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Agenda item
Reports of Committees
a) To resolve that the public be excluded from the meeting during the discussion of any items considered while the public were excluded by the relevant committee because it is likely that if members of the public were present there would be disclosure to them of exempt information as defined in the respective paragraphs of Schedule 12A to the Local Government Act 1972 referred to in the minutes of the relevant committee.
b) To receive and consider the recommendations and any decisions of the following committees.
Subject
Cabinet Member / Chair
CABINET – 2 OCTOBER 2023
5. (C)
Reserves Policy 2023-24
Barnett
6.
Overview and Scrutiny: Call in recommendations
Barnett
7.
Southern Water Update
Roark
8.
New Countryside Stewardship Grant Aid for Hastings Country Park Nature Reserve 2024-2034
Roark
CABINET – 6 NOVEMBER 2023
13a.
Hastings Town Deal Programme Update – Overview and Scrutiny Recommendations
Evans
13b.
Hastings Town Deal Programme Update
Evans
14.
Financial Monitoring Report
Barnett
15.
Medium Term Financial Strategy (MTFS)
Barnett
16. (C)
Interim Review of Polling Places and Polling Districts 2023
Rogers
17.
Home Adaptation Support Service (HASS) Contract Tender
Rogers
(C) = Full Council decision
Notes:1. The Mayor will call over the minutes and members will rise and indicate those items which they wish to have discussed.
2. No discussion shall take place at this stage upon part II minutes covered by the resolution 8a) above. Any such discussion shall be deferred to item 9 on the agenda.
Minutes:
The Mayor having called over the minutes set out in the agenda, the following minutes were reserved for discussion.
RESOLVED that under rule 13.3 the reports and minutes of committees set out in the agenda, including those items on which a council decision was required, be received, and agreed.
Only those items which were reserved were discussed as follows:
Meeting
Minute
Councillor
Cabinet, 2nd October 2023
7 – Southern Water Update
Roark
Cabinet, 2nd October 2023
8 – New Countryside Stewardship Grant Aid for Hastings Country Park Nature Reserve 2024-2034
Edwards
Cabinet, 6th November 2023
13b – Hastings Town Deal Programme Update
Sinden
The Mayor proposed that the meeting proceed as if in committee for the debate on item 7, seconded by Councillor Beaver.
RESOLVED that under Rule 16.14 of the Constitution the Council proceed as if in committee.
The Chief Executive provided an update and informed Councillors that her recent meeting with Southern Water had been the most positive in sometime. Southern Water have committed to undertake a hydraulic survey which will model the wastewater system in the town. There is a commitment from all stakeholders to work collaboratively moving forward.
The Mayor proposed the meeting return to Full Council mode.
RESOLVED that the meeting return to Full Council mode.
Item 5 of Cabinet on 2nd October 2023, Reserves Policy 2023-24, and item 16 of Cabinet on 6th November 2023, Interim Review of Polling Places and Polling Districts 2023, were matters requiring Full Council approval. Under Rule 13.3 of Part 4 of the Council’s Constitution both were agreed without being called for debate.
RESOLVED:
1) Full Council agrees the updated Reserves Policy.
2) Full Council agrees that the minimum General Reserve balance be reduced from £6m to £4m.Reasons:
1. Sections 31A, 32 42A and 43 of the Local Government Finance Act 1992 require billing and precepting authorities in England and Wales to have regard to the level of reserves needed for meeting estimated future expenditure when calculating the budget requirement.
2. Hastings Borough Council, like many others at the current time finds itself under considerable financial duress. To ensure that Councils do not fall fail of overcommitting themselves financially there are several safeguards in place to prevent this from occurring. These include;
• All Councils must set a balanced budget as set out in sections 31A, 42A of the Local Government Finance Act 1992, as amended.
• The Chief Finance Officers duty to report on the robustness of estimates and adequacy of Reserves (section 25 of the Local Government Act 2003) when the Council is considering its budget requirement.
• Section 151 of the Local Government Act 1972 states as part of the legislation that each Local Authority must make arrangements for the proper administration of their financial affairs and that the Chief Finance Officer / proper officer has responsibility for the administration of those affairs.3. The above requirements are reinforced by Section 114 of the Local Government Finance Act 1988 which requires the Chief finance Officer in England and Wales to report to Council if there is or is likely to be unlawful expenditure or an unbalanced budget. This would include situations where reserves have become seriously depleted and it is forecast that the authority will not have the resources to meet its expenditure in a particular financial year.
4. Within the existing statutory and regulatory framework, it is the responsibility of the Chief Financial Officer to advise the Council about the level and nature of reserves to be held. In assessing the adequacy of unallocated general reserves the Chief Financial Officer will take account of the strategic, operational, and financial risks facing the authority. The Chief Financial Officer will also ensure that there are clear protocols for their establishment and use.
RESOLVED:
1. Council adopts the (Acting) Returning Officer's recommendations (as appended to this report) and publish the results of the interim review
2. Delegate authority to the Chief Executive to amend any decisions made under this review with regard to polling places or polling stations, should there be an urgent or necessary need.
Reasons:
Due to the recent completion of the Boundary Commission for England’s review of parliamentary constituencies, the council were advised to carry out an interim review of its polling districts and places.
The council must regularly review the division of its parliamentary constituency area (within the borough boundary) into polling districts and the places where electors are asked to vote. The council must comply with the requirements of the Electoral Administration Act 2006 (Section 16, EAA 2006) and complete regular reviews of all polling districts and polling places. The council has a duty to ensure that the most suitable premises are used as polling places with regard to the needs of the electorate, subject to availability.
(The Mayor declared the meeting closed at 9pm)
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