Agenda, decisions and minutes

Executive - Wednesday 25th November, 2020 4.00 pm

Venue: Zoom Virtual Meeting

Contact: Gayle Roach  01900 702502

Link: View Meeting (Allerdale BC YouTube Channel)

Items
No. Item

202.

Minutes pdf icon PDF 140 KB

To agree as a correct record the minutes of the meeting held on 14 October 2020.

 

Minutes:

The minutes of the meeting held on 14 October 2020 were agreed a correct record.

 

203.

Declaration of Interests

Councillors/Staff to give notice of any disclosable pecuniary interest, other registrable interest or any other interest and the nature of that interest relating to any item on the agenda in accordance with the adopted Code of Conduct.

Minutes:

None declared.

 

204.

Questions

To answer questions from members of the public – submitted in writing or by electronic mail no later than 5.00pm, 2 working days before the meeting.

Minutes:

None received.

 

205.

Members' Announcements

Minutes:

None received.

 

206.

Quarter 2 Finance Report and Revised Budget 2020-21 pdf icon PDF 862 KB

Additional documents:

Minutes:

The subject of the decision

 

The Head of Financial Services submitted a report which sought to inform Members on the Council’s financial performance against budget for the period April to September 2020 and approval for the revised revenue and capital budgets for 2020-21.

 

Members noted the key messages at the end of quarter 2 for 2020/21, summarised from page 10 of the agenda.

 

Members thanked staff for their hard work during the difficult period.

 

Councillor J Lister moved the recommendations as per the report; this was seconded by Councillor T Markley. The motion was unanimously agreed.

 

Alternative options considered

 

None

 

The reason for the decision

 

To inform Members of the Council’s financial performance against budget for the period April to September 2020 and approval of the revised revenue and capital budgets for 2020-21.

 

The decision

 

Recommended – That Council be requested to agree that –

 

·  The forecasted position against the original revenue and capital budgets at the end of quarter 2 be noted

·  The revised budget (inclusive of spend from earmarked reserves) of £19,580k be approved

·  The revised net revenue budget requirement of £18,105k be approved

·  An additional release from the Council’s earmarked reserves of £2,845k be approved

·  A contribution from the Council’s General Fund of £33k be approved

  • The revised three year capital budget (including proposed financing) of £15,997k comprising £11,629k in 2020-21, £2,724k in 2021-22 and £1,644k in 2022-23 be approved
  • The revised position on earmarked and un-earmarked general fund balances be noted.

 

207.

Budget Strategy pdf icon PDF 254 KB

Minutes:

The subject of the decision

 

The Head of Financial Services submitted a report setting out the guidelines for preparing the 2021-22 Budget. The Strategy took into account current and future financial issues and set out assumptions and initial proposals for delivering a balanced budget in 2021-22.

 

Councillor J Lister moved the recommendations set out in the report. This was seconded by Councillor A Pitcher. The recommendations were unanimously agreed.

 

Alternative options considered

 

None

 

The reason for the decision

 

The report was the first report of the Council’s budget setting process for 2021-22 onwards. It set out the financial pressures that the Council was likely to face in the coming years and suggested an appropriate strategy to ensure that the authority remained financially stable over the long term.

 

The decision

 

Resolved

 

That –

 

·  The significant financial challenges that the Council faces be noted

·  The planning assumptions for building the 2021-22 budget be noted

·  A public consultation on budget proposals be undertaken.

 

208.

Quarter 2 Performance Report 2020/21 pdf icon PDF 230 KB

Additional documents:

Minutes:

The subject of the decision

 

The Policy Manager (Corporate, Performance and Information) submitted a report which sought to advise members on the Council’s performance at the end of quarter 2 2020/21.

 

Councillor M Fitzgerald moved the recommendation as per the report; this was seconded by Councillor J Cook. The motion was unanimously agreed.

 

Alternative options considered

 

None

 

The reason for the decision

 

To advise Members of the Council’s performance at the end of quarter 2 2020/21.

 

The decision

 

Resolved

 

That the report be noted.

 

209.

Local Government Reorganisation pdf icon PDF 291 KB

Additional documents:

Minutes:

The subject of the decision

 

The Head of Strategy, Policy and Performance submitted a report which sought members approval of a full proposal to be submitted to Government by 9 December 2020 on a preferred model for Local Government Reorganisation in Cumbria.

Full proposals were to be submitted to Government by 9 December 2020.

 

Councillor M Johnson moved the recommendations as per the report; this was seconded by Councillor T Markley. The motion was unanimously agreed.

 

Alternative options considered

 

A detailed options analysis was carried out by KPMG, details set out in the report.

 

The reason for the decision

 

On 9 October 2020 all local authorities in Cumbria received an invitation from the Ministry of Housing, Communities and Local Government (MHCLG) to submit proposals for Local Government Reorganisation in Cumbria.

 

The decision

 

Resolved

 

That –

 

1.  The activity and discussions undertaken to date in developing a full proposal for Local Government Reorganisation in Cumbria be noted

 

2.  The views of the members at the full Council meeting on 23 November 2020 were considered in confirming the preferred model of creating two unitary authorities in Cumbria and that the preferred geography of those new authorities was the current footprint of Allerdale, Copeland and Carlisle Councils forming one authority and the current footprint of Eden, South Lakes and Barrow Councils forming another authority

 

3.  The Chief Executive be authorised to finalise and submit a full proposal for Local Government Reorganisation in Cumbria based on the Executive’s preferred model.

 

210.

Report from the Overview and Scrutiny Committee - Response to the Pandemic Task and Finish Group pdf icon PDF 276 KB

Additional documents:

Minutes:

The subject of the decision

 

The Co-Chairs of the Overview and Scrutiny Committee submitted a report to members to present findings and a recommendation from a recent Task and Finish Group set up to investigate the effects of the pandemic upon the Council.

The Committee was making the recommendation in recognition of the council’s role in environmental health provision and protection.

 

 

Councillor M Heaslip moved the recommendation as per the report; this was seconded by Councillor A Pitcher. The motion was unanimously agreed.

 

Alternative options considered

 

None.

 

The reason for the decision

 

At its meeting on 16 October 2020 the Overview and Scrutiny Committee agreed to submit the report to the Executive.

 

The decision

 

Resolved

 

That the Executive would ensure the environmental health services provided by the Council are adequately resourced to ensure future resilience in addressing any public or environmental health issues affecting the borough.

 

Councillor M Heaslip left the meeting

211.

Finance System Replacement pdf icon PDF 244 KB

Additional documents:

Minutes:

The subject of the decision

 

The Head of Financial Services submitted a report which sought members approval for the award of contract for an Enterprise Resource Planning (ERP) to replace the current finance system, and to provide integrated applications to manage the business and opportunities to transform back office functions in Finance, Payroll and HR.

 

Councillor J Lister moved the recommendation as per the report; this was seconded by Councillor M Fitzgerald. The motion was unanimously agreed.

 

Alternative options considered

 

Replacing the system ‘like for like’,

 

Replacing the systems for Finance, HR and Payroll with standalone systems,

 

An Enterprise Resource Planning solution.

 

The reason for the decision

 

A procurement had been undertaken to replace the current finance system with a modern ‘cloud’ based application.

 

The decision

 

Resolved

 

That the award of the contract to Supplier A be approved.