SHEFFIELD CITY COUNCIL Cabinet Report Report of: THE DIRECTOR OF CORPORATE RESOURCES ______________________________________________________________ Date: 25 November 2009 ______________________________________________________________ Subject: REVENUE BUDGET & CAPITAL PROGRAMME MONITORING 2009/10 – AS AT 30 SEPTEMBER 2009 ______________________________________________________________ Author of Report: Eugene Walker ______________________________________________________________ Summary: This report provides the Month 6 (September) monitoring statement on the City Council’s Revenue Budget and Capital Programme for 2009/10 _____________________________________________________________ Recommendations: Cabinet are recommended to: a) Note the updated information and management actions provided by this report on the 2009/10 budget position; b) Note that the carry forward requests are to be deferred and included in the Quarter 3 report for approval; and c) Approve the Capital variations outlined in this report. ._____________________________________________________________ Background Papers: Category of Report: OPEN/CLOSED Statutory and Council Policy Checklist Financial implications YES/NO Cleared by: Eugene Walker Legal implications YES/NO Cleared by: Equality of Opportunity implications YES/NO Cleared by: Tackling Health Inequalities implications YES/NO Human rights implications YES/NO : Environmental and Sustainability implications YES/NO Economic impact YES/NO Community safety implications YES/NO Human resources implications YES/NO Property implications YES/NO Area(s) affected City-wide Relevant Scrutiny Board if decision called in Strategic Resources and Performance Is the item a matter which is reserved for approval by the City Council? YES/NO No Press release YES/NO CABINET 25 NOVEMBER 2009 REVENUE BUDGET & CAPITAL PROGRAMME MONITORING 2009/10 – AS AT 30 SEPTEMBER 2009 REPORT OF THE DIRECTOR OF CORPORATE RESOURCES PURPOSE OF THE REPORT 1. This report provides the Month 6 (September) monitoring statement on the City Council’s Revenue Budget and Capital Programme for 2009/10. THE REVENUE BUDGET FOR 2009/10 Summary 2. The latest monitoring position on the General Fund budget for 2009/10 is summarised in the table below. This analysis shows the Directorates’ reported position at Month 6. Directorate CYPD PLACE COMMUNITIES CEX - DEPUTY CHIEF EXECUTIVE's CEX - RESOURCES CORPORATE Grand Total Proposed Carry Forwards FY Outturn FY Budget FY Variance 143,655 143,938 (283) 170,270 170,645 (375) 167,120 166,625 495 12,510 12,239 271 50,146 50,791 (645) (544,114) (544,114) (0) (414) 124 (538) 230 (308) 3. The overall Council position as at Month 6 is a potential full year outturn of £308k underspend. This is an improvement of £0.7m from the Month 5 reported position after taking into account proposed carry forwards of £230k. The proposed carry forward is subject to approval by Cabinet, as required by Financial Regulations. 4. In addition there is a risk that the Council could face expenditure of £500k relating to potential grant clawback on the South Yorkshire eLearning Partnership which at this stage is excluded from the above position. 5. Executive Management Team will continue to manage budget pressures to ensure the budget is balanced. A process is in place to ensure that any requests by services to carry forward underspends are subject to Cabinet approval. Only one has been identified to date, but others are likely, so consideration of these will be deferred until Quarter 3 (December position) report, linked to the 2010/11 budget process. Any general underspend will also need to be considered in the context of the 2010 budget and the likely need for “one off” funding to cover redundancy costs. 6. The main changes in the Directorate positions since Month 5 are as follows: • Neighbourhoods & Community Care – an improvement of £908k mainly due to underspends with regard to Care4You services. • Deputy Chief Executive’s – an adverse movement of £99k, largely attributable to economic development activities. Children & Young People Directorate (CYPD) Summary 7. As at Month 6, the Directorate is forecasting an under-spend to the year end of £283k on Non-Dedicated Schools Grant activity. This is before a proposed contribution to reserves – which will require Cabinet approval in Quarter 3 of £230k. The resulting net position is a forecast under-spend of £53k. The overall position before movements on reserves represents an improvement of £261k on the previously reported position of a forecast £22k under-spend: Children’s Specialist Services: • A forecast underspend of £1.050m on looked after children placements. • A forecast overspend of £541k on Placements for Children with Disabilities. • A forecast overspend of £220k on Adoption Services. • A forecast overspend of £129k on Home to School Transport. Local Delivery: • Forecast savings of £236k primarily from vacancies pending the service re-organisation. Financials Service CAPACITY, PLANNING & DEVEL CHILDREN'S SPECIALIST SERVICE LEARNING & ACHIEVEMENT SERVICE LIFELONG LEARNING & SKILLS LOCAL DELIVERY ORGANISATIONAL DEVELOPMENT PLANNING PERFORM & PARTNERSHIP RESOURCES & DEVELOPMENT Grand Total FY Outturn FY Budget FY Variance 22,765 22,759 6 62,887 62,906 (19) 7,721 7,640 81 5,199 5,210 (11) 22,364 22,600 (236) 5,196 5,229 (33) 2,864 2,922 (58) 14,658 14,671 (13) 143,655 143,938 (283) Add Proposed transfer to Reserves in respect of Aspire for Life 230 Total Net Position (53) Commentary Children’s Specialist Services 8. This Service is currently showing an overall forecast underspend of £19k. Within this figure are significant variations in Looked After Children, Adoption Services, Learning Difficulties and Disabilities and Home to School Transport and these are explained below. Looked After Children 9. The current forecast underspend on Looked After Children (LAC) external purchased placements is £1.050m. This represents a further reduction in forecast expenditure of £210k compared to last month. Although expenditure is forecast to be less than budget, the actual number of children coming into LAC is currently rising and this trend is expected to continue. So far there has been limited budgetary impact because lower cost placement types are being utilised as follows: • • The fostering service has managed to accommodate more children than expected. A higher number of children than anticipated have been placed in Special Guardianship Orders and Residence Orders through the adoption service. Adoption Service 10. The Adoption Service is forecast to overspend its budget by £220k as a result of higher number of children being placed in adoption. This reflects the strategy to reduce reliance on expensive external placements for children. The three main elements of additional cost are: • An overspend of £56k is currently forecast on adoption allowances because of increased activity. • 23 Special Guardianship Orders were budgeted, the current actual is 35 resulting in a forecast overspend of £115k. • 299 Residence Orders were budgeted, the current actual is 306 resulting in a forecast overspend of £52k. 11. The current