Hounslow Council


Agenda and minutes

Venue: Committee Room 1, Civic Centre, Lampton Road, Hounslow. View directions

Contact: Mike Smith, tel 020 8583 2069, e-mail  mike.smith@hounslow.gov.uk 

Items
No. Item

8.

Declarations of interest

Members are reminded that if they have a personal interest in any matter being discussed at the meeting they must declare the interest and if the interest is also a prejudicial interest then they may not take part in any discussion or vote on the matter

Minutes:

There were no declarations of interest.

9.

Minutes of the meeting held on 7 June 2013 pdf icon PDF 61 KB

Minutes:

The minutes of the meeting held on 7 June 2013 were confirmed.

10.

Matter arising - dates of meetings (minute 7 refers)

Minutes:

Members requested that the meeting scheduled for 25 April 2014 be brought forward to an earlier date.

11.

Joint Waste Management Strategy Procurement Update pdf icon PDF 83 KB

Additional documents:

Minutes:

See report of the Director and Chief Technical Adviser (agenda item 7).

 

Jim Brennan, Director, gave a PowerPoint presentation updating members on progress in implementing the Residual Waste Services Contract. A copy of the Presentation is published on the internet with the other papers for the meeting.  Planning consent for the Victoria Road transfer station proposals was now being considered on 7 January 2014.

 

Councillor Fleming suggested that the assumption that boroughs would reach a collective 50% recycling rate might prove to be ambitious. It was confirmed in response to a question from Councillor Marshari that any income generated by energy from waste would be shared between the Authority and SITA.

 

It was noted that the procurement process had been one of the quickest of the residual waste procurements.  It had benefited by being one of the later procurements and it had presented a low risk profile. The Chair wished to thank the key officers on the Procurement Project Board.

 

Resolved -

 

That the completion of the contract with the SITA consortium and the agreements in place with the boroughs for capital contribution loans be noted.

12.

Urgent Decisions taken on behalf of the Authority pdf icon PDF 68 KB

Minutes:

See the joint report of the Director, Clerk and Treasurer (agenda item 4).

 

Resolved -

 

That the following urgent decisions taken by the Director in consultation with the Vice Chair be noted:

 

a)       to approve the Statutory Accounts and Annual Governance Statement for 2012/2013; and

 

b)       to delete the second paragraph on page 2 of the minutes of the meeting held on 26 April 2013 and insert the following paragraph:

 

The contractor was obliged to continue to provide a disposal service in the event of strikes, floods etc. and the Authority was entitled to compensation payments if disposal targets could not be met.  However the contract could be terminated for “force majeure” events which were quite narrowly defined in the contract.

13.

Budget monitoring report for Period 7 (2013-14) pdf icon PDF 206 KB

Minutes:

See report of the Treasurer and Director (agenda item 5).

 

Diane Makepeace, Interim Head of Finance and Performance, summarised the key points from the report.

 

Resolved -

 

That following finance and budgetary matters be noted.

 

a)       The current financial position as set out in Appendix 1 and 2 of the report.

 

b)       Progress on the Finance Work Plan as set out in Appendix 3 of the report.

 

c)       The proposed set of Key Performance Indicators for 2013-14, with performance information to date as set out in Appendix 4 of the report.

 

d)       The officer decision to adopt the Agresso Finance System, hosted by Ealing.

 

e)       The officer decision to move the provision of ICT services to Ealing.

 

f)        The officer decision to move the provision of payroll services to Ealing.

14.

Budget 2014-15 for consultation pdf icon PDF 149 KB

Minutes:

See report of the Treasurer (agenda item 6).

 

Ian O’Donnell, Treasurer, and Diane Makepeace, Interim Head of Finance and Performance highlighted the key points from the report which set out the basis for the proposed 2014/15 budget.  Diane Makepeace confirmed, in response to a question, that the full time equivalent of Waste Minimisation posts was 3.6. It was constituted of a mixture of full and part time appointments.

 

Resolved -

 

That the following proposals be submitted to the boroughs for consultation.

 

a)       Fixed Cost Levy Budget for 2014-15 set out at paragraphs 2 to14 of the report.

 

b)       Savings target set out at paragraph 13 of the report.

 

c)       Indicative Pay as you Throw (PAYT) charges set out at paragraphs 15 and 16 of the report.

 

d)      Trade waste price increases for 2014-15 set out in paragraph 17 of the report.

 

e)       Capital budget set out at paragraphs 18 to 20 of the report.

 

f)        The Authority’s revised Medium Term Financial Strategy for 2014-15 to 2016-17 based on the latest cost estimates and tonnage projections as set out in paragraph 21 of the report.

 

g)       Contribution to General Reserves at £425,000 set out at paragraph 22 of the report.

 

h)       Contingency budget set out in paragraph 26 of the report.

