Hounslow Council


Agenda and minutes

Venue: Council Chamber, Civic Centre, Lampton Road, Hounslow. View directions

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

Items
No. Item

51.

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:

There were no declarations of interest.

52.

Minutes of the meeting held on 30 January 2015 pdf icon PDF 72 KB

Minutes:

The minutes of the meeting held on 30 January 2015 were confirmed.

53.

Matters arising from the minutes

Minutes:

(a)      Independent Persons (minute 42 refers)

 

The committee clerk apologised to Members as the process for the appointment of Independent Persons had not yet commenced but would be put in place shortly.

 

(b)      Provision of Household Reuse and Recycling Centres (HRRC's) (minute 47 refers)

 

Jim Brennan, Director, stated that discussions were continuing with Richmond Council on the issue of the new agreement and DIY waste.

54.

Audit Committee - 14 January 2015 pdf icon PDF 123 KB

Additional documents:

Minutes:

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

 

Jim Brennan, Director, introduced the report and referred to minute 19 of the minutes of the Audit Committee meeting on 14 January 2015. Section (i) stated that there was an amber risk relating to having a strategy for monitoring waste disposal contracts (risk P3) that was to be discussed and agreed with the Trade Unions by April 2015.  “Trade Unions” should be replaced with “constituent boroughs”. The task was not yet completed and remained as amber at the moment.

 

Resolved –

 

That the report and minutes be noted.

55.

Budget Monitoring Report pdf icon PDF 212 KB

Additional documents:

Minutes:

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

 

Ian O'Donnell, Treasurer, reported that the Authority was in a strong financial position.  There was a forecast underspend for the year of £2.339 million.  £1.925 million of that was however due to changes in accounting treatment of financing costs.  More residual waste was being disposed of than was forecast by the Boroughs.  The cost of this was recovered directly from Boroughs through the Pay As You Throw (PAYT) levy.  There was a very slight under recovery of costs through the PAYT levy.  The business rate revaluation was now expected to yield a rebate of £700,000.  There was a possibility that this could be returned to boroughs in the form of a rebate.  Officers would draft a proposal.

 

In response to questions, Ian O'Donnell explained that the positive revenue impact of not having to borrow to undertake works at Victoria Road although helpful was relatively small.  Some enabling works would still be required in the order of £50,000 which it might be possible to fund directly from reserves.

 

Resolved -

 

(a)      That the current financial position in 2014/2015 to Period 10 and the Key Performance Indicators be noted.

 

(b)      That the financial decisions taken under the Scheme of Delegation to Officers be noted.

56.

Annual Procurement Plan 2015-16 pdf icon PDF 207 KB

Additional documents:

Minutes:

See report of the Director and Chief Technical Adviser (agenda item 6).

 

Barry Lister, Assistant Director, introduced the report.

 

In response to a question he confirmed that the out of hours tipping facility offered to boroughs by SITA operated at Transport Avenue, Brentford from 4.30pm to midnight weekdays and 9:00am to 4:30pm on Saturdays.

 

Resolved –

 

(a)        That the Annual Procurement Plan for 2015/16 be approved.

 

(b)       That the Authority’s contract register for publication on the Authority’s website, attached as appendix 1 be approved.

 

(c)        That it be noted that the procurements listed in paragraph 6 of the report would be carried out by the Director under the Authority’s scheme of delegation.

 

(d)       That the contracts and information set out in paragraph 7 of the report be noted and the Director be authorised to exercise the extension options as necessary subject to the procedures and requirements as contained within the Authority’s Tender and Contract Regulations.

 

(e)       That the potential contract set out in paragraph 8 of the report be noted and, if it becomes necessary, the Director be authorised to commence the procurement/tendering and award subject to the procedures and requirements as contained within the Authority’s Tender and Contract Regulations.

 

(f)       That the Director be authorised to put in place suitable arrangements and/or use existing framework contracts for the various miscellaneous and ad hoc waste and recycling arrangements and activities of the types identified in paragraph 9 of the report.

57.

Corporate Governance pdf icon PDF 120 KB

Additional documents:

Minutes:

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

 

Jim Brennan, Director, introduced the report. He referred Members to the Corporate Governance Action Plan.

 

Members welcomed the new arrangements proposed for the Audit Committee.  Councillor Parmar agreed that it would be more practical to hold the Audit Committee on the same date as the Authority meeting.  Jim Brennan confirmed that the Independent Member of the Committee had been consulted and agreed with the proposals.

 

Members noted that the business plan included a number of areas where there was potential to work collaboratively with the constituent boroughs to develop opportunities - for example to develop an anaerobic digestion plant.  The fourth bullet point under the section dealing with challenges over the next three years on page 3 of the Business Plan should refer to Government austerity measures being likely to stay in place until 2020 rather than 2010.

 

Resolved

 

(a)        That the Code of Corporate Governance Action Plan set out at appendix 2 to the report be noted.

 

(b)       That the proposal from the Audit Committee on its future role as set out at in section 6 of the report be agreed.

 

(c)        That the Internal Audit Plan as set out at appendix 3 to the report be agreed.

 

(d)       That the Business Plan 2015/18 as set out at appendix 4 to the report be agreed.

 

(e)       That the officer reviews of Standing Orders and the Scheme of Delegation to Officers be noted.

 

(f)       That the Director contact Defra about the provision of deputy members in May 2015.

58.

Appointment of Clerk to the Authority pdf icon PDF 184 KB

Minutes:

See report of the Director, Treasurer and Chief Technical Adviser (agenda item 8).

 

Jim Brennan, Director, introduced the report. He reported that, so far, one expression of interest in the post had been received and he was expecting another.

 

Members and officers took the opportunity to thank the current Clerk, Richard Gruet, for his service to the Authority and wish him good luck for the future.

 

Resolved –

 

(a)        That the process to appoint a new Clerk following the resignation of Richard Gruet with effect from 9April 2015, as set out in the report, be agreed.

 

(b)       That authority be delegated to the interview panel to appoint a new Clerk with effect from 10April 2015.

 

(c)      That the Authority’s appreciation be recorded for the contribution of Richard Gruet in his role as Clerk.

59.

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 4 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 4 of Part 1 of Schedule 12A of the Local Government Act 1972 is likely to be made known.

60.

Proposed staffing restructure

Access to this report is restricted to Members, Advisers and the Director only.

Minutes:

All staff members directly affected by the restructure left the meeting at this point.

 

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

 

Keith Townsend, Chief Technical Adviser, introduced the report. He reassured Members that there would be steps taken to ensure continuity as part of the process of senior management restructuring. The process might take 6 to 9 months to complete. He undertook to provide Members with feedback on the outcomes from staff consultation.

 

Resolved -

 

(a)       That the proposed restructure of the Authority be agreed.

 

(b)       That the arrangements for staff consultation be noted.

 

(c)        That authority be delegated to the Clerk, Treasurer and Chief Technical Advisor, in consultation with the Chair, to implement the new structure subject to consultation with staff and their representatives in accordance with the Authority’s HR policies and procedures.