budget of £63m for Children Specialist Services includes a £800k contribution from reserves that has been approved for use as part of the “Post Haringey” strategy. This strategy involves making reductions in expenditure on placements so as to offset the cost of additional social workers and other employees. It is important that this reduction in placements is sustained so as to meet any unforeseen costs as well as providing the potential for a contribution to reserves in order to meet the continuing cost of the strategy in 2010/11. At the half year position this strategy is on track and reserve transfers will be requested in future reports as further savings are realised. Learning Difficulties and Disabilities 12. As a result of the lack of appropriate provision within Sheffield, there has been an increase in the level of out of city placements for children with disabilities. There are currently 35 children in such placements. This has resulted in a forecast overspend of £541k in 2009/10. Home to School Transport 13. The forecast overspend of £129k is due to increased taxi fares and other transport expenditure. One of the reasons for this is the alternative transport arrangements arising from the refurbishment of Bents Green. Local Delivery 14. The service is currently forecasting an underspend against existing budgets of £236k. This saving arises from planned vacancy monitoring pending the implementation of the Service re-organisation. 15. These savings are planned for use in meeting the costs in 2010/11 of the Aspire for Life programme and in particular the Improving Sexual Health initiative. This was approved by Cabinet on 8th July 2009 and in accordance with the recommendations of that report, formal approval is now sought to transfer £230k of this underspend to reserves to resource this programme in 2010/11. 16. The European Commission has notified that Directorate of a potential clawback of ESF and ERDF grant amounting to £1.3m. Although it is likely that - if it were to materialise - this amount would be shared between the relevant sub regional partners, there is the potential for the City Council to face expenditure of up to £500k. This has not been included in the forecast outturn as efforts to resolve this issue are undertaken. Directorate Service Issues – Dedicated Schools Grant (DSG). 17. A large proportion of the Directorates budget is funded by Dedicated Schools Grant. Under the terms of the grant any under or over spend has to be carried forward to the following year and this is consistent with the number of academic year activities it supports. As at month 6 an overspend of £379k is reported and key explanations are provided below. Most of the additional expenditure was anticipated and will be met from previous year DSG savings reported to and agreed by the Schools Forum. 18. Cabinet approved the carry forward of £3.8m in 08/09 which brought the cumulative DSG balance at 1st April 2009 to £7.3m. Of this £1.9m is required to fund specific expenditure in 2009/10. The forecast cumulative balance at 31st March 2010 is therefore £5.021m after the use of the £379k referred to above. The majority of this balance is earmarked for specific projects in future years. Key movements on Dedicated School Grant budgets • Capacity Planning & Development - A total overspend of £193k due mainly to the security and maintenance of vacant properties pending demolition or sale and PFI schemes. • Learning and Achievement Service - A total overspend of £180k due mainly to the strengthening of the School Improvement Partner programme and, an overspend on the Computers for Pupils Scheme which has now ceased. • Organisational Development and Customer Service - The requirement to carry out enhanced CRB checks has resulted in a forecast overspend of £61k. This is offset by savings of £367k on maternity costs. • Children’s Specialist Services - An overspend of £379k due mainly to additional expenditure on non delegated exceptional needs statemented pupils and the education element of fees where pupils are located out of city. Position on Reserves 19. Cabinet approved the carry forward of £4.0m which brought the CYPD cumulative earmarked reserves balance at 1st April 2009 to £7.8m. Of this £3.8m has been transferred to fund specific expenditure in 200910. It is proposed that Cabinet approval be sought in Quarter 3 to carry forward £230k to 2010/11 to meet the costs of the Aspire for Life programme. If this were to be approved, the forecast level of reserves at 31st March 2010 would be approximately £4m. This amount is for agreed programmes previously approved including investment in better intervention and prevention and post Haringay social work. This will be reviewed again in Quarter 3. Directorate Service Issues 20. At this stage, apart from those raised above there are no further service issues arising from the Directorate’s budget position as currently reported. Place Summary 21. As at Month 6, Place is forecasting a full year outturn of £375k under budget. This is a further reduction in expenditure of £91k compared to the position reported last month. The key reasons for this position are: Development Services • £186k under budget arising from a lower than anticipated level of planning fee income believed to be due to the current economic climate (£300k) offset by staff cost savings (£348k), higher than anticipated energy costs (£328k), offset by under spends relating to car parking / Transport and highways (£426k) and other savings (£40k); Design and Project Management • £200k over budget due to reduced income. Environment and Regulatory Services • £1.0m under budget largely due to a £1.096m under spend on the waste management contract. Strategic and City Centre Service • £240k over budget as a result of the delayed implementation of a full service re-structure in Markets and the inclusion of unallocated Directorate unachieved savings target. Street Force • £400k of costs relating to redundancies at South Yorkshire Laboratories have been included in the forecast. Financials Service CULTURE DESIGN AND PROJECT MANAGEMENT DEVELOPMENT SERVICES ENVIRONMENT AND REGULATORY PARKS AND COUNTRYSIDE STRATEGIC AND CITY CENTRE STREET FORCE UNALLOCATED COSTS Grand Total FY Outturn FY Budget FY Variance 42,255 42,292 (38) (679) (879) 200 78,089 78,275 (186) 34,789 35,803 (1,014) 8,695 8,695 (0) 8,369 8,128 240 (1,285) (1,669) 384 38 38 170,270 170,645 (375) Commentary Culture 22. This service has declared a forecast under spend on budget of £38k. This represents a £13k increase on the last reported forecast under spend. Development Services 23. This service is now forecasting a £186k under spend. The main changes from Budget in the Month 6 forecast are: • • • A £305k forecast under recovery in Planning Fee income. Planning fee income remains a key risk in the forecast outturn and continues to be closely monitored. Efforts have been made to offset the reduction in income by reducing costs (£357k), leading to a net under spend of £52k, this forecast also includes additional grant income relating to Planning performance rewards; A £328k overspend on Street Lighting energy due to the increase in wholesale market prices last year; A £159k under spend in Parking Services as a result of reduced operating costs to compensate for reduced income, the income generated by this service remains an area of high risk and will continue to be closely monitored and mitigating actions taken as appropriate. Further under spends have been generated in Transport and Highways amounting to £267k as a result of vacancy management; and £36k of other savings across the service including vacancy management and increased miscellaneous income. Design and Project Management 24. The Design and Project Management service is forecasting a £200k adverse variance from budget based on the latest income prospects for this year, this represents an increased over spend of £49k to that previously reported. 