Agenda and draft minutes

Overview and Scrutiny Commission - Monday, 3rd February, 2025 7.00 pm

Venue: Committee Rooms A and B - Town Hall. View directions

Contact: Democratic Services  Email: democratic.services@crawley.gov.uk

Media

Items
No. Item

1.

Disclosures of Interest and Whipping Declarations

In accordance with the Council's Code of Conduct, councillors are reminded that it is a requirement to declare interests where appropriate.

 

Councillors must also declare if they are subject to their party group whip in relation to any items under consideration.

 

Minutes:

No disclosures or whipping of interests were made.

2.

Minutes pdf icon PDF 751 KB

To approve as a correct record the minutes of the Overview and Scrutiny Commission held on 13 January 2025.

 

Minutes:

The minutes of the meeting of the Commission held on 13 January 2025 were approved as a correct record and signed by the Chair. 

 

3.

Public Question Time

Public Question Time will only occur at an ordinary meeting of the Commission and will last for a maximum of 15 minutes. 

 

In accordance with the Scrutiny Procedure Rules within the Constitution:

a) Members of the public do not need to give prior notice of their questions.

b) The question should be relevant to any item on the agenda, a Scrutiny Panel or potential review.  The question must not relate to an individual case which should be dealt with under the Council’s complaints procedure or any other formal appeals procedure.

c) The question must not be in essence the same as a question which has been put to the Commission in the past 6 months.

d) The Chair of the Commission, at their discretion, may answer the question or invite other Councillors or officers to respond.

e) After the question has been answered, the person asking the question may ask one supplementary question relating to the same matter.

 

Minutes:

No questions from the public were asked.

 

4.

2024-2025 Budget Monitoring - Quarter 3 pdf icon PDF 449 KB

To consider report FIN/682 of the Head of Corporate Finance.

Minutes:

The Commission considered report FIN/682 of the Head of Corporate Finance. The report set out a summary of the Council’s actual revenue and capital spending for the quarter to December 2024 together with the main variations from the approved spending levels and impact on future budgets.

 

During the discussion with the Leader of the Council, Head of Corporate Finance and the Chief Accountant, the following comments were made:

·         Confirmation was provided on the impact due to the recent changes in Right to Buy (RTB) discounts which had resulted in a significant increase in the number of applications from tenants wishing to exercise their right under the scheme. Whilst it was difficult to predict the actual numbers that would go through to completion, further resources would be sought to assist in the application processing.

·         Recognition that the Devolution and Local Government Reorganisation (LGR) would impact the authority’s resources (both financial and staffing) and it was highlighted that future years’ financial projections may not exist beyond 2027/28. It would be beneficial to be mindful of further savings and attribute to the Reorganisation works required (similar to the Restructuring Impact Reserve).  It was further proposed that Devolution and LGR should be included on the Strategic Risk Register in the future.

·         Clarification was sought as to the outturn figures for Tilgate Park and the Nature Centre.

·         Acknowledgement that the most significant pressure on the Council’s budget remained homelessness and TA.  It was noted that the rise in temporary accommodation costs was down to a combination of factors outside of the Council’s control. However the Council continued to provide ongoing work to prevent homelessness and offer support. Trends, costs and acquisitions were continually being explored to mitigate costs.

 

RESOLVED

That the Commission noted the report and requested that the views expressed during the debate, were fed back to the Cabinet through the Commission’s Comment sheet.

 

5.

2025-2026 Budget and Council Tax pdf icon PDF 481 KB

To consider report FIN/683 of the Head of Corporate Finance.

 

Minutes:

The Commission considered report FIN/683 of the Head of Corporate Finance.  The Council has a statutory responsibility to set a Council Tax and Budget in advance of the commencement of the new financial year. The Council Tax has to be set by March each year. During the past year the Council had continued to review its spending plans and considered options to amend spending to meet new priorities.

 

During the discussion with the Leader of the Council, Head of Corporate Finance and the Chief Accountant, the following comments were made:

·         Clarify sought and obtained on the savings and income generating activities proposed for various services. It was confirmed that following research, it was proposed that a change in delivery would allow services to focus on specific areas, whilst outsourcing other areas to generate income (for example litter enforcement).

·         Concerns raised regarding phases of the budget and the mix of service reductions. It was thought it would have been beneficial to document all the service areas, including those which had been potentially considered as savings but discounted to ensure further detailed scrutiny.

·         Recognition that the savings documented involved cutting services which were well run, and provided value to the town’s residents and businesses, but given the scale of the budget gap, savings had to be made.  It was confirmed that the proposals had been devised following finance seminars and it was acknowledged that in some areas this would result in a reduction and/or changes in delivery, whilst being able to maintain standards.

·         Confirmation that with regards to the public consultation, it was generally standard for surveys to gather equalities data.  Where there were anticipated changes in service delivery (including decommissioning of service) or grant awards an equalities impact assessment would be undertaken.

