Council decisions

The chairman introduced the report which set out the latest position on the Medium-Term Financial Strategy (MTFS), savings plans and capital programme. He drew the committees attention to (i) paragraph 1.3.2 which set out the summary of changes that had occurred since September 2020, (ii) table 6, paragraph 1.3.4 which set out next year’s projections and the changes and (ii) recommendation 4 which sought agreement to consult  on the 3% Social Care Precept

The Director of Resources (Section 151 officer) confirmed that there was a working group in place that monitored on a weekly basis the following areas;

(i) the impact of Brexit – in particular food shortage in the short-term period and that this was mitigated by the work that had been done during Covid on the essential supplies hub and work with the VCS.

(ii) The other main concern was around employment.

Both these areas had been factored into the business planning process and would continue to be monitored.

With regards to the chargeable garden waste service the chairman clarified there were now various pricing options in place and that there been an increase in the uptake of the service.

With regards to Children’s placements, Councillor Longstaff Chairman of Children, Education and Safeguarding Committee confirmed that the building of Woodside Care Home was due to finish around April 2021. The council was also working with other London Boroughs to try and ensure that children where possible could be place within rather than outside boroughs. 

With regards to the CSG savings the Deputy Chief Executive clarified that in terms of next year specifically, the contractual saving had been factored in. But with year 6/7 having been delayed due to Covid they wouldn’t be delivered in short to medium term but in the medium to longer term the indicative figures had been included.

With regards to reserves the Director of Resources clarified the reserves that were reducing were service specific reserves.

With regards to Fairer Charging and the increase to home care, Councillor Sachin Rajput Chairman of Adults and Safeguarding Committee clarified that the charge was just for the home care provided and the cost involved was to ensure a fair price. He further clarified that only those who could afford to pay would be asked to contribute and that their income and expenses would be taken into account – this provided a safeguard for those individuals   

Upon being put to the vote the recommendations as set out in the report were declared carried. The vote was recorded as follows;

RESOLVED to -

1. Approves delegated authority to the Director of Resources (S151 Officer) to amend the MTFS in line with the 2021/22 Local Government Finance Settlement, to enable the 2021/22 Budget Consultation process to commence as discussed in paragraph 1.2.3;
2. Notes the summary of the November 2020 Spending Round announcement, initial financial implications for Local Government in 2021/22 and economic outlook in paragraphs 1.2.4 to 1.2.11;
3. Agrees to consult on the use of the Council’s flexibility to raise the level of General Council Tax by 1.99% in 2021/22 as discussed in paragraph 1.3.5;
4. Agrees to consult on the use of the Council’s flexibility to apply a 3.00% Social Care Precept, to help fund pressures in social care as set out in paragraph 1.3.5;
5. Approves and note the updates to the 2021/22 MTFS and estimate of 2022-25 budget gap. This will be updated to take account of information from the December 2020 finance settlement;
6. Notes the current MTFS attached as Appendix A and key components summarised in paragraphs 1.3;
7. Agrees that the savings proposals as set out in Appendix B, subject to consultation and equalities impact assessment, come back to Policy and Resources Committee in February 2021 for referral to Full Council in March 2021 for final approval of the 2021/22 budget including Council Tax;
8. Notes the plans to commence the MTFS process to identify savings for 2022/23 to a balance the gap earlier in 2021/22 as discussed in paragraph 1.3.14;
9. Notes the council’s expression of interest in participating in the London Business Rates Pool for 2021/22 discussed in paragraph 1.3.8, subject to final details and other announcements, this will be presented to Committee in February 2021 for approval;
10. Approves the proposed fees and charges for referral to Council for decision in Appendices C1 to C5 and discussed in paragraph 1.3.17;
11. Notes the General Fund revenue forecast for October 2020 discussed in paragraphs 1.4.2 to 1.4.4
12. Approves and note as required the virements and commitments from the Contingency budget, the position for which is summarised in paragraph 1.4.7 and discussed further in paragraphs 1.4.12 to 1.4.15;
13. Approves and note as required the virements between services set out in paragraphs 1.4.10 and 1.4.15;
14. Notes the position on earmarked reserves in section 1.5;
15. Approves the amended capital programme (including additions) as set out in paragraph 1.6.2 and Appendix D;
16. Approves the changes to the existing Capital Programme in relation to slippage as set out in and paragraph 1.6.5 and Appendix D;
17. Approves the changes to the existing Capital Programme in relation to additions in paragraphs 1.6.6 to 1.6.12 and deletions in 1.6.13; 
18. Notes the Recovery Planning Programme update in section 1.7;
19. Notes the Quarter 2 2020/21 Corporate Risk Register discussed in section 1.8 and presented in Appendix E;
20. Approve that the council’s budget consultation will be launched in the week of 14 December 2020 after which the budget with a cumulative equality impact assessment will be considered by the Committee in February 2021, before it is referred to council. 

