Agenda and minutes

Strategy and Resources Committee
Monday, 15th January, 2018 7.30 pm

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

Contact: Fiona Bywaters, Head of Committee and Management Support (Interim)  Tel: 020 8770 4990 | Email:  committeeservices@sutton.gov.uk

Link: Audio Recordings

Items
No. Item

31.

Apologies for absence

Minutes:

Apologies were received from Councillor Sunita Gordon.

32.

Declarations of Interest

Minutes:

No declarations of interest were made.

33.

Any Items the Chair deems urgent

Minutes:

No urgent items were raised.

34.

Minutes pdf icon PDF 170 KB

To approve the minutes of the meeting held on 6 November 2017.

Minutes:

RESOLVED: that the minutes of the meeting held on 06 November 2017 were agreed as a correct record and signed by the chair.

35.

Annual Audit Letter pdf icon PDF 133 KB

The Annual Audit Letter for 2016/17 formally reports the outcome of the external audit of the Council’s financial statements for the year and the auditor’s opinion on the Council’s arrangements to secure value for money. The auditor gave an unqualified opinion on the financial statements, including the pension fund statements, and concluded that the arrangements to secure value for money were adequate.

Additional documents:

Minutes:

The Strategic Director - Resources presented the report which covered the outcome of the external audit of the Council’s financial statements for the year and the auditor’s opinion on the Council’s arrangements to secure value for money.

 

Members wished their thanks to officers to be placed on record for their work in helping the Council achieve this excellent judgement by the Auditors.

 

RESOLVED: that

1.    The external auditor’s unqualified opinion on the Council’s financial statements for the 2016/17 year be noted as well as the auditor’s conclusion that the Council’s arrangements to secure value for money were adequate.

2.    It be noted that work to address the auditor’s recommendations is in progress.

36.

London Pilot Business Rates Pool pdf icon PDF 272 KB

This report recommends that Council agrees to formally enter into the pool.

Minutes:

The Strategic Director - Resources presented the report which recommended that Council agrees to formally enter into the pool.

 

RESOLVED: that

1.    The designation by the Secretary of State as an authority within the

London Business Rates Pilot Pool pursuant to 34(7)(1) of Schedule 7B Local Government Finance Act 1988 be approved and accepted.

2.    Participation in the London Business Rates Pilot Pool with effect from 1 April 2018 be agreed.

3.    The Authority's administrative functions as a billing authority pursuant to the Non-Domestic Rating (Rates Retention) Regulations 2013 be delegated to the City of London Corporation ("COLC") acting as the Lead Authority.

4.    The Lead Authority be authorised to sub-contract certain ancillary administrative functions regarding the financial transactions (payment of tariffs and top-ups) within the Pool to the GLA as it considers expedient.

5.    Authority be delegated to the Strategic Director - Resources, in consultation with the Lead member for Resources, to agree the operational details of the pooling arrangements with the participating authorities.

6.    Such Memorandum of Understanding be entered into with the participating authorities as may be necessary to implement and / or regulate the pool and authority be delegated to the Strategic Director - Resources to negotiate, finalise and execute the same on behalf of the authority.

7.    The Leader of the Council be authorised to represent the Authority in relation to consultations regarding the London Business Rates Pilot Pool consultative as may be undertaken by the Lead Authority pursuant to the Memorandum of Understanding.

8.    Authority be delegated to the Strategic Director - Resources, in consultation with the Lead Member for Resources, to consider such consultative reports as the Lead Authority may circulate and to respond on behalf of the authority with regard to any recommendations and in particular, proposals for projects to be approved for funding from the Strategic Investment Pot.

9.    The functions of assessment, due consultation and approval of projects eligible for funding from the Pool's Strategic Investment Pot be delegated to the Lead Authority following consultation with the participating authorities (provided that at least two thirds of such participating London Boroughs are (including the City of London Corporation) in favour of the relevant recommendation as well as the Mayor of London, and that no entire sub-region is in disagreement with the decision) on such terms and conditions as shall ensure value for money and compliance with the law.

37.

