Agenda and minutes

The Chairman highlighted a number of events that he had attended since the last Council meeting including a celebratory event at the Royal Berkshire Fire and Rescue Service, a volunteer recruitment event at the Corn Exchange, the Community Champion Awards at Shaw House, a girl guiding event and a drinks reception at the House of Lords with colleagues from the Berkshire Youth Trust.

The Chairman to sign as a correct record the Minutes of the Council meeting and the extraordinary meeting held on 09 January 2020.

The Minutes of the meetings held on 9 January 2020 were approved as a true and correct record and signed by the Chairman subject to a correction that Councillor Andy Moore had sent his apologies for inability to attend both meetings and he should therefore not be marked as absent..

To remind Members of the need to record the existence and nature of any personal, disclosable pecuniary or other registrable interests in items on the agenda, in accordance with the Members’ Code of Conduct.

The Monitoring Officer announced that in respect of items 16 and 17 (Capital Strategy and Programme 2020/21 to 2022/23 and Revenue Budget 2020/21): all Members had completed an Application for a Grant of a Dispensation in relation to “any beneficial interest in land within the Authority’s area.” The Monitoring Officer had previously granted the dispensation to allow all Members to speak and vote on this item.

There were also a number of personal interests declared in relation to agenda items and these were set out below:

Members of the Executive to answer the following questions submitted by a member of the public in accordance with the Council’s Constitution:

(a)         Question to be answered by the Executive Member for Environment submitted by Mrs Helen Pemberton:

“Residents of flats are excluded from the current food waste collections. Will flats and communal dwellings be included in plans for separate food waste collections”.

A full transcription of the public and Member question and answer sessions are available from the following link: Transcription of Q&As. (right click on link and ‘Edit Hyperlink’. Insert URL to pdf on website in ‘address’ field)

1.    It was agreed that a question standing in the name of Mrs Helen Pemberton on the subject of food waste collections would receive a written answer  from the Portfolio Holder for Environment.

The Council to agree any changes to the membership of Committees.

There had been no changes to the membership of Committees since the previous Council meeting.

The Council is asked to note that since the last meeting of the Council, the Licensing Committee met on 08 February 2020.  Copies of the Minutes of this meeting can be obtained from Legal and Strategic Support or via the Council’s website.

The Council noted that, since the last meeting, the Licensing Committee had met on 8 February 2020.

The Council is asked to note that since the last meeting of the Council, the Personnel Committee met on 11 February 2020.  Copies of the Minutes of this meeting can be obtained from Legal and Strategic Support or via the Council’s website.

The Council noted that, since the last meeting, the Personnel Committee had met on 11 February 2020.

The Council is asked to note that since the last meeting of Council, the Governance and Ethics Committee met on 10 February 2020.  Copies of the Minutes of this meeting can be obtained from Legal and Strategic Support or via the Council’s website.

The Council noted that, since the last meeting, the Governance and Audit Committee had met on 10 February 2020.

The Council is asked to note that since the last meeting of the Council, the District Planning Committee has not met.

The Council noted that since the last meeting of the Council, the District Planning Committee had not met.

The Council is asked to note that since the last meeting of the Council, the Overview and Scrutiny Management Commission met on 14 January 2020.  Copies of the Minutes of this meeting can be obtained from Legal and Strategic Support or via the Council’s website.

The Council noted that, since the last meeting, the Overview and Scrutiny Management Committee had met on 14 January 2020.

The Council is asked to note that since the last meeting of the Council, the Joint Public Protection Committee met on 30 January 2020.  Copies of the Minutes of this meeting can be obtained from Legal and Strategic Support or via the Council’s website.

The Council noted that, since the last meeting, the Joint Public Protection Committee had met on 30 January 2020.

To set out the proposed Investment and Borrowing Strategy for 2020/21, as required by the Local Government Act 2003.

The Council considered a report (Agenda Item 14) concerning the proposed Investment and Borrowing Strategy as required by the Local Government Act 2003.

MOTION: Proposed by Councillor Ross Mackinnon and seconded by Councillor Howard Woollaston:

That the Council:

“approves the Annual Investment and Borrowing Strategy for 2020/21”.

