Agenda and minutes

Strategy and Resources Committee
Monday, 31st October, 2016 7.30 pm

Venue: Civic Offices, St Nicholas Way, Sutton SM1 1EA

Contact: Alexa Coates, Head of Committee and Management Support  Tel: 020 8770 5094 | Email:  alexa.coates@sutton.gov.uk

Items
No. Item

21.

Apologies for absence

Minutes:

There were no apologies for absence.

 

22.

Declarations of Interest

Minutes:

Councillors Whitehead and McCoy declared a conflict of interest in item 7. Building Utilisation Implementation Board Report, in relation to decisions in connection to Culvers Lodge, as directors and trustees of the Wandle Valley Regional Park Trust as appointed by the council. The Councillors indicated that they would not take part in that element of the decisions.

23.

Any Items the Chair deems urgent

Minutes:

There were no urgent items.

24.

Minutes pdf icon PDF 53 KB

To approve as a correct record the minutes of the meeting held on 18 July 2016.

Minutes:

The minutes of the meeting held on 18 July 2016 were agreed as a correct record and signed by the chair, subject to the inclusion of Councillor Jane Pascoe on the attendance list, who attended the meeting as a substitute for Councillor Tim Crowley.

 

25.

Performance and Finance Report Period 2 2016/17 pdf icon PDF 152 KB

This report provides a full update on progress against the Council’s 2016/17 Strategic Commissioning Plan up to September 2016.An overview of performance and finance from July to September 2016 is provided through the corporate balanced scorecard which is available via Covalent.

Additional documents:

Minutes:

The Executive Head of Finance and the Executive Head - Customers. Commissioning and Governance introduced the report which set out a full update on progress against the Council’s 2016/17 Strategic Commissioning Plan up to September 2016 and an overview of performance and finance from July to September 2016. A current overview of the Council’s revenue and capital financial position and the key corporate risks from the Medium Term Financial Plan was tabled at the meeting.

 

Members discussed use of reserves, specifically in relation to a projected overspend in Asset Planning, members discussed that reserves should only be used if the position had not improved by year end. In the event that reserves were used, if the position improved in future years, any savings should be reallocated back into reserves. This position was supported when members voted on the recommendations.

 

Resolved

 

  1. That the performance against the 2016/17 Strategic Commissioning Plan as set out at Appendix A be noted.

 

  1. That the projected revenue outturn position, which was provided at the meeting, be noted.

 

  1. That the use of £121,000 from the transitional grant reserve be agreed.

 

  1. That the projected capital position which was provided at the meeting be noted.

 

  1. That the capital programme adjustments as set out at Appendix C to the report be agreed.

 

26.

The Old Rectory pdf icon PDF 206 KB

To consider proposals for the future use of the Old Rectory.

Additional documents:

Minutes:

The Strategic Director - Resources presented the report which outlined proposals for future use of the Old Rectory. The report explained that the proposal by the Carshalton Old Rectory Association (CORA) to convert the building into a community visual arts centre was not considered viable by the Council. Two options were put forward for mixed-use residential/commercial refurbishment.

 

As part of the course of discussion members asked, that in the interests of transparency, the names of those who make up CORA be available to members. This can be found on the charity commission website: http://apps.charitycommission.gov.uk/Showcharity/RegisterOfCharities/ContactAndTrustees.aspx?RegisteredCharityNumber=1165834&SubsidiaryNumber=0

 

Resolved

 

  1. That Option One, for the conversion of the Old Rectory, Carshalton into a mixed use building that includes four residential flats and a ground floor and basement space to let for commercial use, be approved

 

  1. That the Strategic Director of Resources be authorised to negotiate and agree terms with Sutton Living for a 125 year lease for the building to undertake the conversion works and let the four residential flats to be created in the building.

 

(Note: in accordance with procedure rule 15.4 Councillors Crowley, Garratt and Hicks, requested that their abstention from the vote be recorded as they wanted CORA to be given more time in order to demonstrate how they would meet the three key outcomes set out by the Council.)

 

27.

Building Utilisation Implementation Board Report pdf icon PDF 223 KB

This report sets out the recommendations of the BUI Board for the future use of four Council buildings - Culvers Lodge, Hackbridge; Lindbergh Play Centre, Wallington; The Grange Lodge, Beddington Park and Quarry Cottage, Seears Park, Cheam - having assessed a range of options for each building using the Buildings Utilisation Options Framework agreed by Strategy & Resources Committee.

Additional documents:

Minutes:

The Strategic Director of Resources presented the report which set out the recommendations Building Utilisation Implementation (BUI) Board relating to the future use of four Council buildings - Culvers Lodge, Hackbridge; Lindbergh Play Centre, Wallington; The Grange Lodge, Beddington Park and Quarry Cottage, Seears Park, Cheam - having assessed a range of options for each building using the Buildings Utilisation Options Framework agreed by Strategy & Resources Committee.

 

Resolved

 

In connection with Culvers Lodge, Hackbridge

 

  1. That it be agreed that the Wandle Valley Regional Park Trust (WVRPT) be allowed to take forward proposals to redevelop the existing Lodge into a mixed use building comprising office space with a community space/meeting room and social enterprise bike hub.

 

  1. That subject to the WVRPT securing the development funds required for the project, the Executive Head of Asset Planning, Management & Capital Delivery be authorised in consultation with the Head of Shared Legal Services to negotiate and agree terms for a 99 year lease at market value for the building.

 

  1. That development proposals for residential development on the land adjacent to the Lodge are brought forward with the involvement of a Registered Provider and that the Executive Head of Housing and Regeneration be authorised to procure and agree terms for the development.

 

In connection with the Lindbergh Play Centre, Wallington

 

  1. That the building be transferred to Limes College on terms that restrict it for use as a Pupil Referral Unit for primary school students.

