Agenda and draft minutes

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

40.

Apologies for absence

Minutes:

Apologies for absence were received from Councillor Richard Broadbent and Councillor Arthur Hookway attended as substitute member.

41.

Declarations of Interest

Minutes:

There were no declarations of interest.

42.

Any Items the Chair deems urgent

Minutes:

There were no urgent items, however at this point the chair advised that item 14, Alterations to Senior Management Structure had been withdrawn and that item 9 Quarry Cottage, Seears Park - Options for Future Use would be taken with the petition. Item 6 Commissioning and Financial Planning 2017-18 to 2019-20 (including revenue budget) would be taken at the end of the agenda.

43.

Minutes pdf icon PDF 133 KB

To approve as a correct record the minutes of the meeting held on 16 January 2017.

Minutes:

The minutes of the meeting held on 16 January 2017 were approved as a correct record of the meeting and signed by the chair.

44.

Petition - Quarry Cottage/Seears Park pdf icon PDF 139 KB

To consider a petition submitted to the Committee in relation to Quarry Cottage.

 

Minutes:

Clare Burke, lead petitioner addressed the meeting and outlined that the petition was started due to concerns that Yourspace.compost were unable to secure a lease and provide a cafe facility in the park. The petitioner explained that the situation had now moved on and was happy with the proposal outlined, in the later report, that Sutton Living be granted a lease, on the proviso that any profits generated from the lease could be re-invested into the charity and invested in lines with the aims of the charity.

 

There were no questions from Councillors and the Chair thanked Ms Burke for attending the meeting.

45.

Quarry Cottage, Seears Park - Options for Future Use pdf icon PDF 113 KB

To consider the options for future use following a referral back to the Strategy and Resources Committee by Full Council.

Additional documents:

Minutes:

 

The Executive Head of Asset Planning, Management & Capital Delivery presented the report which reported back on the options for future use of Quarry Cottage, Seears Park following consideration of the issues by Full Council.

 

Resolved

 

That the Council in its capacity as sole Trustee of the Charity of John Seears for an Open Space and Recreation Ground, grant Sutton Living a 125 year lease at market value to convert Quarry Cottage into two residential flats, or retain as a single family dwelling, subject to consent of the Charity Commission.

 

That, subject to Charity Commission consent, the Strategic Director - Resources be authorised to agree suitable terms for the lease of Quarry Cottage to Sutton Living.

 

That it be noted, if Sutton Living were unable to proceed with the refurbishment, offers to refurbish the cottage for re-use is sought through an open marketing process.

46.

Smaller, Bigger, Different: Sutton Organisational Development Strategy 2017-2022 pdf icon PDF 273 KB

Smaller BIGGER Different is a Smarter Council project which began in April 2016. In recognition of the significant amount of change that the Council has undergone in recent years, the aim of the project is to ensure that as an organisation we are ready for the challenges and opportunities that we are likely to face over the next five years and beyond. This report proposes the following: A new organisational development (OD) strategy for Sutton, changes to modernise, reinvigorate and embed our corporate values and an organisational purpose statement for the Council, which should underpin all organisational development initiatives going forward.

 

Additional documents:

Minutes:

The Executive Head of Customers, Commissioning and Governance presented the report, which proposed a new organisational development strategy for the Council.

 

Resolved

1.    That the smaller BIGGER Different organisational development strategy (attached at Appendix A) be adopted a key step in communicating the Council’s identity and strategic direction to all staff.

 

2.    That the proposal for modernising and reinvigorating the corporate values, including changing the meaning of the PRIDE acronym to People-focused, Responsible, Innovative, Diverse, Enterprising, be approved

 

3.    That “Together, making Sutton a better place to live, learn and work.” be adopted as the Council’s new organisational purpose statement.

 

(Note: in accordance with procedure rule 15.4 Councillors Crowley, Garratt and Hicks requested that their abstention on the vote be recorded)

47.

Acquisition of Land for the London Cancer Hub pdf icon PDF 164 KB

The London Cancer Hub (LCH) is a partnership between the London Borough of Sutton and the Institute of Cancer Research (ICR) supported by the Royal Marsden NHS Trust. It has the ambition of creating the world's leading life science district, specialising in cancer research and treatment. The ambition is that the London Cancer Hub would also be a cornerstone of regeneration and employment growth for the borough, boosting local business supply chains and expanding the land available for new enterprises. In order to secure the land needed to realise the LCH vision, the Council and the ICR propose to create a Limited Liability Partnership (LLP) to purchase the surplus Sutton Hospital site at Belmont and then in due course seek a development partner/investor to develop it into a world class cancer hub.

