Agenda, decisions and minutes

Executive
Tuesday, 19th February, 2019 7.00 pm

Venue: Council Chamber, Millmead House, Millmead, Guildford, Surrey GU2 4BB. View directions

Contact: John Armstrong, Democratic Services Manager. Tel: 01483 444102  Email: john.armstrong@guildford.gov.uk

Media

Items
No. Item

EX79

Apologies for Absence

Additional documents:

Decision:

Apologies for absence were received from Councillors Philip Brooker, Nigel Manning, and David Wright.

 

Minutes:

Apologies for absence were received from Councillors Philip Brooker, Nigel Manning, and David Wright.

 

EX80

Local Code of Conduct - Disclosable Pecuniary Interests

In accordance with the local Code of Conduct, a councillor is required to disclose at the meeting any disclosable pecuniary interest (DPI) that they may have in respect of any matter for consideration on this agenda.  Any councillor with a DPI must notparticipate in any discussion or vote regarding that matter and they must also withdraw from the meeting immediately before consideration of the matter.

 

If that DPI has not been registered, the councillor must notify the Monitoring Officer of the details of the DPI within 28 days of the date of the meeting.

 

Councillors are further invited to disclose any non-pecuniary interest which may be relevant to any matter on this agenda, in the interests of transparency, and to confirm that it will not affect their objectivity in relation to that matter.

 

Additional documents:

Decision:

There were no disclosures of pecuniary interests.

 

The following councillors disclosed non-pecuniary interests in respect of item 5 on the agenda:

 

Councillor

Nature of interest

Councillor Paul Spooner

Trustee of Citizens Advice Ash

Councillor Matt Furniss

Trustee of Oakleaf Enterprise and Cruse Bereavement Care South West Surrey

Councillor Gordon Jackson

Trustee of Citizens Advice Ash

Councillor Jo Randall

Council representative on Home-Start Guildford

Councillor Caroline Reeves

Trustee of Guildford Action for Families and Guildford Action Day Service

 

 

 

Minutes:

There were no disclosures of pecuniary interests.

 

The following councillors disclosed non-pecuniary interests in respect of item 5 on the agenda (Minute No. EX83 below):

 

Councillor

Nature of interest

Councillor Paul Spooner

Trustee of Citizens Advice Ash

Councillor Matt Furniss

Trustee of Oakleaf Enterprise and Cruse Bereavement Care South West Surrey

Councillor Gordon Jackson

Trustee of Citizens Advice Ash

Councillor Jo Randall

Council representative on Home-Start Guildford

Councillor Caroline Reeves

Trustee of Guildford Action for Families and Guildford Action Day Service

 

 

EX81

Minutes pdf icon PDF 268 KB

To confirm the minutes of the meeting of the Executive held on 22 January 2019.

Additional documents:

Decision:

The Executive approved the minutes of the meeting held on 22 January 2019.  The Chairman signed the minutes.

 

Minutes:

The Executive approved the minutes of the meeting held on 22 January 2019.  The Chairman signed the minutes.

 

EX82

Leader's Announcements

Additional documents:

Decision:

The Leader commented on the conclusion of the Local Plan hearing that took place on 12 and 13 February and reported that the Inspector had confirmed that, subject to final checks and his report, the Guildford Borough Local Plan was sound.  The Inspector would be sending the report to us for fact-checking and then issuing the final report as quickly as possible thereafter. The expectation was that the formal adoption process, via full Council, would also be put in place as quickly as possible.

 

The Leader also commented that the resurfacing works to North Street would commence, subject to weather conditions, on 27 February 2019.

 

 

Minutes:

The Leader commented on the conclusion of the Local Plan hearing that took place on 12 and 13 February and reported that the Inspector had confirmed that, subject to final checks and his report, the Guildford Borough Local Plan was sound.  The Inspector would be sending the report to us for fact checking and then issuing the final report as quickly as possible thereafter. The expectation was that the formal adoption process, via full Council, would also be put in place as quickly as possible.

 

The Leader also commented that the resurfacing works to North Street would commence, subject to weather conditions, on 27 February 2019.