15.

Treasury Management Strategy pdf icon PDF 640 KB

Minutes:

See report of the Treasurer (agenda item 8).

 

Ian O’Donnell, Treasurer, summarised the proposals on Treasury Management set out in the report.  Diane Makepeace, Interim Head of Finance and Performance, explained how the proposals using Ealing Council would work in practice.  The Authority did not have the capacity or in-house skills to undertake its own treasury management.  A better investment return was likely to be available by adding on to the treasury investment activity of a London Borough.

 

Resolved -

 

a)       That the Treasury Management Policy set out in Appendix A to the report be approved.

 

b)       That the Treasury Management Strategy set out in Appendix B to the report be approved.

 

c)       That Treasury Management services be provided by Ealing Council from April 2014.

 

d)       That the CIPFA Code of Practice for Treasury Management be adopted.

16.

West London Waste Authority Business Plan 2013-2016 pdf icon PDF 90 KB

Minutes:

See report of the Director and Chief Technical Adviser.

 

Jim Brennan, Director and Keith Townsend, Chief Technical Adviser summarised the key elements of the proposed draft Business Plan.

 

While noting Councillor Fleming’s concern that a 50% recycling rate might be difficult to attain, the Plan included this assumption in order to reflect national targets.  In response to a comment from Councillor Marshari, the Director undertook to incorporate more explicit information regarding sustainability proposals in the Plan.  He also undertook to ensure the final published version was in a user friendly format.

 

Resolved -

 

a)       That the outcomes of the workshop to review the Joint Waste Management Strategy be noted.

 

b)       That the Director finalise the draft Business Plan 2013-16, as set in the appendices to the report, in consultation with the other officers of the Authority ensuring that it is presented it in a more user friendly format and is more explicit about the sustainability agenda.

 

 

17.

Corporate Governance pdf icon PDF 384 KB

Minutes:

See report of the Director, Clerk and Treasurer (agenda item 10).

 

Jim Brennan, Director and Richard Gruet, Clerk introduced the report.

 

Resolved -

 

a)       That the progress of the Code of Corporate Governance Action Plan, as set out in appendix 2 to the report, be noted.

 

b)       That the Member Code of Conduct and Protocol for Member/Officer relationships, as set out in appendices 3 and 4 to the report, be agreed.

 

c)       That a Standards Committee be established comprising of three members of the Authority, drawn from all members of the Authority on a rotational basis by the committee clerk in accordance with the matter to be considered by that committee.

 

d)       That two Independent Members of the Authority be appointed in accordance with the requirements of the Localism Act 2013 to assist with the Member Code of Conduct - the recruitment and appointment of these members to be delegated to the Chair and Clerk of the Authority

 

e)       That the ICT Strategy, as set out in appendix 5 to the report, be agreed.

 

f)        That the Communications Strategy, as set out in appendix 6 to the report, be agreed.

 

g)       That the Information Policy and Procedure Rules, as set out in appendix 7 to the report, be agreed.

 

h)       That the Forward Plan, as set out in appendix 8 to the report, be noted.

 

i)        That the changes to Standing Orders, as set out in appendix 9 to the report, be agreed.

18.

Waste Prevention – progress in 2013/14 and proposed action plan for 2014-15 pdf icon PDF 772 KB

Additional documents:

Minutes:

See report of the Director and Chief Technical Adviser (agenda item 11).

 

Jim Brennan, Director, set out the progress of the Authority so far this year on the Waste Prevention Plan and the proposals in next year’s Plan.

 

Jim Brennan noted the comment from Members regarding integration of the Authority’s work with that of the constituent boroughs. He stated that there was a desire for close working and liaison with communication teams in the Boroughs.  He would ensure that in future the Authority’s Waste Prevention Plan could capture Borough level working in order to put its own Plan in to that broader context.  He would also ensure that advice was sought to develop a social media presence for the Authority’s waste prevention work.

 

Members requested that they receive a copy of the regular newsletter and reminders about upcoming events in their boroughs.

 

Resolved -

 

a)       That the progress made so far against the Waste Prevention Action Plan for 2013/14, as set out in appendix 1 to the report, be noted.

 

b)       That the significant impact of the 2012/13 Love Food Hate Waste Campaign, as set out in appendix 2 to the report, be noted.

 

c)       That the proposed action plan and budget for waste prevention in 2014/15, as set out in appendix 3 to the report, be agreed.

19.

Membership

Any other items which the Chair accepts for consideration on the grounds of urgency.

Minutes:

It was reported that the London Borough of Hillingdon was replacing Councillor Andrew Retter with Councillor Keith Burrows as its appointed member of the Authority.  The Clerk undertook to seek a replacement for Councillor Retter on the Audit Committee which was meeting in mid January 2014.