Additional documents:

Minutes:

The Strategic Director - Resources presented the report which proposed establishing a Limited Liability Partnership (LLP) with the Institute of Cancer Research in order to purchase the surplus Sutton Hospital site at Belmont. In relation to resolution 8 members requested that the governance of the reinvestment  of any revenue earned by the Council from LCH Company Limited and/or LCH LLP, involve member oversight.

 

Resolved

 

1.    That a Council wholly owned company, London Cancer Hub (LCH) Company Limited be established - which will become a partner to hold the Council’s interest in the LCH LLP, a new incorporated separate legal entity to be formed with the Institute of Cancer Research.

 

2.    That the Council, through its ownership of the LCH Company Limited, enters into a Limited Liability Partnership with the Institute of Cancer Research on a 50:50 ownership basis for the purposes of implementing proposals for the London Cancer Hub.

 

3.    That authority be delegated to the Strategic Director of Resources to agree the final terms of the  LCH LLP Agreement, Member Agreement and all ancillary legal documentation.

 

4.    That the acquisition of the land shown as Plot 1 (coloured green) on Appendix A from the Epsom & St Helier University Hospitals Trust (E&SHT) for the sum set out in the exempt report be agreed, using its interest in the LCH LLP, subject to a similar decision by the Board of the Institute of Cancer Research and direct that all necessary steps are taken to exchange and complete contracts for the acquisition.

 

5.    That authority be delegated to the Strategic Director of Resources to take all necessary steps to enable the LCH LLP  to acquire Plot 2 (coloured amber), Plot 3 (coloured red), Plot 4 (coloured sky blue) and Plot 6 (coloured purple) all on Appendix A, when declared surplus by the E&SHT.

 

6.    That it be agreed to enter into a loan agreement with LCH LLP for a sum equal to the purchase price plus acquisition costs for the purchase of Plot 1 and Plots 2,3,4 and 6.

 

7.    That it be agreed to incur capital expenditure for a sum of set out in the exempt report in the form of a loan to LCH LLP for the purchase of plot 1 and Plots 2,3,4 and 6.

 

8.    That authority be delegated to the Strategic Director, Environment, Housing and Regeneration in consultation with the Strategic Director of Resources to implement an appropriate mechanism, including member oversight, to reinvest any revenue earned by the Council from LCH Company Limited and/or LCH LLP into initiatives beneficial to the London Cancer Hub.

48.

Community Event Management pdf icon PDF 175 KB

This paper details the current issues with public events planning across the Council, recent changes to insurance arrangements and funding, and provides recommendations for the Council to enhance current arrangements to continue supporting local public event organisers.

Additional documents:

Minutes:

The Executive Head of Safer and Stronger Communities presented the report which made proposals to enhance current arrangements for supporting local public event organisers. The Chair requested that Annex B (list of community events) be circulated to all Councillors so they can advise on any other events that are known to them in their wards.

 

Resolved

 

1.    That the Events Planning Policy, set out in Annex A be agreed.

 

2.    That is be agreed to establish a £25,000 corporate events budget to support community events.

 

3.    That it be agreed that Local Committees are responsible for considering grant/fee applications and utilise the corporate events budget to support non-commercial community events, with significant community benefit.

 

4.    That the future insurance arrangements as detailed in section 4 of the report be noted.

49.

Voluntary Sector Development pdf icon PDF 125 KB

The proposals in this paper are intended to enhance the Council’s relationship with the local voluntary sector in the context of emerging Sutton Plan discussions.

Minutes:

The Executive Head of Customers, Commissioning and Governance presented the report which sought to clarify and enhance the Council’s relationship with the voluntary sector.

 

Resolved

 

1.    That the Sutton Compact, a long standing partnership agreement that sets out shared principles and guidelines for effective partnership working between government and the third sector, be refreshed as the key strategic forum for discussion between the Council and the sector and for the group to formally nominate voluntary sector representatives to attend key strategic forums including the Health & Wellbeing Board, the Local Safeguarding Children Board and the Safeguarding Adults Board.  An official link between the Compact and relevant Committee Chairs to be pursued.

 

2.    That the money currently used for the Voluntary Sector Infrastructure & Capacity Building Fund (VSICBF) be transferred to key partners within the sector who will, with the Council’s approval (and procurement advice), commission that support for themselves and manage the ongoing contract once the current contract ends.

 

3.    Following a recent review by Sutton Centre for the Voluntary Sector (SCVS) and the implementation of subsequent recommendations, invite Sutton Together to be joint-commissioner of the new arrangement assuming a formal protocol is agreed with the Council and a Chair is jointly elected (if not, a new partnership will be sought)

 

4.    That it be noted that Sutton Centre for the Voluntary Sector and the Volunteer Centre Sutton will provide the council with an independent feasibility study into a potential merger between the two organisations as agreed with the organisations. 