 

 

EX83

Allocation of Grants to Community and Voluntary Organisations 2019-20 pdf icon PDF 272 KB

Additional documents:

Decision:

Decision:

 

That, subject to approval of the proposed budget for voluntary and community grants by the Council at its meeting on 26 February 2019:

 

(1)         the allocation of community grants for 2019-20, as set out in Appendix 1 to the report submitted to the Executive, be approved;

 

(2)         the transfer of £69,964 from the community grants budget to the budget for grants to voluntary organisations for 2019-20, be approved; and

 

(3)         the allocation of grant funding to voluntary organisations for 2019-20, as set out in Appendix 2 to the report, be approved.

 

Reasons:

To enable the grants process for 2019-20 to be implemented.

 

Alternative options considered and rejected by the Executive:

None

 

Details of any conflict of interest declared by the Leader or lead councillors and any dispensation granted:

None

 

Minutes:

The Executive considered a report setting out the proposed allocation of grants to voluntary and community organisations for 2019-20. 

 

In relation to the community grants scheme, the Executive noted that charitable, social enterprise, community and voluntary organisations were eligible to apply.  The scheme did not provide year-on-year funding for the same project, and support was directed to projects that would become self-sustaining in the future. The provisional community grants budget for 2019-20 was £132,360.

 

The maximum grant available under the scheme was £15,000 or 50% of the cost of the project, whichever was the lower.

 

In relation to the voluntary grants scheme, the Executive noted that these were awarded to voluntary organisations for projects that:

 

·          supported older people in our community

·          supported vulnerable and less advantaged people in our community

·          protected or enhance our environment

·          enhanced our sporting, cultural and recreational facilities

·          delivered health and wellbeing improvement for our residents

·          prevented homelessness and rough-sleeping in the borough

·          provided skills, training and work opportunities for residents

·          delivered initiatives to address issues of rural deprivation

 

The provisional budget for voluntary grants for 2019-20 was £178,870.  In order to protect and maintain services to some of the most vulnerable and disadvantaged residents, the report had proposed to transfer £69,964 from the community grants budget to support the voluntary grants scheme in 2019-20, which would provide a total pot of £248,834 for 2019-20.

 

Applications had been assessed by the Grants Panel, comprising Councillors Geoff Davis, Angela Goodwin, and Nigel Kearse, in November 2018.

 

Each application had been scored against the relevant criteria for the respective schemes, details of which were set out in the report.

 

The Executive acknowledged that the Grants Panel was currently undertaking a review of the Council’s grant support to external organisations and meetings were being held with regular recipients to discuss future options.  This work would progress alongside the Future Guildford transformation programme and it was anticipated that recommendations would be submitted for consideration prior to the 2020-21 grant funding round.

 

Some councillors expressed their frustration over the time taken to undertake the review, and suggested that decisions on the award of grants needed to be made much earlier in order to give applicants a better idea of their budgets for the following financial year.

 

Having considered the report, the Executive

 

RESOLVED: That, subject to approval of the proposed budget for voluntary and community grants by the Council at its meeting on 26 February 2019:

 

(1)         the allocation of community grants for 2019-20 as set out in Appendix 1 to the report submitted to the Executive, be approved;

 

(2)         the transfer of £69,964 from the community grants budget to the budget for grants to voluntary organisations for 2019-20 be approved; and

 

(3)         the allocation of grant funding to voluntary organisations for 2019-20, as set out in Appendix 2 to the report, be approved.

 

Reason:

To enable the grants process for 2019-20 to be implemented.

 

EX84

Future Guildford Transformation Programme pdf icon PDF 578 KB

Additional documents:

Decision:

Decision:

 

(1)     That the report, including its findings and analysis, be noted taking into account the matters raised by the Overview and Scrutiny Committee at its special meeting on 6 February 2019.

 

(2)     That the Director of Finance be authorised to include the implementation costs and savings within the 2019-20 budget and the Council’s medium term financial plan as part of producing the final detailed budget book for 2019-20.

 

Alternative options considered and rejected by the Executive:

Option 2 – To continue with the Channels for Change approach, as described in the report. 