 

In connection with Quarry Cottage, Seears Park, Cheam

 

  1. That the Council, In its capacity as sole Trustee of the Charity of John
    Seears for an Open Space and Recreation Ground, grants Sutton Living a 125 year lease at market value to convert the building into two residential flats, subject to consent of the Charity Commission.

 

In connection with Grange Lodge, Beddington Park, Beddington

 

  1. That Sutton Living be granted a 125 year lease at market value to convert the Lodge and its outbuildings into residential accommodation.

 

(Note: in accordance with procedure rule 15.4 Councillors Crowley, Garratt and Hicks, requested that their abstention from the vote be recorded in relation to recommendation 5 (Quarry Cottage, Seears Park, Cheam))

 

28.

Corporate Asset Management Strategy 2015 to 2019: Annual Report pdf icon PDF 214 KB

Strategy & Resources Committee agreed to receive an annual report on progress with delivery of the Corporate Asset Management Strategy when it was agreed at its 9 February 2015 meeting. The strategy also included the creation of an Investment Property Portfolio which officers were directed to manage on a commercial basis. This report sets out progress with delivery of the strategy, noting that good progress has been made.

 

Additional documents:

Minutes:

The Strategic Director of Resources presented the report which set out the progress of the delivery of the Corporate Asset Management Strategy  and the investment property portfolio.

 

Resolved

 

  1. That the progress made to date in delivering the Corporate Asset Management Strategy 2015 to 2019 be noted

 

  1. That the following properties be taken off the disposals programme and continue to be held in the Investment Property Portfolio for income generation:

a.         7/7A High Street, Cheam

b.         9/9A High Street, Cheam

c.         11 Lower Road, Sutton.

 

29.

Grant of Academy Lease for Belmont Site pdf icon PDF 146 KB

Following the approval by the Department for Education of the Harris Academy as the free school provider for the new secondary school to be built at the London Cancer Hub in Belmont, the Council is pressing forward with plans for the construction of the school.

Minutes:

The Strategic Director of Resources presented the report which provided an update on construction plans following approval by the Department for Education of the Harris Academy as the free school provider for the new secondary school to be built at the proposed site of the London Cancer Hub in Belmont. The Strategic Director of Resources, requested that recommendation 3 be amended to include that the decision would be taken in consultation with the relevant lead member and it was suggested that recommendation 1 also be amended to refer to the ‘proposed’ London Cancer Hub.

 

Resolved

 

  1. That the decision of the Department for Education to approve a free school at the proposed London Cancer Hub site and the Education Funding Agency’s formal approval for the Council to deliver the project on their behalf be noted

 

  1. That it be noted that the free school sponsor has indicated their confidence for the Council to deliver the school including the further work required to design, procure and deliver the school.

 

  1. That the Strategic Director for Resources, in consultation with the relevant lead member, be authorised to negotiate and agree Heads of Terms with the Education Funding Agency and the free school sponsor, The Harris Federation, for the Academy lease that will be required to secure funding for the project, and form the basis of the lease to be subsequently agreed for transfer of the land and school buildings.

 

  1. That it be noted that any proposal will be subject to planning permission in the usual way and this will be considered by the Planning Committee in due course.

 

30.

Constitutional Updates pdf icon PDF 254 KB

To consider updates to the Council’s Constitution.

Additional documents:

Minutes:

Before the Executive Head of Customers, Commissioning and Governance introduced the report, the Chief Executive stated that the three statutory officers present (Head of Paid Service, Section 151 Officer and Monitoring Officer) had an interest in the report as their contract positions were affected by the changes introduced by the Local Authorities (Standing Orders) (England) (Amendment) Regulations 2015. The report sought approval to update the Council’s Constitution.

 

Resolved

  1. To recommend to Council that the Planning Protocol (Appendix A) be included in the Council’s Constitution and endorse the principles of Planning Committee training as set out in paragraph 4.2 of the report.


  2. To recommend to Council the constitutional changes to the Scheme of Delegation for Planning matters as set out in Appendix B of the report.

 

  1. To recommend to Council that a Disciplinary Investigation Panel is established in accordance with the Local Authorities (Standing Orders) (England) (Amendment) Regulations 2015 as set out in paragraph 4.8 of the report.

 

  1. To recommend to Council the Constitutional changes relating to the Local Authorities (Standing Orders) (England) (Amendment) Regulations 2015 as set out in paragraphs 4.5-4.8 of the report.

 

  1. To recommend to Council that the Members’ Use of Resources Protocol (Appendix C) be included in the Council’s Constitution.

 

  1. To recommend to Council the changes to procedures for appointment of community representatives for local committees as set out at para 4.9 of the report.

 

  1. To recommend to Council constitutional changes to Pension Committee purpose and functions set out in Section 2 Article 8 of the Council’s Constitution as set out in para 4.10 of the report.

 

  1. To recommend to Council the constitutional changes to decision thresholds for standing committees as set out in paragraphs 4.13 of the report.

 

  1. To recommend to Council that the Monitoring Officer is delegated authority to make any consequential amendments to the Council’s Constitution arising from this report and subsequent decisions.

 

31.

Appointment of Temporary Worker Supplier (Agency staff) pdf icon PDF 184 KB

This paper seeks approval from the Strategy and Resources Committee to delegate authority to the Strategic Director of Resources to enter into a new contract with Adecco for the delivery of agency workers.

Minutes:

The Strategic Director of Resources, introduced the report which sought approval for the Council to enter into a new contract with Adecco for the delivery of agency workers.

 

Resolved

 

That the Council enter into a contract with Adecco, the current managed service provider, appointed through the London Collaboration for a period of 2 years with the option to extend for a further 2 years from the expiry date of the current contract (25 November 2016).