 

5.    That the Sutton Community Fund be reduced by 20% (£20,400) in 17/18 with any further reductions to be agreed as part of the future budget setting process but also that this reduction is, in part, mitigated by transferring a minimum of £4k (and a maximum of £15k) from the London Councils rebate for 16/17.

 

6.    That consideration be given to the allocation process for the SCF so that it can award small grants £1,000, one off grants up to £10,000 and longer term grants (up to £10,000 for 3 years).  The stipulation that an organisation may bid only once per year to be revoked. 

 

7.    That it be noted business support for the Sutton Compact group to be stipulated formally within the VSICBF contract.

50.

Scrutiny Committee Task and Finish Investigation on Consultation pdf icon PDF 427 KB

This reports sets out the recommendations from the investigation carried out by the Scrutiny task and finish group on consultation work along with the response to these from the Head of Commissioning Support as the lead officer responsible for consultations.  Also included is an updated version of the Council’s ‘Open Council’ framework.

 

Minutes:

Councillor Pat Ali, addressed the committee as Chair of the Scrutiny Committee, and outlined the process of the scrutiny investigation on the Council’s consultation processes.

 

Resolved

 

1.    That the actions suggested to address the recommendations in the Scrutiny Committee Consultation report be agreed

 

2.    That the updated ‘Open Council’ Framework, set out at Appendix B, be approved.

51.

Constitutional Review Report pdf icon PDF 115 KB

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

Additional documents:

Minutes:

The Chair advised that in agreement with the Leader of the Opposition this item would be postponed until more detailed work on the proposals had been completed with Councillors.

52.

Alterations to Senior Management Structure pdf icon PDF 135 KB

This report proposes a minor reconfiguration of the Council’s senior management.

Minutes:

This report was withdrawn.

53.

Commissioning and Financial Planning 2017-18 to 2019-20 (including revenue budget) pdf icon PDF 316 KB

This report seeks approval for the Council’s annual Commissioning and Financial Plan for 2017/18 to 2019/20

Additional documents:

Minutes:

The Executive Head of Finance and the Executive Head of Customers. Commissioning and Governance presented the report which sought approval of the Council’s annual Commissioning and Financial Plan for 2017/18 to 2019/20. Officers advised a small correction to the Member Allowance Scheme (Appendix K) that the Deputy Leader allowance should be £28,649.

 

Resolved

 

That the following recommendations be made to Full Council for consideration at its next meeting on 6 March 2017.

 

Commissioning intentions

1. That the Strategic Commissioning Plan at appendix A be agreed

 

Revenue Budget 2017/18

2. That the proposed General Fund net budget requirement of £140.784m summarised at appendix B and by Directorate at appendix L be agreed;

 

3. That the base budget changes set out in paragraphs 8.1 to 8.19 of the report and summarised in appendix C including a phased use of reserves be agreed;

 

4. That the savings proposed in appendix D be agreed;

 

5. That the rent reduction of 1% as mandated by the government be noted and that the Housing Revenue Account (HRA) budget 2017/18 (appendix E1)  be agreed including the proposed savings;

 

Capital Programme

6. That the revised capital programme for 2017/18 to 2018/19 with a total spend of £233m be approved, including the proposed funding arrangements and policies, as set out in section 9 of the report and appendix F;

 

7. That the expenditure to be incurred of £11.2m for the detailed 2017/18 Housing Capital Programme (appendix F3) and £759k for expenditure on Corporate Operational Buildings (appendix F4) be authorised;

 

Reserves

8. That the policy on reserves set out in paragraphs 8.47 to 8.48  of the report be agreed and that the reserve movements proposed in paragraphs 8.11-8.20, 8.34 and 8.49 of the report be noted;

 

Treasury Management

9. That the Treasury Management Strategy 2017/18 which includes the annual investment strategy, prudential indicators and borrowing limits as set out in appendix G be approved;

 

Council Tax

10. That the council tax for 2017/18 at £1,258.31 for a Band D property, an increase of £24.20 (2%) for the adult social care ‘precept’ and £24.08 (1.99%) for general purposes be agreed;

 

11. That the formal resolution at appendix H, including the council tax requirement of £89.928m be approved;

 

12. That the proposed Greater London Authority precept of £280.02, increased from £276 in 2016/17, be noted;

 

Other

13. That the Schools Funding Formula (appendix I) be approved;

 

14. That the Council’s pay policy statement for 2017/18 (appendix J) be approved; and

 

15. That the Members’ Allowances Scheme 2017/18 (appendix K) be approved.

 

(Note: in accordance with procedure rule 15.4 Councillors Garratt and Hicks requested that their abstention on the vote be recorded)