·         Acknowledgement that the proposed reduced funding for Crawley Museum was over two years and support would be provided to transition to being financially independent and seek alternative funding sources.

·         Clarity sought on the overall government funding received, in particular relation to extended producer responsibility (EPR) for packaging, along with the employer’s national insurance contributions (ENICs) and the impact on the council’s direct costs, together with those of commercial and VCSE third party organisations.  A query was sought and provided on the business rates calculation.  It was confirmed that the start of the full reform of Local Government funding system was anticipated in the spring to include a review of the out of date funding formulas and business rate reset.

               

RESOLVED

That the Commission noted the report and requested that the views expressed during the debate, were fed back to the Cabinet through the Commission’s Comment sheet.

 

6.

Capital Strategy 2025-2026 pdf icon PDF 41 KB

To consider report FIN/685 of the Head of Corporate Finance.

 

Additional documents:

Minutes:

The Commission considered report FIN/685 of the Head of Corporate Finance and associated appendix. The CIPFA Prudential Code for Capital Finance and the Treasury Management code require all local authorities to prepare a Capital Strategy. It puts a regulatory framework around capital decisions and sets out how the Council will manage the investment and financing of capital resources in support of the Corporate Strategy. Sitting under the Capital Strategy is the Treasury Management Strategy which sets the limits and method of investing the council’s surplus funds taking into account the statutory restrictions on local authority investments and borrowings. While the Council is debt free and expects to continue this policy for the foreseeable future, the report will set limits and establish procedures for any borrowings that may be required.

 

During the discussion with the Leader of the Council, Head of Corporate Finance and the Chief Accountant, the following comments were made:

·         Recognition that it was a statutory requirement for local authorities to produce an annual Capital Strategy.

·         It was thought beneficial and followed best practice to advocate longer-term strategic planning and investment to ensure the Council’s long-term priorities can be delivered as well as the day-to-day provision of services.

·         Acknowledgement that the Asset Disposal and Exit Strategy had been further developed. Assets holdings were reviewed and challenged but where appropriate, assets would have an exit strategy to be triggered in the event the asset no longer fulfilled its intended purpose or no longer delivered value for money.

               

RESOLVED

That the Commission noted the report and requested that the views expressed during the debate, were fed back to the Cabinet through the Commission’s Comment sheet.

 

7.

Treasury Management Strategy 2025-2026 pdf icon PDF 273 KB

To consider report FIN/686 of the Head of Corporate Finance.

 

Minutes:

The Commission considered report FIN/686 of the Head of Corporate Finance on the Treasury Management Strategy for 2025/2026 which the Council was required to approve before the start of the financial year in accordance with the CIPFA Code of Practice for Treasury Management and the Council’s financial regulations.

 

During the discussion with the Leader of the Council, the Head of Corporate Finance and the Chief Accountant, the following comments were made:

·         It was noted that the Council’s Capital Financing Requirement (CFR) was the total historic outstanding capital expenditure which had not yet been paid for, from either revenue or capital resources.  As a result, any capital expenditure which had not been financed through a revenue or capital resource would increase the CFR.

·         Clarification was sought and obtained on the Ethical Investment Policy, which stated that the Council would not undertake direct investment or borrowing activities with organisations whose core activities included armaments (weapon systems).  It was queried whether this was now inconsistent with the introduction of the Defence Industrial Strategy policy paper.  In response, it was noted that the policy paper was recently launched and being developed. The council would currently continue to prioritise security, liquidity and yield in that order. The Ethical Investment Policy became a fourth consideration in the decision making process.

·         Recognition that there was a duty to invest the Council’s treasury funds prudently, whilst striking an appropriate balance between risk and return.

 

RESOLVED

That the Commission noted the report and requested that the views expressed during the debate, were fed back to the Cabinet through the Commission’s Comment sheet.

 

 

 

8.

Forthcoming Decision List - and Provisional List of Reports for the Commission's following Meetings

To consider any requests for future items. Those highlighted items have been referred to the Commission.

 

 

Item

PFD

1

2025-2026 Housing Revenue Account Business Plan

 

2

Review of the Crawley Borough Council National and Local List of Validation Requirements 

 

3

Housing Compliance Policies: Fire Safety (Hostels) Fire Safety (Sheltered Schemes), Personal Mobility Aids, Asbestos 

 

4

Housing Policy: Maintenance and Repair

 

5

Food Waste Vehicle Procurement – PART B 

 

 

Minutes:

The Commission confirmed the following reports:

1.    Housing Compliance Policies: Fire Safety (Hostels) Fire Safety (Sheltered Schemes), Personal Mobility Devices

2.    Crawley Homes Maintenance and Repair Policy  

3.    Food Waste Vehicle Procurement – PART B