25. Efforts have been made to reduce operating costs by way of vacancy management. Further investigation is under way to ensure that operating costs have been reduced as far as possible. The income generated by this service remains a key risk as the financial year continues and will remain closely monitored. Environment and Regulatory Services 26. This service is currently showing a forecast under spend of £1.0m which is the result of the following budget variances: • A £644k forecast saving on the waste management contract budget which anticipates waste volumes to be 2.5 percentage points below • • • • • budget. A £260k increase in the anticipated share of re-cycled materials income as a result of higher sale prices than those budgeted. These gains have been offset by £180k of increased cost in relation to free green sacks. This gives an overall under spend of £724k on the waste management contract; A £383k one-off recovery of over-charges from the Waste Management Contractor; A £310k under spend on operating costs in relation to the Beighton Landfill site; £100k reduced income in Building Standards fees reflecting the current economic climate; A £79k reduced surplus in relation to bereavement services which reflects the cumulative effect of increased running costs and a reduction in forecast income; and Other small variances across the service which cumulatively amount to a further over spend of £224k. Strategic and City Centre Services 27. This service is currently showing a forecast overspend of £240k of which £137k relates to the Markets service and £155k to unachieved directorate wide savings, this is offset by a forecast under spend of £48k in S&CCS. 28. The cause of the variance in Markets arises from delays in implementing restructuring plans. Offsetting this over spend is improved debt collection performance which has allowed a £179k reduction in the bad debt provision. 29. The variance in S&CCS arises from increased energy and maintenance costs which has partially been offset by vacancy management. Parks and Countryside 30. The service is currently forecasting a Year end break even position which represents an improvement of £49k to that previously reported. This is due to a forecast increase in income relating to playground refurbishment. 31. Vacancy management action has countered some budget pressures such as non-achievement of additional income generation schemes which were forecast in the budget. Streetforce Trading Accounts 32. The inclusion of redundancy costs of £400k, in respect of South Yorkshire Laboratories, has resulted in a forecast overspend of £384k for Street Force. On other activities, Street Force is £43k worse than target, split into £174k under-recovery on profiled overheads and £131k above target profit on work. 33. Service areas with better results than expected are concrete and design, although there is doubt over whether this trend will be sustained until year end. Highway maintenance is slightly overspent but the Head of Streetscene has robust plans in place to address this. However there is concern over the level of provision for winter maintenance – there is enough provision for an estimated 65 precautionary grits, which is enough for a mild winter. If weather conditions are severe this budget may go over spent. 34. Management is reviewing the performance of the South Yorkshire Laboratory which it has shown to date as being break-even for the year. However, month 6 results show that expenditure rates will outstrip income rates and may produce a loss by the end of the year (£225k) although plans are in place to mitigate against this. Directorate Service Issues 35. At this stage, apart from those raised above there are no further service issues arising from the Directorate’s budget position as currently reported. Communities Summary 36. As at Month 6 the forecast is a full year outturn of £495k over budget. This compares to last months position of £1.403m over budget. The key reason for this position relates to Community Care. The Service is overspending as a result of increased demand for services across all client groups. The major overspend is £2.069m in Learning Disability Services. This reflects the national position within learning disabilities as a result of longer life expectancy and an ageing carer population. The over spend is offset partially by under spends in Care4You services (£1m) as a result of the service review undertaken and cross cutting service budgets in community care (£666k). Financials Service COMMUNITY CARE FY Outturn FY Budget FY Variance ADULT MENTAL HEALTH DIRECTORATE WIDE SERVICES LEARNING DISABILITIES OLDER PEOPLE (A&CM) OLDER PEOPLE (CARE4YOU) PERFORMANCE & RESOURCES PHYSICAL DISABILITIES & SI RESIDENTIAL SCT STRATEGIC COMM & PARTNERSHIPS Total 10,216 2,566 31,184 47,618 18,093 11,852 14,452 4,350 1,685 142,015 9,797 2,451 29,115 47,810 19,130 12,555 14,535 4,343 1,762 141,498 418 114 2,069 (192) (1,036) (703) (83) 7 (77) 517 HOUSING GENERAL FUND NBHDS RENEWAL AND PARTNERSHIP Grand Total 11,458 13,646 167,120 11,406 13,721 166,625 52 (75) 495 Commentary Community Care 37. The forecast position is £517k over spend: an improvement of £918k on last months position. • • • • • • Adult Mental Health - overspending £418k compared to last month position of £426k. The purchasing budget is overspending by £363k and £55k is on staffing heads. Learning Disabilities – the £2.069m overspend is an increase on last months £1.874m. This is reflecting the latest position on the OLM work which is expected to deliver fully in 2010/11 with only a small savings this year and the change to the go live date for Self Directed Support (SDS) to January from October. Of the £2.069m £1.877m is in purchasing, the remainder being staffing. Older People Assessment and Care Management – has improved from last months position of £404k over-spend to £191k under spend. Care4You underspend has increased in line with the action plan and is projecting an underspend of £1m compared to £795k last month. Physical Disabilities and Sensory Impairment is now projecting a small underspend of £83k compared to last months overspend of £50k. The overspend in purchasing (£208k) is being more than offset by underspends in staffing. Cross Cutting Services (HR, ICT, Performance and Resources, Strategic Commissioning, contingency and