Agenda and draft minutes

Consideration was given to a report presented by the Finance Manager, Neighbourhood and Adult Services, in relation to the budget monitoring during the 2012-13 financial year of the Neighbourhood General Fund.  The report detailed the projected end of year outturn position as at the end of September, 2012. 

The latest forecast showed an underspend of £80,000 against an approved net revenue budget of £2.859M.  The main variations against budget were:-

Environmental Health

-        Significant pressure at the start of the year due to the Vacancy Factor.  Merger of a number of teams into 1 joint Community Protection Team had identified savings within salaries with further planned savings and efficiencies on Transport and Supplies and Services resulting in a forecast underspend.

Public Health

-        Vacant posts on hold until the Public Health restructure fully implemented, now completed resulting in a underspend within Trading Standards.

Housing and Communities

-        Pressure in Community Safety Unit as a result of approved budget savings

-        Slippage in achieving the agreed savings due to the new structure not being implemented

-        Forecast underspend due to a vacant post in the Area Assemblies Teams and Management and Administration

-        Projected underspend in the Community Leadership Fund, although this had been approved for carry forward in previous years

Strategic Housing and Investment Service

-        Anticipated underspend on income from interest on the Equity Loan Scheme

-        Forecast underspend on the Lighting of Staircases budget based on cost to date projected to year end.

Central

-        Previously received a contribution from the Asylum Team as recognition of location costs.  The Asylum Grant had now ended and the work outsourced resulting in an income shortfall

-        Savings on supplies and services are reducing the overall pressure

To date there had been no spend on either Agency or Consultancy within Neighbourhoods General Fund budgets.  The only non-contractual overtime for Neighbourhoods related to grant funded overtime for the Food, Health and Safety Teams.

Resolved:- That the report be received and the latest financial projection against budget for 2012/13 noted.

The Director of Housing and Neighbourhoods presented a report on the Housing Revenue Account which was forecasting an outturn on budget with a transfer to working balances (HRA reserves) of £2.501M, a minimum increase of £663,000 above the approved budget.

Appendix A of the report submitted illustrated the forecast year end spend on Repairs and Maintenance.   It was difficult to forecast the empty homes budget given the responsive nature of the Service.  The original budget was based on an estimated 1,600 minor voids in year; the actual number of voids to Quarter 2 was 72 below the budgeted sum.  However, it was a responsive budget and in light of the 2011/12 outturn and a recent surge in numbers, the forecast was currently to budget.

Negotiations were almost complete on the rebasing of the Price Per Property for 2012/13 within the Repairs and Maintenance contract with savings anticipated and work is being scoped to utilise the likely additional budget focusing on external works.

Any underspend that may occur within the budget would be carried forward into 2013/14 to address investment issues identified within the 30 Year Business Plan.

It was noted that the total expenditure within Supervision and Management was forecast to overspend by £167,000.  This was due in the main to the purchase of furniture within the Furnished Homes Service but was offset by additional charges generated by more take up of the Service, savings within Supervision and Management and Rent, Rates and Taxes budget.

The report provided details of:-

-        Budget Operating Statement (Appendix A)

-        Income and expenditure charged to the HRA

-        Projected outturn based upon activity to the end of September, 2012 (Appendix A Column B)

-        Repairs and Maintenance

-        Supervision and Management

-        Income

Discussion ensued on the report with the following issues raised/clarified:-

-        The recharging of tenants for items of furniture removed from a property

-        Marketing of Council garages in an attempt to reduce the number of voids

Resolved:-  That the report be noted.

The Director of Housing and Neighbourhoods presented a report on the current position to date on the 2012/13 Capital Programme together with a forecast outturn position to the end of the financial year.

Based upon activity to date, the forecasted outturn position was that spend would be contained within the revised budget of £24.554M.

The report set out a scheme by scheme analysis of spend against the approved Programme with explanations for any significant variances including:-

-        Total Capital Works to Properties

-        Fair Access For All

-        Regeneration and Neighbourhood Renewal

-        Other Public Sector

Discussion ensued on the report with the following issues raised/clarified:-

-        Relevant Ward Members should be made aware of any concerns regarding central heating/boiler replacement

-        Some communal doors should be replaced with sliding doors

Resolved:- That the report and the revised budget position be noted.

- to follow

This item was withdrawn from the agenda and would be submitted to a future meeting.

Resolved:-  That, under Section 100A(4) of the Local Government Act 1972, the press and public be excluded from the meeting for the following item of business on the grounds that it involves the likely disclosure of exempt information as defined in Paragraph 3 of Part I of Schedule 12A to the Local Government Act 1972 (information relating to the financial or business affairs of any particular person (including the Council)).

Resolved:-  That, under Section 100A(4) of the Local Government Act 1972, the press and public be excluded from the meeting for the following item of business on the grounds that it involves the likely disclosure of exempt information as defined in Paragraph 3 of Part I of Schedule 12A to the Local Government Act 1972 (information relating to the financial or business affairs of any particular person (including the Council)).

The Director of Housing and Neighbourhoods Services reported receipt of a tender for the upgrading works to the external envelope of 55 ‘Reema Hollow Panel’ properties and 1 ‘Reema Conclad’ property at various locations in Swallownest and Aston.

Under the YORbuild Framework rotation system, the contractor had been invited to submit a price for the project works.  The tender had been checked and found to be arithmetically correct.

As the tender was above £500,000, in accordance with Standing Orders Clause 33.2, it required Cabinet Member approval.

It was important that a start on site be achieved as soon as possible to mitigate possible delays associated with Winter weather as a significant element of the works was external.

Resolved:-  That the tender submitted by Mansell Construction  Services Ltd. (Yorkshire), dated 1^st October, 2012, in the sum of £550,000, be approved.