 

Details of any conflict of interest declared by the Leader or lead councillors and any dispensation granted:

None

 

Recommendation (to Council: 26 February 2019):

 

(1)     That Option 1 be adopted, as described in the body of the report submitted to the Executive – that is, that the Managing Director be authorised, in consultation with the Leader of the Council, to take all necessary steps to develop the Future Guildford Programme, developing the opportunities and approach described in the Future Operating Model Blueprint (the “Blueprint”, attached as the “Not for Publication” Appendix 7to the report), in accordance with the accompanying timeframe, and undertaking appropriate consultation.

 

(2)         That the implementation budget described in Section 9 of the report be approved, and that the implementation costs be financed from the specific earmarked reserves referred to in paragraph 9.6 of the report.

 

(3)         That the Managing Director, in consultation with the Leader of the Council, be authorised:

 

(a)   following appropriate consultation, to make a recommendation relating to the staffing structure and responsibilities of senior posts (that is, at Director level), to the Employment Committee; and

(b)   to determine an appropriate recruitment strategy in consultation with the Employment Committee; 

 

(4)         That the Employment Committee be authorised to determine who is appointed to the available posts referred to in paragraph 3 (a) above on the advice of the Managing Director.

 

(5)         That the Overview and Scrutiny Committee be requested to monitor progress of each stage of the implementation of the Future Guildford programme.

 

Reasons:

To improve the Council’s services and customer care, modernise our services and systems, make us more efficient and deliver the savings required to address our financial challenges.

Minutes:

The Executive considered the Managing Director’s report setting out the proposal, called Future Guildford, to reorganise the whole Council.  Despite achieved savings, wise investments and effective financial management, the Council still faced significant funding challenges.  To help meet these challenges, the Council needed to reorganise and transform the way it works and provides services to residents. 

 

The Council had previously delivered transformation through Fundamental Service Reviews, Lean Reviews and service redesign. These reviews had mainly been concentrated on one specific service area and had not looked at the synergies and opportunities across the whole organisation.   Whilst these approaches had delivered significant savings, it was clear that financial challenges, customer expectations, the limitations of the Council’s ICT systems and infrastructure and the need to be more efficient, were demanding a new approach. 

 

Future Guildford had been informed through the work of Ignite (management consultants) and was based on investing in ICT infrastructure, increasing customer self-service, better focus on commissioning and commercial opportunities, addressing issues of duplication and redesigning services to improve service delivery and being more efficient. 

 

To achieve this, there would be a need to invest in the replacement of ICT systems, potential redundancy costs (where, subject to consultation, redundancies take place), and implementation costs.   The savings from this exercise, which would address the financial challenges faced by this Council, were set out in the report.

 

The Executive noted that whilst Ignite had provided the model and expertise to inform the approach, the implementation of Future Guildford would be managed through the Project Board using local knowledge of the Council and borough, to ensure a measured, balanced and appropriate approach.  Corporate Management Team would also monitor the project on a weekly basis and updates provided to the Executive.  The Overview and Scrutiny Committee would also be asked to monitor progress of each stage of the implementation of the Blueprint (Future Guildford programme).

 

The report, including the Blueprint, had also been considered by the Overview and Scrutiny Committee at its special meeting held on 6 February 2019, and details of the matters raised at that meeting were set out in the report.

 

Councillors acknowledged that the decision to proceed with implementation of Future Guildford was necessary and that the process would be very challenging.  It was also noted that the manner in which staff had engaged in the work with Ignite had been encouraging. Continuing open and honest communication with staff, and also with residents, would be crucial. 

 

Emphasis was placed on the need for a supportive and collaborative approach to the implementation of Future Guildford by both staff and councillors, including comprehensive training for staff and councillors.

 

Having considered the report and the Blueprint, the Executive

 

RESOLVED:

 

(1)     That the report, including its findings and analysis, be noted taking into account the matters raised by the Overview and Scrutiny Committee at its special meeting on 6 February 2019.

 

(2)     That the Director of Finance be authorised to include the implementation costs and savings within the 2019-20 budget and the Council’s  ...  view the full minutes text for item EX84