overheads) is underspending by £666k. Continuing Health Care 38. The latest position on the Continuing Health Care (CHC) target of £6.7m of services transferred back to PCT responsibility over the two years 2008 to 2010 is that SCC have transferred services to the value of £6.866m to PCT responsibility. However the PCT are looking to move £827k of service back to the Local Authority for clients they consider no longer meeting the CHC criteria. This gives a potential net position of £6.039m. It is anticipated that the target of £6.7m is still achievable by the year end and a dedicated team are continue to reviewing all cases. Housing Strategy 39. The current forecast is a small overspend of £52k a slight deterioration on last months (£16k over). The overspending areas are private sector housing income, gypsy and travellers and agency services. Homelessness and the bed and breakfast is still forecasting an underspend, the latest forecast is £66k underspend on budget. Neighbourhood Renewal and Partnership 40. The position for NRP has changed little from last month (£88k underspent), this is underspend is mainly within the accountable body team and the central team. Housing Revenue Account 41. The forecast variation for the HRA is £787k better than budgeted; this is a reduction of £403k on last month’s position of £1.19m, the main reason for this movement being the adjustment to anticipated bank interest on the HRA balances due to low interest rates. 42. The main variations on the overall budget accounting for the improved position on the HRA balance of £787k is : • the District Heating account which is forecasting an underspend mainly arising from gas usage and price to date including a revision to 2008/09 usage • a saving in the pensions back funding on the Neighbourhoods management fee; and • a better position on Council Tax costs and rent loss. Directorate Service Issues 43. At this stage, apart from those raised above there are no further service issues arising from the Directorate’s budget position as currently reported. Deputy Chief Executive’s Directorate (DCEX) Summary 44. DCEX is forecasting a full year outturn of £271k over budget as at month 6. This shows a small adverse movement of £99k since last month. 45. The key reasons for the forecast position are: • • • 46. Communications : £186k over budget largely arising from the initial ‘cash flow’ impact on staffing costs of the council-wide transformation review of this service (£88k), pending delivery of approved savings. Legal & Governance : £424k under budget primarily relating to oneoff savings (£265k) in the elections service as a result of there being no no Council elections this year. Policy & Performance (Economic Development) : £509k over budget primarily relating to Economic Development activities. A key pressure being YS Tourism, where expenditure incurred to date, cannot be claimed in grant, until such time as a funding agreement with ‘Welcome to Yorkshire’ is approved. It should be noted that since the above forecasts were made, the YS Tourism funding agreement has been approved. This will now allow grant claims to be submitted, which it is anticipated will assist DCEX in delivering a balanced budget position overall. Financials Service COMMUNICATIONS LEGAL AND GOVERNANCE POLICY AND PERFORMANCE Grand Total FY Outturn FY Budget FY Variance 1,106 920 186 3,350 3,774 (424) 8,054 7,545 509 12,510 12,239 271 Commentary Communications 47. The current forecast for this activity is £186k over budget, which represents a £55k adverse movement on the previously reported position. 48. The ‘cash flow’ impact of the first phase of the council-wide review of the Communications service, where business partner posts were appointed (£88k) is a key variance at this point. However, the MEC Board has recently (October) approved savings that will address this issue and improve the current reported position. 49. The adverse movement this period is largely associated with the creative service and print centre. Reduced volume of activity across the Council is impacting on these trading units, such that unless activity increases during the remainder of the year, a small under recovery of cost is forecast (£86k). 50. The key issue remains delivery of the transformation business case. Legal & Governance 51. The current forecast for this activity is £424k under budget, which represents a £17k improvement on the previously reported position. 52. The variance is largely attributable to a £265k one-off saving, due to there being no Council election this year. The remaining variance reflects staff savings/efficiencies (£280k) and additional register office income (£68k), offset to some extent by reduced income from conveyancing (£190k). Policy & Performance (Economic Development) 53. The current forecast for this activity is £509k over budget, which represents a £61k adverse movement on the previously reported position. 54. The key pressure is within the Economic Development function. Yorkshire South Tourism has a forecast variance of £335k over budget. This is made up of an £150k overspend from 2008/09 and £185k of 2009/10 spend which cannot be recovered from grant until such time as a funding agreement is formally approved. 55. Since the above forecasts were made, the YS Tourism funding agreement has been approved, which will allow costs incurred in 2009/10 to be recovered through grant (subject to grant conditions) and will improve the reported position. 56. The remainder of forecast overspend relates to the additional functions associated with the move from Corporate Policy to Deputy Chief Executives. Chief Executive’s Resources Summary 57. Resources are forecasting a full year outturn of £88k over budget, whilst Central Costs is forecast at £690k under budget, as at month 6. Overall this shows a minor adverse movement of £8k since last month. 58. The key reasons for the forecast position are: • Central Costs : £690k under budget primarily relating to housing and council tax benefit payments being marginally below budget (0.4%), where gross expenditure in excess of £190m. Financials Service BUSINESS INFORMATION SOLUTIONS COMMERCIAL SERVICES CORPORATE FINANCE CUSTOMER SERVICES ORGANISATIONAL DEVELOPMENT PROPERTY AND FACILITIES MGT TRANSPORT RESOURCES CENTRAL COSTS PROGRAMMES AND PROJECTS Grand Total FY Outturn FY Budget FY Variance 2,827 2,816 11 1,710 1,686 24 3,892 3,998 (106) 3,408 3,378 30 4,681 4,679 2 3,477 3,479 (2) 1,195 1,066 129 21,190 21,102 88 25,615 26,305 (690) 3,340 3,384 (44) 50,146 50,791 (645) Commentary Resources Corporate Finance 59. The current forecast for this activity is £106k under budget, which represents an improvement on the previously reported position of £31k and is largely attributable to staff vacancies. Transport Services 60. The current forecast for this activity is £129k above budget. The forecast reflects a risk that costs associated with the service level agreement with NCC (Adult Services) are not fully recovered. Discussions are progressing with the client with a view to resolution Central Costs Benefits 61. The current forecast for this activity is £690k under budget, a