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

1.

Appointment of Chair and Vice Chair

Members are invited to appoint a Chair for the municipal year 2015/16.

Minutes:

Resolved -

 

That Councillor Bassam Mahfouz be appointed Chair and Councillor Amritpal Mann be appointed Vice Chair for the municipal year 2015 / 2016.

2.

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.

3.

Minutes of the meeting held on 30 March 2015 pdf icon PDF 74 KB

Minutes:

4.

Matters arising from the minutes

Minutes:

(a)      Independent Persons (minute 53(a) refers)

 

It was reported that the interviews for Independent Persons to the Authority would be held later the same morning.

 

(b)      Provision of Household Refuse and Recycling Centres (minute 53(b) refers)

 

Jim Brennan, Director, stated that discussions were still continuing with Richmond Council on the issue of the new HRRC agreement.

 

(c)      Risk rating (Minute 54 refers)

 

Jim Brennan, Director, reported that the risk relating to the monitoring waste disposal contracts had been reviewed and down-rated. 

 

(d)      Appointment of Clerk to the Authority (Minute 58 refers)

 

It was noted that Hugh Peart had been duly appointed as Clerk to the Authority and was welcomed to the meeting.

5.

Appointment of the Chair and Members of the Audit Committee

The Audit Committee is expected to meet on two occasions on the same date as the Authority. The first meeting will be on 18 September 2015 at 10am.

 

Members are invited to appoint a Chair and two other members for the municipal year 2015/16.

 

Members are also recommended to reconfirm the existing appointment of the Independent Member of the Audit Committee, Andrea White. Her term of office extends until 31 August 2016.

Minutes:

Resolved -

 

(a)      That Councillor Amritpal Mann be appointed as Chair of the Audit Committee and that Councillors Keith Burrows and Eleanor Southwood be appointed as the other members for the Municipal Year 2015/2016.

 

(b)      That the appointment of Andrea White as the Independent Member of the Audit Committee be reconfirmed (term of office lasts until August 2016).

6.

Dates of meetings for 2016

The remaining dates of meetings of the Authority in 2015 are:

 

Friday 18 September 2015 at 11am (Audit Committee at 10am)

Friday 11 December 2015 at 10am

 

Members are invited to agree the following dates of meetings of the Authority and the Audit Committee for 2016 based on the existing pattern:

 

Friday 29 January 2016 at 11am (Audit Committee at 10am)

Friday 18 March 2016 at 10am

Friday 24 June 2016 at 10am

Friday 23 September 2016 at 11am (Audit Committee at 10am)

Friday 9 December 2016 at 10am

Minutes:

Resolved -

 

(a)      That the following dates of meetings of the Authority and the Audit Committee be confirmed.

 

Friday, 11 December 2015 at 10am

Friday, 29 January 2016 at 11am (Audit Committee at 10am)

Friday, 18 March 2016 at 10am

Friday, 24 June 2016 at 10am

Friday, 23 September 2016 at 11am (Audit Committee at 10am)

Friday, 9 December 2016 at 10am

 

(b)      That officers review the date of the meeting on 18 September 2015.

7.

Draft Statement of Accounts for the year ending 31 March 2015 pdf icon PDF 445 KB

Additional documents:

Minutes:

See report of the Treasurer and Director (Agenda item 9).

 

Jay Patel, Head of Finance, introduced the report.

 

There had been a surplus in 2014/2015 of £1.33 million, which was broadly in line with the forecast in previous reports. Ian O’ Donnell, Treasurer, stated that the level of reserves was slightly down from last year at around 6%. He stated however that a level of reserves between 5% and 6% of the Authority’s budget was reasonable and appropriate in the circumstances. He was comfortable to recommend that the reserves be maintained at this level.  Jay Patel confirmed that the rebate on business rates, following the successful appeal, would be apportioned back to the Boroughs in 2015/2016.

 

Resolved -

 

(a)      That it be noted that the final statement of accounts would be presented for approval to the September Audit Committee and the following Authority meeting.

 

(b)      That the 2014/2015 provisional outturn figures and details in appendix 1 to the report be noted.

 

(c)      That the draft statement of accounts and annual governance statement contained in appendix 2 be noted.

8.

Budget Monitoring Report Period 2 (May) pdf icon PDF 202 KB

Additional documents:

Minutes:

See report of the Treasurer and Director (Agenda item 10).

 

Jay Patel, Head of Finance, introduced the report.  He stated that there was a small overspend against the budget. However it was too early forecast any trends at this stage. All the key performance indicators were on green except that relating to sickness.  Due to the small number of staff employed by the Authority this KPI was very sensitive to individual instances of long term sickness.

 

Resolved -

 

(a)      That the current financial position in 2015/2016 to period 2 and the key performance indicators be noted.

 

(b)      That it be noted that no financial decisions were taken under the scheme of delegation to officers.

