| Item | Description | Resolution |
|---|---|---|
| PART 1 - PUBLIC | ||
| GP 11/009 |
Declarations of interest. |
There were no declarations of interest made. |
| GP 11/010 |
Minutes |
RESOLVED: That the Minutes of the meeting of the General Purposes Committee held on 31 January 2011 be approved as a correct record and signed by the Chairman. |
| MATTERS FOR RECOMMENDATION TO THE COUNCIL | ||
| GP 11/011 |
Human Resources Strategy Update |
The Central Services Director updated the Committee on progress in achieving the improvement priorities in the Human Resources Strategy between April 2009 and March 2011. The reasons for reporting progress over two financial years were explained although it was anticipated that in future the process would revert to an annual report. Members were advised that the majority of actions had been achieved and particular attention was drawn to the outcomes of equality monitoring of staffing issues. Details were given of improvement priorities identified for 2011/12. RECOMMENDED: That the actions listed in Section 8 of the updated Human Resources Strategy, as set out at Annex 1 to the report, be commended to the Council. *Referred to Council |
| GP 11/012 |
Flexible Working and Time Off Policy |
The report of the Central Services Director made a series of recommendations for updating the Council's current Flexible Working and Time Off Policy to incorporate recent changes in employment law. It was proposed that the updated policy incorporate the Homeworking Policy and be renamed accordingly and that all requests for flexible working be considered according to the procedure annexed to the policy. RECOMMENDED: That (1) the policy be updated to reflect recent changes in legislation; (2) the Requesting Flexible Working Procedure contained in the Annex to the updated policy, set out at Appendix 1 to the report, be adopted by the Council; and (3) the Homeworking Policy, including the addendum concerning ad hoc homeworking, be incorporated into the updated policy. *Referred to Council |
| DECISIONS TAKEN UNDER DELEGATED POWERS IN ACCORDANCE WITH PARAGRAPH 3 (OR 2), PART 3 OF THE CONSTITUTION | ||
| GP 11/013 |
Annual Governance Statement and Statement of Accounts 2010/11 |
The Director of Finance reported that the Annual Governance Statement for the year ended 31 March 2011 and the 2010/11 Statement of Accounts had been endorsed and recommended for approval by the Audit Committee on 20 June 2011. It was noted that the purpose of the Governance Statement was to demonstrate that there was a sound system of corporate governance throughout the organisation. The Statement of Accounts for 2010/11 was presented in the format specified by the Code of Practice on Local Authority Accounting in the United Kingdom 2010: Based on International Financial Reporting Standards. It was noted that the Accounts included the proposals recommended to the Cabinet on 22 June 2011. The Director of Finance highlighted the main changes arising from the publication of the Accounts and Audit Regulations (England) 2011 and indicated that this was the first year in which the Accounts had to be prepared in accordance with International Financial Reporting Standards. Attention was drawn to the reduction in the Council's pension liability over the previous year, the current position regarding recovery of the investment with Landsbanki and the possible implications of two former councillors having not completed a related party transactions form. Thanks were recorded to the staff of Financial Services for their work on the Accounts. RESOLVED: That (1) the Annual Governance Statement for the year ending 31 March 2011 be endorsed to accompany the 2010/11 Statement of Accounts; (2) the Statement provided by the Director of Finance in support of assertions made in the Statement of Responsibilities for the Statement of Accounts, as set out at Annex 2 to the report, be noted and endorsed; (3) the recommendations detailed at paragraph 1.7.3 of the report following a review of the specific earmarked reserves held by the Council be noted and endorsed; and (4) the Statement of Accounts for 2010/11 be approved and the Chairman be authorised to sign the Accounts in the appropriate place. |
| GP 11/014 |
Confidential Reporting Code |
The report of the Director of Finance gave details of the annual review of the Confidential Reporting Code. It was noted that the Code had been reformatted to provide a consistent approach with Gravesham Borough Council to reflect the partnership in respect of Internal Audit. The Code had been considered by the Audit Committee on 20 June 2011 and it had been commended for endorsement subject to the addition of the words "or staff" to the bullet point concerning Sexual or Physical Abuse of Clients in paragraph 3.2 of the Code. RESOLVED: That the revised Confidential Reporting Code set out at Annex 1 to the report be endorsed subject to the amendment recommended by the Audit Committee. |
| GP 11/015 |
Compliance with International Standards on Auditing |
The report of the former Chairman of the Committee summarised the evidence required in order to provide assurance to the District Auditor that those charged with governance ensured that the Council was compliant with International Standard on Auditing (UK & I) 240. It was noted that the responsibilities for corporate governance were divided between the Audit and General Purposes Committees. Details were given of action taken following cancellation of the April meeting of the Audit Committee confirming the assurance required. The approach had been endorsed by that Committee on 20 June 2011 and reference was also made to the assurance provided by the Management Team in that regard. RESOLVED: That the responses set out at Annex 3 to the report be endorsed and assurance of compliance with the standards be given to the District Auditor. |
| MATTERS SUBMITTED FOR INFORMATION | ||
| GP 11/016 |
Further Electoral Review of Ward Boundaries |
The Chief Executive's report provided an update on the proposed review of ward boundaries in Tonbridge and Malling including the revised provisional start date and timeline. It was noted that the formal Further Electoral Review process would commence in January 2011 preceded by an informal preliminary period from November 2011 allowing preparations for the Review. It was anticipated that the boundary changes made would take effect from the May 2015 scheduled elections. RESOLVED: That the report be received and noted. |
| MATTERS FOR CONSIDERATION IN PRIVATE | ||
| GP 11/017 |
Exclusion of Press and Public |
The Chairman moved, it was seconded and RESOLVED: That as public discussion would disclose exempt information, the following matters be considered in private. |
| PART 2 - PRIVATE | ||
| DECISIONS TAKEN UNDER DELEGATED POWERS IN ACCORDANCE WITH PARAGRAPH 3 (OR 2), PART 3 OF THE CONSTITUTION | ||
| GP 11/018 |
Central Services - Proposed Staffing Changes (Reason: LGA 1972 Sch 12A Para 1 - Information relating to an individual) |
The report of the Central Services Director set out proposals for minor adjustments to the staffing structure within Central Services. The aim was to redistribute resources to reflect the priorities facing the Service over the next few years and would result in a modest saving to the Council. RESOLVED: That (1) an increase in the hours of post DB0201 (Personnel and Development Manager) from 29.33 to 37 per week be approved; and (2) the deletion of post DA0207 (Administrative Support Officer) be approved. |
| GP 11/019 |
Building Control Shared Management Arrangements (Reason: LGA 1972 Sch 12A Para 1 - Information relating to an individual) |
The report of the Director of Planning, Transport and Leisure considered the personnel issues and financial implications arising from the proposal to put in place a shared management arrangement for Building Control with Sevenoaks District Council. It was noted that the background and proposed way forward from a service viewpoint had been considered by the Innovation and Improvement Advisory Board on 23 June 2011. The Committee paid tribute to the important contribution of the Building Control Manager during his years of service to the Council. RESOLVED: That, subject to the satisfactory agreement being finalised by the Chief Solicitor: (1) the contract of the Chief Building Control Officer be terminated on 30 September 2011 on the grounds of redundancy; in accordance with the Local Government Pension Regulations, he should commence receipt of his pension from 1 October 2011 with redundancy pay calculated as set out in the Employment Stability Policy; and (2) the post of Chief Building Control Officer be deleted from the establishment on 30 September 2011 and on 1 October 2011 the Council commence a shared Building Control management arrangement with Sevenoaks District Council. |