minor adverse change of £26k on the previously reported position. The forecast variance is predominantly attributable to housing and council tax benefit payment projections being marginally below budget (0.4%), where gross expenditure is around £192m. 62. It should be noted that the forecast excludes the potential for around £600k bonus ‘subsidy’ income, which could be payable at year-end, subject to the achievement of performance targets on benefit overpayments. Directorate Service Issues 63. At this stage, apart from those raised above there are no further service issues arising from the Directorate’s budget position as currently reported. Corporate Items 64. There are 3 key areas to report on within the overall Corporate area: • • • Capital Financing Cost of the Outstanding Sheffield Programme Capita contract Managing the reserves and contingencies approved by Cabinet as part of the 2008/09 outturn. Capital Financing 65. As part of the 2009/10 Revenue Budget process savings of £2m were approved for Capital Financing Costs. As at Month 6 it is still anticipated that these will be achieved and a break even position will be reported. Outstanding Sheffield Programme 66. As previously reported the Outstanding Sheffield Programme Capita outsourcing contract is forecast to be £1m above budget in 2009/10. Options have been presented to Members to reduce costs but at this stage have not been approved. A VAT refund of £800k has been confirmed (with further potential refunds in future years). As a “one off” measure in 2009/10, this will be used to cover the OSP costs but sustainable efficiencies will need to be found for 2010/11 onwards. Managing Reserves and Contingencies 67. In addition, “one-offs”, contingencies and the economic fighting fund have to be managed, details of which are attached at Appendix 2 to this report. Overall it is anticipated that the corporate items will breakeven at year end. 68. Within the “one offs” and Contingencies are amounts set aside for Directorate redundancies and redundancies in relation to Senior Managers. As at Quarter 2 costs of £1.7m have been actioned in relation to Directorates and £491k in relation to Senior Managers. A further update on the Quarter 2 position will be provided in the Scrutiny report in December. CORPORATE FINANCIAL RISK REGISTER Report 69. The Council maintains a Corporate Financial Risk Register which details the key financial risks facing the Council at a given point in time. A full update of this risk register has not been undertaken in this financial year, but a desktop review of the register has been undertaken by Finance and the most significant risks resulting from that exercise are summarised in this report for information together with a summary of the actions being undertaken to manage each of the risks. The top risks are summarised below and Appendix 1 contains more detail on each of the risks. • Capital Receipts & Capital Programme – Failure to meet significant year on year capital receipts targets due to depressed market and reduced Right-to-Buys, resulting in potential overprogramming / delay / cancellation of capital schemes. • Pay and Grading – Ongoing costs of implementing a new pay and grading structure are not contained within existing budget provision. • Pension Fund • The Council’s contribution to the Pension Fund rises materially at the next valuation. • The significant deficit on the South Yorkshire Pension Fund relating to the Council is called in for payment. • Electric Works – The running costs of the business centre are not covered by rental and other income streams. • Digital Region • • • Project Financing – Failure to achieve the level and timing of European Regional Development Fund, Yorkshire Forward and Sheffield City Council funding assumptions upon which the project has been modelled impacts the viability of the business case / timetable. Business Plan – Demand does not generate sufficient revenues to fund initial investment and ongoing operations resulting in failure to achieve timescales / outputs or clawback. Treasury Management – The risk that the Council will not get back the money that it deposits with Banks and Financial institutions or that the interest rates received will be materially lower than forecast in the Revenue Budget assumptions. • Comprehensive Spending Review 2010 – (Including Future of Area Based Grants). The next CSR results in a tighter resource allocation than forecast together with reductions in specific grants including ABG. • Building Schools for the Future Programme Affordability – The £25m affordability gap in the capital programme for the secondary schools estate which must be underwritten by the Council. • Economic Downturn – The current economic down-turn continues longer / is deeper / recovers more slowly than forecast, resulting in socio economic issues, increased costs / loss of income to the Council. • Waste Strategy – The waste strategy needs to be affordable within the Council's overall financial and service strategy. • Learning and Skills Council Funding Transfer – Significant transfer of responsibility to SCC for 6th form and Further Education funding in 2010. • NHS Funding Issues – Changes in the funding available to the NHS or the structure of that funding impact on the Council’s Home Care cost base or budgets. • Park Hill – As lead partner there is a risk that the Council is to fund any Transform South Yorkshire grant clawback. • Funding the Capita Contract – The Council currently has a funding shortfall to support the payments under the new Capita contract. This shortfall will need to be addressed over the 7 year life of the contract. • Pensions Liabilities for Other Organisations – Bodies whose Pension liability is backed by the Council (eg BNDfC and Integrated Youth Services) are reaching key decision points which may crystallise the liability resulting in significant cost to the Council. • Trading Standards – There is a risk that it is not possible to recover outstanding contributions from the other South Yorkshire Authorities. ECONOMIC FIGHTING FUND 70. The latest position in relation to the Economic Fighting Fund is as follows: £'000 Economic Fighting Fund 1,410 Post Offices Shop Frontages Sheffield Technology Parks Financial inclusion Recession Booklet Christmas Parking -500 -188 -150 -43 -25 -85 419 THE CAPITAL PROGRAMME FOR 2009/10 71. The 2009/10 Capital Programme has increased since that reported in the budget report which was submitted to cabinet in March 2009 from £231m to £283m. The increase in the programme value of £52m includes £30m of slippage brought forward from 2008/09, and scheme additions / variations of £22m. The £22m additions and variation value is made up from mainly CYPD were there is an increase in the programme of £13m, which is mainly to do with BSF. There is a £18m increase within DEL, which is mainly to do with the Highways programme. Within the Neighbourhoods programme there is a reduction of £8m which reflects an overall reduction in available resources. 72. The key issue on the programme is the unfunded cost increase on the Inner Relief Road (para 85). 