Request for delegated authority to award tender on behalf of the London Libraries Consortium pdf icon PDF 159 KB

The London Libraries Consortium has agreed that it is appropriate to go out to the market and source a more modern, cost effective system that suits the needs of a modern library service.

Additional documents:

Minutes:

The Head of Libraries, Heritage and Arts presented the report, accompanied by the Assistant Director, People Services Directorate (Wellbeing).

Members requested that the abbreviation ‘PCR’ in recommendation 2.1 be clarified as: Public Contract Regulations 2015.

 

It was also requested that authority be delegated in consultation with the Chair of Environment and Neighbourhood Committee.

 

RESOLVED: that

1.    Authority be delegated to the Strategic Director - People to award the Single Supplier Framework Agreement, in consultation with the Chair of Environment and Neighbourhood Committee, on behalf of the London Libraries Consortium, to the winner of the competitive procurement process carried out in accordance with the Public Contract Regulations 2015.

2.    Authority be delegated to the Strategic Director - People, in consultation with the Chair of Environment and Neighbourhood Committee, to enter into a call off contract with the winner of the competitive procurement process for the services Sutton requires.

38.

Constitutional Updates pdf icon PDF 210 KB

This report sets out proposals to delete the Appeals Committee, delegating that function to officers, and to create a Governance and Audit Committee for oversight of audit, standards and Human Resources (HR) functions.

 

It is also proposed that the Adult Social Services and Health Committee be merged with that of Children, Family and Education, in order to create a new ‘People’ Committee.

 

Finally, a number of changes to the Council Questions standing orders are recommended.

Additional documents:

Minutes:

The Assistant Director, Chief Executive's Directorate (Customers, Commissioning and Governance) presented the report. A minor amendment to recommendation 2.3 was announced in order that it read Paragraphs 4.1 to 4.10.

 

Following discussion, Members agreed an additional recommendation that Appendix A should be amended to include that that “The Chair of the Audit and Governance committee should not be a member of Strategy and Resources Committee.”

 

RESOLVED: that

1.    It be recommended to Council that Article 8 of the Council’s Constitution - Regulatory Committees and Other Bodies is amended to remove reference to the Appeals Committee and note that this function will be carried out by officers following the Annual Council Meeting in May.

2.    It be recommended to Council that authority be delegated to the Strategic Director - Resources to consult with the trade unions and determine a new employee appeals process to be conducted by officers.

3.    It be recommended to Council to appoint an Audit and Governance Committee to encompass the functions currently carried out by the Audit Committee and the Standards Committee with additional responsibilities for HR matters as set out in paragraphs 4.1-4.10, effective following the Annual Council Meeting in May.

4.    It be recommended to Council to approve the purpose and functions of the Audit and Governance Committee for inclusion in Article 8 of the Council’s Constitution, as set out at Appendix A.

5.    It be recommended to Council to approve the amendment of Article 9 of the Council’s Constitution - Standards Committee to note that the responsibilities for the Code of Conduct and Standards Regime will be delegated to the Governance and Audit Committee.

6.    It be recommended to Council to delegate authority to the Monitoring Officer to consider and determine requests to grant dispensations to members with a Disclosable Pecuniary or ‘other’ interest to allow them to attend meetings from which they would otherwise be excluded in accordance with provisions of the Localism Act.

7.    It be recommended to Council that the Members’ Allowance Scheme is updated to delete the Appeals and Audit Committee Chair Special Responsibility Allowances (SRA) and create SRAs for the Chair of the Audit and Governance Committee at the same level as the Audit Committee Chair and the Vice Chair of the Audit and Governance Committee at the same level as the Pension Committee Chair.

8.    The Leader of the Council be authorised to write to the outgoing Independent Chair and Independent Members of the Standards Committee to thank them on behalf of the Council for their years of voluntary public service in fairly and impartially overseeing standards of behaviour in the Council.

9.    It be recommended that Council approve the deletion of Section 2, Article 7, Paragraphs 7.12 to 7.14 inclusive, relating to the Adult Social Services and Health Committee and the Children, Family and Education Committee, replacing with the purpose and functions of a new People Committee (as outlined in Appendix B).

10.It be recommended that Council approve the changes to standing orders in relation  ...  view the full minutes text for item 38.