That the Chief Executive authorises the completion of the documents for the acquisition of the Brent Cross South Retail Park and associated documentation as listed in paragraph 1.2 of this report (including any other ancillary documentation as required) by the Council and BX Holdings

1.    Approve the signing of a Wayleave Framework Agreement with Community Fibre an operator of fibre/gigabit broadband connections whom is seeking to supply services to the council’s housing stock.

2.    Delegate the signing and granting of individual wayleave agreements with operators for the implementation of improved broadband infrastructure, under the terms agreed within this Framework Agreement, to any Director, Assistant Director or Head of Service with a relevant responsibility for the Council’s housing stock.

1.    Where leaseholders meet the Hardship Criteria (Appendix 2), to confirm that the Deputy Chief Executive having consulted with the Chairman of the Housing and Growth Committee may authorise on behalf of the Council the acquisition of all the estate and interest held by each qualifying individual leaseholder on the Whitefield Estate Part 2 (“the Estate Rights”) in Brent Cross South (CPO2) at the new market values.

2.    That any transactions authorised pursuant to 1 above be effected in accordance with the Heads of Terms as shall be agreed in respect of each property and for each acquisition to be supported by a separate COD.

3.    To confirm that the Deputy Chief Executive or such other approved officer be authorised to instruct the preparation of the contracts and other appropriate required documentation for each acquisition in respect of a qualifying leaseholder referred to at 1 above to reflect the Heads of Terms and having regard to the best interests of the Council and to complete the same

4.    To confirm that the Deputy Chief Executive be authorised to proceed to acquire on the basis of the use of Call Option Agreements (“the Option”) in such form as shall be agreed having regard to the best interests of the Council and to enter into and complete the same in respect of any of those residential property owners falling within Whitefield Estate Part 2 in CPO2.

5.    To authorise residential acquisitions in the Whitefield Estate Part 2 by the Council at the updated market values as specified in the summary PCE as attached in the (exempted) Appendix 3.

RESOLVED that the Committee note the forward work programme.

Members requested that if there are any changes to polling stations in the lead up to the Mayoral and GLA election that the Committee and Ward Members be informed once decisions had been made.  Action: Head of Electoral Services

The Head of Safety, Health and Wellbeing, Mike Koumi, presented the Annual Health and Safety report which set out health and safety performance for the period 2019/20 and sets the priorities for the period 2020/21.  The Committee noted that Barnet had been achieved an excellence award for the revised London Healthy Workplace Award.

The Committee questioned whether more could be done to ensure completion of mandatory health and safety training audits.  It was reported that staff turnover could have an impact and that some officers might not be desk-based which could impact on their ability to complete training.  Members were advised that there were other types of training available to those members of staff.

It was noted that performance in health and safety audits varied across different services and it was questioned if an overall compliance of 87% was good performance.  It was reported that the level of compliance was generally very high including for services such as Street Scene, but there were of course areas for improvement. 

Responding to question, officers reported that the health and safety team had worked closely with services and schools on a Covid secure return to activities and continued to provide advice and support.  It was noted that the health and safety team coming under Public Health has assisted with this.

The Committee were advised that comprehensive arrangements had been put in place to respond to the increase in working from home due to the pandemic. 

RESOLVED that the Committee note Barnet Councils Annual Health and Safety Report as set out in Appendix 1 and approve the priorities for the period 2020/21 as outlined in section 3.

The Assistant Director Human Resources & Organisational Development, Jon Bell, presented a report on the Pay Policy Statement incorporating information on Gender Pay Gap and Recruitment and Retention.

The Committee noted that there was currently a gender pay gap in favour of female employees.  It was suggested that this could be attributed to a combination of factors including: social workers tending to be female and, due to requirement for those posts to require a professional qualification, that they were higher paid; Street Scene staff tending to be male and for those roles to be lower paid; and some lower paid professions which tended to have female staff, such as care services, being outsourced and not therefore part of the Council’s pay data.  Officers reported that overall there were no significant issue with pay parity. 