73. Appendix 3 gives a breakdown of the 2009/10 Programme of £283m. Based upon quarter one the slippage figure for the year is anticipated to be £11m. More detailed analysis of each Directorates Programmes has been, or will be reported to individual DMT’s and portfolio-holding Members, and/or to responsible programme boards. 74. Appendix 3 also identifies expenditure incurred to date, and provides a Forecast Out-turn anticipated to be incurred by the year-end. This is currently forecast to be £263m, or 97% of the revised Programme. This is based upon the latest position built up from Directorate reports. Communities 75. The overall Neighbourhoods Investment Programme is the most significant in financial terms, representing 52% of the total Programme. Whilst this includes aspects of Community Care and the management of Community Buildings, it is primarily focused on Housing and Neighbourhoods Investment, which represents 48% of the total programme. 76. A cabinet report was approved on the 11 February 2009 showing a 2009/10 Neighbourhoods Investment Programme of £140.9m, this includes current over programming valued at £4.4m. However, since then there has been additional activity, these are carried forward schemes from 2008/9 into 2009/10, new schemes coming into the programme, new emerging priorities and the re-profiling and extension of the Decent Homes programme. 77. A revised report was approved at cabinet on the 14 October, taking into account the above mentioned revisions to give a fully resourced Investment Programme of £152m with no slippage. 78. The 2009/10 programme reflects that there has been a reduction in resources, mainly Right To Buy sales and land receipts and will consult members on a quarterly basis on the resource position. The current level of capital receipts funding required to support the programme is around £3m. The current reserve level of HRA receipts is sufficient to meet this demand. If there is a further reduction in resources officers will consult members in order to reshape the Investment Programme and bring it back in line with available resources. 79. The Community Care programme, which represents 3% of the overall programme, has increased since that reported in March 2009 due to reprofiling to take into account slipped expenditure from 2008/09 into 2009/10. The quarter one slippage for Community Care is £5.1m and approval is being sought to slip this figure into future years. This relates primarily to the Joint Learning Disabilities and Older People schemes. Both these schemes are heavily reliant upon capital receipts funding, which is unlikely to materialise until current market conditions improve. The current level of committed expenditure has been limited to meet the level of resources currently available. 80. The quarter one slippage for the Community Buildings element of the programme is seeking approval to slip a net figure of £0.5m expenditure into future years. This relates to the Wincobank and Heeley schemes where work has been delayed and it is now unlikely that the expenditure will be incurred in the current financial year, therefore, approval is being sought to slip into 2010/11. Children & Young People 81. The Children & Young People’s Directorate element of the Capital Programme represents 31% and as would be expected, is largely focused on Schools. At this stage it is forecast that spending will be in line with the approved Programme, The quarter one slippage totals £3.3m, with the majority relating to Devolved Capital Formula. Approval is being sought to slip this expenditure into future years. 82. The programme of works associated with the Devolved Capital Formula scheme relate to minor works undertaken by Sheffield Schools. It is anticipated that schools will not spend to the current programme level this year; therefore, slippage of £3.1m is required now to more accurately reflect the level of programmed works in 2009/10. Funding for this scheme is issued for a three year period and there are no adverse implications to slipping expenditure into 2010/11. Place 83. The Place element of the Capital Programme which represents 16% has the most diverse range of schemes. 84. The Place slippage figure for quarter one is £2.0m, approval is being sought to slip this figure into future years. The slippage relates mainly to Crematoria Improvements where the programme start date has been delayed until the start of 2010 due to delays in survey and grounds investigation works. The Brooklyn Bridge project has been delayed until additional funding can be secured to deal with increased costs in land ownership rights. The River Sheaf Restoration project has been delayed due to the need to avoid protected species within the area. 85. The latest forecast position on the Inner Relief Road scheme shows a further increase on previously reported costs of £1.367m. The majority of this increase £1.1m, relates to land acquisition costs. There are currently no additional funds to support these increased costs. Options for dealing with these costs will be brought forward as part of the 2010/11 capital programme report. 86. Although the original scheme was fully funded, the scheme has already required cash flow support from the Councils overall capital resources. This results from the original plan within the scheme to sell surplus land acquired as part of the construction phase, once the scheme had completed. The current state of the property market and wider economy has made the timing of these future receipts less certain and it is unlikely that these capital receipts will be generated for some time. So far cash flow support of £3.1m has been used to support expenditure incurred within 2007/08 of £2.3m and £0.8m in 2008/09. The project still has a number of sites to dispose of, which if sold for their original value would be sufficient to repay the £3.1m. Chief Executive’s 87. The Chief Executives Directorate element of the Capital Programme is relatively minor in financial terms, representing 1% of the overall programme. The majority of schemes relate to works on the Town Hall, Corporate IT infrastructure improvements and Vehicle and Plant replacement. These schemes have generally been funded via the Capital Strategy process, with the exception of the Vehicle Replacement Programme which is to be funded by Prudential Borrowing. At this stage it is forecast that spending will be in line with the approved Programme. Financing of the Programme 88. The Council’s capital programme makes use of a diverse range of resources the most significant of which are Government supported borrowing and Government grants, other grants and contributions, and capital receipts. This includes an overall need to make use of capital receipts for 2009/10 of £18m, which is split between general fund (£15m), and (£3m) for HRA. The current reserve level of capital receipts is sufficient to meet this demand. However it is the capital receipts element of programme funding that is currently at most risk from market instability. 