Hounslow Council


Agenda and minutes

Venue: Committee Room 3, Civic Centre, Lampton Road, Hounslow. View directions

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

Items
No. Item

40.

Declarations of interest

Members are reminded that if they have a pecuniary interest in any matter being discussed at the meeting they must declare the interest.  They may not take part in any discussion or vote on a matter in which they have a pecuniary interest.

Minutes:

Councillor Mahfouz declared that that he was a member of the London Waste and Recycling Board which in the past been linked to one of the companies that tendered for the contract for the treatment of mattresses referred to in agenda item 12 (minute 50).

41.

Minutes of the meeting held on 12 December 2014 pdf icon PDF 44 KB

Minutes:

The minutes of the meeting held on 12 December 2014 were confirmed.

42.

Matters arising from the minutes

Minutes:

With reference to minute 34 (c), the appointment process for Independent Persons had still to be undertaken.

43.

Budget Monitoring 2014/15 Period 8 pdf icon PDF 213 KB

Additional documents:

Minutes:

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

 

Jay Patel, Head of Finance and Performance, introduced the report. He outlined the financial position of the Authority as set out in the report.  The main variances related to financing costs and higher than expected waste disposal tonnages. In relation to the notable variances in the operational Key Performance Indicators he updated Members with the following information: 

 

WLW1 (tonnage of residual waste collected form HRRCs) was expected to go green this month.

 

WLW7 (% of undisputed invoices paid within 30 days) was improving month on month.

 

WLW8 (Debtor payment days) – the IT system to support improvements went live in January.

 

Resolved –

 

(a)        That the current financial position in 2014/15 to Period 8 and the Key Performance Indicators be noted.

 

(b)       That the recommendation of the Audit Committee “that borrowing costs (i.e. interest charges) are capitalised during the construction period for large scale projects spanning more than one financial year” be approved and incorporated in to the accounting policy of the Authority.

 

 

44.

Budget and Levy 2015/16 pdf icon PDF 2 MB

Minutes:

See report of the Treasurer and Director (agenda item 6).

 

Jay Patel, Head of Finance and Performance, introduced the report. He stated that finalised tonnage figures had been settled with the constituent boroughs and all council tax base information had been received.  Comments of the constituent boroughs on the budget proposals were attached to the report.  Officers would respond on specific individual points.  There were varying views among boroughs on the appropriate level of reserves. The need for medium and long term financial planning was a recurring theme and this was being addressed by the next report on this agenda.

 

Members congratulated officers on the effectiveness of the budget preparation process.  They were pleased to see savings being made on the fixed cost levy and that variances to budget projections were significantly reduced.

 

Resolved –

 

a)         That the Fixed Cost Levy for 2015/16 of £11.279 million as set out in section 12 of the report be agreed.

 

b)         That the Pay As You Throw (PAYT) charges set out in section 11 of the report be agreed and officers be granted delegated authority to revise rates during the year should the market change or anticipated rises are higher than the budget where fixed rates are not in place.

 

c)         That the trade waste prices for 2015/16 as set out in section 13 of the report be agreed.

 

d)         That the capital budget set out in section 14 of the report be agreed.

 

e)         That the level of reserves to avoid the risk of supplementary levies as set out in section 15 of the report be agreed.

 

 

45.

Medium and Long Term Financial Model pdf icon PDF 122 KB

Additional documents:

Minutes:

See report of the Treasurer and Director (agenda item 7).

 

Jay Patel, Head of Finance and Performance introduced the report.  The average annual growth in overall expenditure of 2% pa over 25 years illustrated a very positive long term picture for the Authority.

 

In response to a question from Councillor Fleming, Jay Patel stated that he would be very happy to meet the financial team at Richmond Council to explain the reason for additional costs in 2016/2017.

 

He stated that the model was based on real assumptions for the first 3 to 5 years.  From that point it was more subjective in nature and depended, among other things, on the impact of increases in population balanced by the level of borough recycling.  A prudent approach was used which did not overstate the potential for diversion of waste from the waste stream.

 

Resolved –

 

a)         That the medium and long term financial position be noted.

 

b)       That the sensitivity analysis and impact of waste growth and inflation be noted.

46.

Treasury Management pdf icon PDF 42 KB

Minutes:

See report of the Treasurer and Director (agenda item 8).

 

Resolved –

 

a)         That the treasury management activity in the current year be noted.

 

b)         That the treasury management plan for 2015/16 be approved.

 

c)         That the prudential indicators and Minimum Revenue Provision for 2015//16 be adopted.

 

 

47.

Provision of Household Reuse and Recycling Centres (HRRC's) pdf icon PDF 68 KB

Minutes:

See report of the Director and Chief Technical Adviser (agenda item 9).

 

Jim Brennan, Director, introduced the report. He sought Members’ endorsement to the proposed new agreement with Boroughs to continue to provide HRRC’s.  There would be further discussions with boroughs which might lead to some changes in detail.  Councillor Fleming stated that Richmond Council was keen for further discussion on the issue of charging for DIY waste as Richmond did not charge whereas HRRCs in other boroughs did.

 

Jim Brennan reported that the Department for Communities and Local Government had issued a discussion document “Preventing back door charging at civic amenity sites” which made it clear that charges can still be levied for non household waste.

48.

Urgent business

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

Minutes:

a)       Clerk

 

It was reported that Richard Gruet would be leaving his substantive post at the London Borough of Hounslow on 10 April 2015.  He would not be able to continue as Clerk to the Authority.  It was agreed that expressions of interest to fill this role be sought from the constituent boroughs and a further report be made to the March meeting.

 

b)       Change of date of meeting

 

It was agreed that the date of the next meeting be changed from 24 April 2015 to Friday 20 March 2015 at 9.30am.

49.

Exclusion of Press and Public

That the public and press be asked to leave the meeting during discussion of the following item because exempt information as defined in paragraph 3 of Part 1 of Schedule 12A of the Local Government Act 1972 is likely to be made known.

Minutes:

Resolved -

 

That the public and press be asked to leave the meeting during discussion of the following item because exempt information as defined in paragraph 3 of Part 1 of Schedule 12A of the Local Government Act 1972 is likely to be made known.

50.

Procurement of Mattress (recycling) and Waste Wood Treatment Services

Minutes:

See report of the Director and Chief technical Adviser (agenda item 12).

 

Barry Lister, Assistant Director, introduced the report. Jim Brennan, Director reported that independent checks on the contractors by the Treasurer and Clerk on the evaluation process were now completed and satisfactory.  Keith Townsend, Chief Technical Adviser reported that boroughs did have the option to retain wood for recycling.  The cost to recycle mattresses was slightly higher than sending them to landfill but it was likely that they would be banned from landfill.

 

Resolved -

 

a)       That the contractor referred to in the report be appointed for the treatment of mattresses on the terms indicated.

 

b)       That the contractor referred to in the report be appointed for the treatment of wood waste on the terms indicated.