existing projects.

Members are asked whether they need to declare any further declarations of interest regarding the exempt report. 

Cabinet is recommended to pass the following recommendation in relation to the following item:- 

“That, in accordance with Section 100A(4) of the Local Government Act, 1972, the press and public be excluded from the meeting for the following item of business, on the grounds that they could involve the possible disclosure of exempt information as defined in paragraph 12 of Schedule 12A of that Act.” 

Members are reminded that, whilst the following item has been marked as exempt, it is for the Council itself to decide whether or not to consider it in private or in public.  In making the decision, Members should consider the relevant paragraph of Schedule 12A of the Local Government Act 1972, and should balance the interests of individuals or the Council itself in having access to information.  In considering their discretion Members should also be mindful of the advice of Council Officers. 

The Chairman asked for any further declarations of interest from Cabinet Members regarding the exempt reports.

It was moved by Councillor Langhorn and seconded by Councillor Archer:-

“That, in accordance with Section 100A(4) of the Local Government, 1972, the press and public be excluded from the meeting for the following items of business, on the grounds that they could involve the possible disclosure of exempt information as defined in paragraphs 3 and 5 of Schedule 12A of that Act.”

Members then voted as follows:-

Resolved unanimously:

(1)        That, in accordance with Section 100A(4) of the Local Government, 1972, the press and public be excluded from the meeting for the following items of business, on the grounds that they could involve the possible disclosure of exempt information as defined in paragraphs 3 and 5 of Schedule 12A of that Act.

Cabinet Member with Special Responsibility Councillor Thomas

Report of the Head of Democratic Services

(Cabinet Member with Special Responsibility Councillor Thomas)

The Head of Democratic Services submitted a report requesting a change of the use of the restructuring reserve in order to be able to authorise funding from the reserve to meet consultancy costs which would arise as part of the senior management restructure.

The options, options analysis, including risk assessment including officer preferred option, were set out in the report as follows:

Option 1: to authorise funding of the expenditure from the restructuring reserve to allow work on the senior management restructure to continue in accordance with North West Employers Organisation (NWEO) project brief as agreed by the Personnel Committee on 30 July 2009. This would allow the project to be progressed in line with the aims set out in 1.1 of the report, which include a target saving of £50k in respect of senior management.

Option 2: not to authorise funding of the expenditure from the restructuring reserve. No alternative funding has been identified. Choosing option 2 would effectively halt the proposed restructure.

The officer preferred option is option 1, to progress the NWEO’s project brief as   agreed by the Personnel Committee.

It was moved by Councillor Mace and seconded by Councillor Thomas:-

“(1)      That Cabinet agree to change the use of the restructuring reserve in order that funding can be authorised from the reserve to cover the costs (estimated to be between £8,250 and £13,500 plus VAT, plus expenses) of consultancy work on the council’s senior management restructure, to be undertaken by the North West Employers Organisation as soon as possible and to see what time they can make up by reference to the draft timetable.

(2)        That the 2009/10 revenue budget be updated accordingly.”

Members then voted:-

Resolved:

(9 Members (Councillors Archer, Ashworth, Barry, Blamire, Bryning, Kerr, Langhorn, Mace and Thomas) voted in favour and 1 Member (Councillor Fletcher) abstained)

(1)        That Cabinet agree to change the use of the restructuring reserve in order that funding can be authorised from the reserve to cover the costs (estimated to be between £8,250 and £13,500 plus VAT, plus expenses) of consultancy work on the council’s senior management restructure, to be undertaken by the North West Employers Organisation as soon as possible and to see what time they can make up by reference to the draft timetable.

(2)        That the 2009/10 revenue budget be updated accordingly.  

Officers responsible for effecting the decision:

Corporate Director (Finance and Performance)

Head of Financial Services

Reasons for making the decision:

The decision allows the NWEO’s project brief to be progressed, as agreed by the Personnel Committee.

(Cabinet Member with Special Responsibility Councillor Thomas)

Report of the Corporate Director (Regeneration)

(Cabinet Member with Special Responsibility Councillor Thomas)

The Corporate Director (Regeneration) submitted an exempt report regarding Land at Scotforth Road, Lancaster.

The options, options analysis, including risk assessment and officer preferred option, were set out in the exempt report.

It was moved by Councillor Thomas and seconded by Councillor Archer:-

“That the recommendations, as set out in the exempt report, be approved.”

Members then voted:-

Resolved:

(7 Members (Councillors Archer, Ashworth, Bryning, Kerr, Langhorn, Mace and Thomas) voted in favour and 3 Members (Councillors Barry, Blamire and Fletcher) abstained)

(1)               The resolutions are set out in a minute exempt from publication by virtue of paragraphs 3 and 5 of Schedule 12A of the Local Government Act 1972.

Officers responsible for effecting the decision:

Corporate Director (Regeneration)

Head of Legal and Human Resources

Head of Property Services

Reasons for making the decision:

The reasons for making the decision are set out in a minute exempt from publication by virtue of paragraphs 3 and 5 of Schedule 12A of the Local Government Act 1972.