89. Following the economic down turn the Council has had to consider what affect this has on its ability to generate capital receipts. A decision has already been taken to freeze asset disposals, unless good value can be proven on a case by case basis. A review of the Capital Programme exposure to receipts funding over the three years to 2010/11 has already been undertaken and this identified a gap of around £5m. Work is proposed for later this year to carry out a further review of capital receipts and a report on the revised funding position will be presented to members in due course. 90. The objective of the programme review is to understand what actions can be taken to mitigate the impact on the programme in the short term and to determine what actions, if any, are required in the longer term. A breakdown of how the 2009/10 programme is to be funded is shown in Appendix 4. FINANCIAL IMPLICATIONS 91. The primary purpose of this report is to provide Members with information on the City Council’s Budget Monitoring position for 2009/10 and, as such, it does not make any recommendations which have additional financial implications for the City Council EQUAL OPPORTUNITIES IMPLICATIONS 92. There are no specific equal opportunity implications arising from the recommendations in this report. PROPERTY IMPLICATIONS 93. Although this report deals, in part, with the Capital Programme, it does not, in itself, contain any property implications, nor are there any arising from the recommendations in this report. RECOMMENDATIONS Cabinet are recommended to: d) Note the updated information and management actions provided by this report on the 2009/10 budget position; e) Note that the carry forward requests are to be deferred and included in the Quarter 3 report for approval; and f) Approve the Capital variations outlined in this report. Eugene Walker Deputy Director of Corporate Resources 16 November 2009 Appendix 1 Top Value Risks Risk Capital Receipts & Capital Programme Failure to meet significant year on year capital receipts targets due to depressed market and reduced Right-to-Buys, resulting in potential over-programming / delay / cancellation of capital schemes. Pay and Grading Ongoing and one-off costs of implementing a new pay and grading structure are not contained within existing budget provision. Pension Fund The Council’s contribution to the Pension Fund rises materially at the next valuation. Cost £5m Prob Med / High Impact Treatment High • Monitoring via Asset Management Group • Corporate analysis of schemes to be funded by capital receipts • Monitoring of capital programme • Profiling Corporate Resource Pool • Large scale programmes will agree a net cash flow position for life of the scheme • Revised Code of Practice on capital addresses cash flow position of schemes. Owner EMT £40m+ over 5 years High High • Ongoing budget provision increased from £2m to £5m. Resources • Options for implementation and pay protection being modelled and discussed with EMT • Further options for ongoing cost mitigation being developed £5m+ Med High • Some provision for cost increases included in the working Resources assumptions for the 2010-15 Medium Term Business Strategy • PWC appointed as the Council’s Pensions advisors Med High • Robust business case approved. • Secure £3m contingency fund. Fundamental review of project in first year. • Effective monitoring / review processes. The Lease is currently being bought-out using prudential borrowing to reduce lifetime costs to the Council and to increase options available should the business plan not be delivered. Up to £5m Electric Works The running costs of the business centre are not covered by rental and other income streams. DCEX Digital Region • Project Financing – Failure to £4m achieve the level and timing of European Regional Development Fund, Yorkshire Forward and Sheffield City Council funding assumptions upon which the project has been modelled impacts the viability of the business case / timetable. • Business Plan – Demand does not generate sufficient revenues to fund initial investment and £?? ongoing operations resulting in (variable) failure to achieve timescales / outputs or clawback. • SCC will be required to fund 12/70s of any shortfall. £79m on Treasury Management The risk that the Council will not get deposit at back the money that it deposits with 30 Sept Banks and Financial institutions or 2009 that the interest rates received will be materially lower than forecast in the Revenue Budget assumptions. Low Med Low • Continued close involvement with The Commission and YF Resources to ensure optimum outcomes High • Full engagement of all parties in Due Diligence process. • Continued engagement with Service Providers to encourage migration to Network • Establishment of Access Agreements with Service High Providers on a 12 month rolling contract basis • Continued engagement with European Union to agree achievable outputs / funding eligibility. High • Deposit criteria have been steadily tightened over the Resources course of the last year and have remained tight despite a slight improvement in economic outlook. • The Council was not exposed to Icelandic bank losses and the same cautious approach to bank deposits continues. • Higher potential returns are being rejected in favour of greater security and liquidity and this approach will continue for the foreseeable future. Comprehensive Spending Review 2010 Including Future of Area Based Grants The next CSR results in a tighter resource allocation than forecast together with reductions in specific grants including ABG. £50m? Med High • The 2010-15 Medium Term Business Strategy process is addressing the long term pressures that are facing the Council. As part of this, Directors are being asked to assess the impact that a loss of specific grants would have on their Services. • Overall planning assumptions are believed to be prudent and are for a 0% increase for each of the CSR’10 years EMT Building Schools for the Future Programme The £25m affordability gap in the capital programme for the secondary schools estate which must be underwritten by SCC. £25m High High • The programme has been structured to delay the need for this cash until the later stages of the £220m overall programme. • Options are being explored, but at this stage the gap remains un-funded. CYP £Unknown Med Economic Downturn The current economic down-turn continues longer / is deeper / recovers more slowly than forecast, resulting in socio economic issues, increased costs / loss of income to the Council. High • Medium Term Business Planning activity will identify risk areas within the Council • A small budget contingency fund is in place to help manage increases in costs / reductions in income. EMT Waste Strategy. The waste strategy needs to be affordable within the Council's overall financial and service strategy. High • Part of the 2010/11 Budget Strategy Place £3m Med Learning and Skills Council Funding Transfer. High • Project in place to identify and manage risks £1.2m CYP NHS Funding Issues. Changes in the funding available to the NHS or the structure of that funding impact on the Council’s Home Care cost base or budgets. £?? Med High • Joint working with NHS Park Hill As lead partner there is a risk that SCC is to fund any Transform South