9.

Health and Safety Review 2014-2015 and Plan 2015-2016 pdf icon PDF 105 KB

Minutes:

See report of the Director (Agenda item 11).

 

Barry Lister, Assistant Director, introduced the report.  He acknowledged the quality of the Health and Safety Advisory Service provided from Hounslow Council which gave excellent value and delivered pragmatic and reasonable advice that met the needs of the Authority.  He stated that all action plan points had been completed. He referred to a near miss incident where wood had fallen from a loading shovel.  As a result a hard hat policy had been introduced at the Twyford Waste Transfer Station. In response to a question, he stated that training on health & safety was provided on an “as and when” basis to meet individual needs of staff as they were appointed or when they required refresher training.

 

Resolved -

 

(a)      That the outcomes from the annual health & safety review meeting held in February 2015 be noted.

 

(b)      That the actions achieved against the key issues highlighted for the Authority in 2014/2015 as shown in Appendix 1 be noted.

 

(c)      That the Authority’s Health and Safety Plan for 2015/2016 as shown in Appendix 2 be agreed.

10.

Update on the Waste Prevention Action Plan for 2014-2015 pdf icon PDF 154 KB

Additional documents:

Minutes:

See report of the Director and Chief Technical Adviser (Agenda item 12).

 

Sarah Ellis, Waste Minimisation Co-ordinator, introduced the report.  She stated that 2014/2015 had been a very successful year for the team and they were short-listed for a national recycling award.  She described the range of activities and initiatives that had been undertaken which were set out more fully in the annual review attached as an appendix to the report.

 

Sara Ellis confirmed that the programme for 2015/2016 was going well so far and the team had already participated in a number of events.  Progress on this year’s programme would be reported in more detail to the September meeting of the Authority and the plan for 2016/2017 would be put forward for approval in December 2015.

 

The Chair and other members wished to thank Sarah Ellis and the team for the hard work and the promising results and hoped that the team would be successful in receiving an award. 

 

In response to a question from Councillor Burrows, Sarah Ellis acknowledged that the budget in 2015/2016 had been reduced but, although more could be done with more money, it had been possible to adapt the activities and to cut back on some of the more expensive media campaigns while still attending more events.  In response to a question from Councillor Fleming, she stated that liaising with local Boroughs was an important aspect of the work and it was always helpful to have direct access to relevant individuals in local Boroughs.  It had been more difficult recently because of staff restructures and reductions. She undertook to send a copy of her current contact list to members who would refer it to their relevant constituent Boroughs to ensure that effective contacts were available.

 

Resolved -

 

That the annual review of the Waste Prevention Action Plan for 2014/2015 be noted.

11.

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 paragraphs 1, 3, 4 and 5 of Part 1 of Schedule 12A of the Local Government Act 1972 is likely to be made known.

Minutes:

Resolved -

 

The public and press be excluded from the following items of business because exempt information as defined in Paragraph 1, 3, 4 and 5 of Part 1 of Schedule 12a of the Local Government Act 1972 was likely to be made known.

12.

Former waste disposal site

Minutes:

Members discussed representations from the landowner of a waste site previously used by the Authority.

13.

Joint Waste Management Strategy Contracts Update

Minutes:

See report of the Director and Chief Technical Adviser (Agenda item 15).

 

Jim Brennan, Director, introduced the report.

 

He stated that as yet there was no resolution regarding responsibility for additional costs of complying with planning pre-conditions prior to construction at Victoria Road. A report would be made to the September meeting regarding any developments on the proposal to upgrade the Brentford to Southall freight line for passenger services.  This was regarded as a positive move for improving transport infrastructure for businesses on the Golden Mile. However there was a need for the Authority to ensure that its interests were protected as part of any proposals.

 

The petition concerning the proposed HS2 works affecting the Victoria Road Waste Transfer Station had been deferred pending further discussions.  There was progress in getting safeguards in place and prospects for an agreement were looking very positive.  In response to questions from members, he stated that the petition was only deferred and not withdrawn and could proceed at a future point.  It would only be withdrawn once there was a signed agreement which was binding upon HS2 and satisfied the Authority’s concerns. 

 

In response to a question, Keith Townsend, Chief Technical Adviser, stated that the Authority did work with Boroughs to model future waste trends as part of the budget process.  Increases in population were likely to have an impact; however, this would hopefully be balanced by increased levels of recycling and waste minimisation promotions. 

 

Resolved -

 

(a)      That the current position with contracts set out in the report be noted.

 

(b)      That the position regarding the “unsatisfactory planning” dispute with SITA West London Limited be noted.

14.

Staff restructure

Minutes:

At this point all officers directly employed by the Authority left the meeting.  The Chief Technical Adviser, Keith Townsend, updated Members on progress of the staff restructuring.