In relation to pay progression, the Committee commented that there was a significant increase in percentage from Satisfactory (0.5%) to Good (2.25%).  It was suggested that such a big increase could move officers to the top of their grades faster which then result in there being a demotivating factor for future performance.  The Assistant Director Human Resources & Organisational Development advised the Committee that performance related pay was due to be reviewed and this would be taken into consideration at that time.

A Member questioned whether there was a London minimum pay level for apprentices.  The Assistant Director Human Resources & Organisational Development advised the Committee that there was and highlighted that Barnet pay above the minimum level. 

The Chief Executive reported that a report on the Ethnicity Pay Gap would be produced by 31 March 2021.

RESOVLED that Committee recommend that Council approve the Pay Policy Statement 2021/22 (as attached at Appendix A) at the meeting on 19^th January 2021. 

The Chief Executive, John Hooton, Head of Electoral Services, John Bailey and Head of Assurance & Business Development, Emily Bowler, presented a report which provided an update on the activities of Barnet’s Electoral Services Team throughout 2019 and 2020 and reported on Barnet’s delivery of the UK Parliamentary general election on 12 December 2019.  The report highlighted the learning that had been taken from each election and offered recommendations to inform the preparations for future elections in the borough. 

The Chief Executive advised the Committee that recommendation 3 on page 82, which related to circulating pre-filled postal vote application forms to every elector that currently does not use a postal vote, was being withdrawn. 

Officers reported that preparations were taking place to deliver a Covid-secure Mayoral and GLA election on 6 May 2020.  Additional staff were being recruited and polling venues were being reviewed to ensure that additional steps could be taken to deliver in-person voting safely. 

Members noted that due to the pandemic, some voters may be reluctant to attend polling stations in-person to vote and highlighted the requirement for postal voting to be promoted to ensure fairness.  Officers reported that postal voting was being promoted in the following ways:

·       Including leaflets in Household Notification Letters;

·       An article in Barnet First;

·       Promotion on social media;

·       Via London Elects who would promote the election London-wide; and

·       Via the Electoral Commission’s national publicity campaign.   

The Head of Electoral Services reported that he had been working as part of a London-wide project looking at delivering the Mayoral and GLA election and this included considering how to make all count venues Covid-secure.  It was noted that the venues had been booked for an extended period of time in case the count took longer than usual.

The Committee noted that the date of the election was being kept under review by Government. 

The Chairman moved the following amendments to the Electoral Services Overview Report – September 2020 attached at Appendix A:

1.     Amend recommendation on 7 (page 84) to add that “In all cases there will be prior consultation with Ward Members.”

2.     Add a new recommendation 9 as follows: “That every effort be made to eradicate duplicate entries on register wherever possible.” 

The Committee noted and agreed the amendment and new recommendation. 

RESOLVED that:

1.     The Committee note the Electoral Services overview report attached at Appendix A.

2.     The Committee note the recommendations detailed in section 4. of the Electoral Services overview report attached at Appendix A subject to:

·       the withdrawal of recommendation 3; and

·       the amendment and addition as detailed above.

The Monitoring Officer, Jessica Farmer, presented a report which contained various proposed Constitution amendments. 

The Committee agreed item 2. (Chairmen of Meetings) and item 3. (Suspension of Committee Business) as detailed in section 1.2 of the report and appendicies A and B.

The Committee discussed the issue of late amendments moved by Members for committees which had been included in the report without any specific amendments proposed.  The Monitoring Officer advised the Committee that substantial late amendments could result in new information being introduced at meetings.  In some cases, officers would not have had sufficient time to consider the implications of the amendments and provide advice to a committee.  It was highlighted that committee reports followed a clearance process which allowed all issues to be considered. 

A Member highlighted that reports were occasionally published as ‘to follow’ and suggested that where this was the case, there needed to be a degree of flexibility.  It was proposed that the following wording could be added ''Where reports are published after the deadline, amendments will be accepted after the deadline including during the meeting.”  It was also suggested that the deadline be 10.30am the same working day to be consistent with other deadlines in Constitution. 

Officers advised Members that this issue could be dealt with by way of a protocol agreed by the Committee rather than a Constitution amendment as this would enable the principle to be agreed and applied for a period before considering how effective it was. 

Following debate, it was agreed that a protocol be drafted for the next meeting of the Committee for consideration and agreement. 

RESOLVED that the Committee:

1.     Agree that a protocol regarding late amendments would be drafted for consideration and debate at the next meeting.

2.     Recommend to Council that the Constitution be amended to incorporate the changes set out in the report and the amended versions attached at Appendices A and B.

RESOLVED that the minutes of the meeting dated 10 October 2020 be agreed as a correct record.