Yorkshire grant clawback. £5.5m Low High • Regular project meetings with all partners, encourage joint resolution. Funding the Capita Contract The Council currently has a funding shortfall to support the payments under the new Capita contract. This shortfall will need to be addressed over the 7 year life of the contract. £7m High High • • Options presented to Members but not yet agreed Cost increase built into the Medium Term Business Strategy, but impacts on funding availability for other Council services. Pensions Liabilities Bodies whose Pension liability is backed by the Council (eg BNDfC and Integrated Youth Services) are reaching key decision points which may crystallise the liability resulting in significant cost to the Council. £20m+ High High • EMT / Close involvement of Finance in any structuring proposals Resources or decisions to minimise the risk of liabilities falling due. Communities Place Resources Appendix 2 MONITORING OF CONTINGENCIES AND “ONE OFFS” 1. “One Offs” Issue Energy Costs - an additional £200k over and above the budget provision of £1m needed to cover energy price increases for 2009/10. First Point for Business - The cost of developing a first point service for businesses will cost £100k as a oneoff in 2009/10. The ongoing costs from 2010/11 will be dealt with in the wider customer services transformation programme £’000 Status This has been allocated across Directorates in the form of a cash allocation and now forms part of 200 Directorates monitoring position. This has been allocated within Chief Executive’s Directorate in the form of a cash allocation and now forms part of their monitoring position. 100 Attainment - a one-off investment in school attainment of £700k for 2009/10 in addition to a £300k recommended investment in the Children &Young People budget. The £700k one-off may not all be spent in 2009/10 but it has been agreed that any underspend on that amount would resubmitted to Cabinet recommending that it is carried forward into 2010/11 for the same purpose. 700 Invest-to-Save Community Care - An investment of £400k into Community Care to enable the capture of the £3.7m saving from health agreed in the budget This has been allocated within Communities Directorate in the form of a cash allocation and now forms part of their monitoring 400 position. Invest-to-Save Adoptions - The Adoptions Service have proposed an Invest-to-Save scheme which will also improve current performance and service delivery issues. The 2009/10 cost is £250k which will be paid back over future years. This has been allocated within Children & Young People’s Directorate in the form of a cash allocation and now forms part of their monitoring position. Any underspend in this area will be highlighted as a proposed carry forward at outturn. This has been allocated within Children & Young People Directorate in the form of a cash allocation and now forms part of their monitoring position. 250 Issue £’000 Status • The first quarter redundancy costs have now been actioned. Redundancy Costs – As part of the 2009/10 budget process there were a number of redundancies. The estimated cost of these redundancies is around £2m. As at Quarter 2, there have been costs of £1.7m actioned in relation to Directorate redundancies. A further update on the Quarter 3 position will be provided in the Scrutiny report in March 2010. 2,000 3,650 2. Contingencies Contingency Fund - will be used to cover one-off risks in the 2009/10 budget, it will not be used to cover any ongoing costs in future years budgets. For Community Care, the contingency may only be used to cover increases in demand for services over and above the agreed budget. The contingency may not be used to replace the anticipated £3.7m saving. For Children’s Specialist Services, the contingency may only be used to cover increases in demand for services over and above the agreed budget. For Capital financing, mitigating actions to reduce the risk of an overspend are being put in place as part of the treasury management policy to be approved by Members at budget. However, if events conspire to change the investment climate further mitigating action will be limited. None of this contingency has 3,000 been allocated. Issue Senior Managers Redundancy Payments £’000 Status The second quarter Senior Management redundancy costs have been allocated and to date £491k has been actioned. A further update on the Quarter 3 position will be provided in the 3,000 Scrutiny report in March 2010. 3. Economic Fighting Fund £’000 £’000 Total Income Available 1,410 Calls Post offices Shop Frontages Sheffield Technology Parks Financial inclusion Recession Booklet Christmas Parking 500 188 150 43 25 85 991 Revised Total Income Available 419 Appendix 3 SHEFFIELD CITY COUNCIL CAPITAL PROGRAMME 2009/10 - MONITORING POSITION AS AT 30 SEPTEMBER 2009 DIRECTORATE / SERVICE Neighbourhoods & Community Care consisting of: Community Care Community Buildings Neighbouhood Renewal & Partnership Housing FORECAST SLIPPAGE £k 2009/10 PROGRAMME £k % REVISED PROGRAMME £k % SPEND TO DATE £k FORECAST OUT-TURN % £k % 146,038 52 -5,681 140,357 52 62,012 44 137,310 98 7,561 808 990 136,679 3 0 0 48 -5,141 -540 0 0 2,420 268 990 136,679 1 0 0 50 590 23 0 61,399 24 9 0 45 2,420 253 990 133,647 100 94 100 98 Children & Young People 90,308 31 -3,341 86,967 32 22,627 26 81,605 94 Development, Environment & Leisure consisting of: Culture Design & Project Management Environment & Regulatory Services Highways Parks & Countryside Planning Strategic & City Centre Services Streetforce 44,695 16 -1,988 42,707 16 11,703 27 43,008 101 559 186 1,193 28,188 4,093 5,954 4,473 49 0 0 0 10 1 2 2 0 0 0 -838 0 0 -716 -434 0 559 186 355 28,188 4,093 5,238 4,039 49 0 0 0 10 2 2 1 0 559 22 88 8,955 345 1,061 624 49 100 12 25 32 8 20 15 100 559 186 342 28,274 3,733 5,206 4,659 49 100 100 96 100 91 99 115 100 2,043 1 0 2,043 1 589 29 2,043 100 350 0 0 350 0 0 0 0 0 283,434 100 -11,010 272,424 100 96,931 36 263,966 97 Chief Executive's Corporate Total Appendix 4 SHEFFIELD CITY COUNCIL CAPITAL PROGRAMME 2009/10 - FUNDING POSITION DIRECTORATE / SERVICE Neighbourhoods & Community Care consisting of: Community Care Community Buildings Neighbouhood Renewal & Partnership Housing Children & Young People Development, Environment & Leisure consisting of: Culture Design & Project Management Environment & Regulatory Services Highways Parks & Countryside Planning Strategic & City Centre Services Streetforce Chief Executive's Corporate Total Supported Borrowing £k Prudential Borrowing £k Grants £k Contributions £k Capital Receipts £k Directorate Revenue £k Total £k 82,635 0 50,912 3,110 3,526 0 140,183 328 0 0 82,307 0 0 0 0 1,173 0 640 49,099 1,310 0 0 1,800 53 0 0 3,473 0 0 0 0 2,864 0 640 136,679 0 7,307 77,819 951 6,370 1,569 94,016 5,896 985 28,512 1,208 281 182 37,064 0 0 0 5,896 0 0 0 0 0 0 985 0 0 0 0 0 0 186 106 20,508 1,807 5,905 0 0 0 0 0 618 541 49 0 0 29 0 0 0 203 0 0 49 0 0 0 0 182 0 0 0 29 186 1,091 27,022 2,733 5,954 0 49 0 1,011 245 0 0 0 1,256 2,388 0 0 0 8,482 0 10,870 90,919 9,303 157,488 5,269 18,659 1,751 283,389
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