Councillor Mackinnon stated that he was pleased to present the report which he hoped Members would support. In response to comments made by Councillors Brooks and Dillon about affordability he noted that the Council was required to disclose the actual and estimates of the ratio of financing costs to net revenue budget. While the ratio was increasing the 12.5% was affordable within the Council’s overall budget requirement and was planned for as part of the Council’s Medium Term Financial Strategy

The Motion was put to the meeting and duly RESOLVED.

To allocate available resources focussing on those determined as most critical in supporting the Council’s priorities and statutory responsibilities; to ensure that capital investment is affordable; and ensure that the Council has sufficient levels of reserves.

The Council considered a report (Agenda Item 15) concerning its four year rolling strategy which was built to ensure that the financial resources, both revenue and capital, were available to deliver the Council Strategy. The MTFS should be read in conjunction with the Revenue Budget, Capital Programme and the Investment and Borrowing Strategy reports.

MOTION: Proposed by Councillor Ross Mackinnon and seconded by Councillor Lynne Doherty:

That the Council:

“approves and adopts the Medium Term Financial Strategy 2020/21 to 2022/23”.

Councillor MacKinnon in introducing the item noted that this four year rolling programme focused on allocating  resources to those areas determined as most critical in supporting the Council’s priorities and statutory responsibilities, ensured that capital investment was  affordable; and that the Council had sufficient levels of reserves.

Councillor Jeff Brooks commented that it would be useful to include a section in future reports to look back and compare what was assumed and what actually happened. This would improve rigour and assist with future planning. Councillor Graham Bridgman noted that Portfolio Holders did look at performance against budgets already. Councillor Mackinnon stated that he would consider this proposal albeit that much of this was already done via the quarterly budget monitoring process.

The Motion was put to the meeting and duly RESOLVED.

To outline the Capital Strategy covering financial years 2020/21 -2022/23 and the supporting funding framework, providing a high-level overview of how capital expenditure, capital financing and treasury management activity contribute to the provision of local public services along with an overview of how associated risk is managed and the implications for future financial sustainability.

(All Members had been granted a dispensation by the Monitoring Officer to speak and vote on this item).

The Council considered a report (Agenda Item 16) which outlines the Capital Strategy covering financial years 2020/21 – 2022/23 and the supporting funding framework, providing a high-level overview of how capital expenditure, capital financing and treasury management actively contributed to the provision of local public services along with an overview of how associated risk was managed and the implications for future financial sustainability.

The Chairman noted that the heading in the table on page 72 of the agenda in paragraph 5.5 should read:

MOTION: Proposed by Councillor Ross Mackinnon and seconded by Councillor Dominic Boeck:

That the Council:

“approves and adopts the Capital Strategy and supporting Minimum Revenue Provision policy together with the revised Property Investment Strategy.”

Councillor Ross MacKinnon, in introducing the item, stated that he was delighted to propose the report. He outlined the areas where the funding would be used which included £40.5m on education, £45m on transport and infrastructure, £5.5m on maintaining a greener district and £10m to protect the district’s vulnerable children and adults.  £63m of  this funding would be derived from external sources and £47m from external borrowing . The report also set out the annual  revision of the Property Investment Strategy which included amendments arising from the recently issued CIPFA guidance about borrowing for out of district commercial investment.

AMENDMENT: Proposed by Councillor Jeff Brooks and seconded by Councillor Lee Dillon:

That the Council:

““approves and adopts the Capital Strategy and supporting Minimum Revenue Provision policy together with the revised Property Investment Strategy subject to the following amendments:

1.    Place Directorate

(a)      Additional Drainage Clearance

Cost £50,000

A one-off cost to help clear and improve aquifers and conduits, in light of recent flooding and localised drainage issues when there is heavy rain.

2.      Resource Directorate

(a)    Defibrillators

Cost £40,000”

Councillor Brooks commented that these were modest but important proposals which he encouraged the Council to adopt. Councillor Mackinnon responded by saying that there was already funding in the budget for flood alleviation  works. While he agreed with the principle of funding defibrillators he felt that the best way to address gaps in provision would be through Members Bids which would then mean matched funding could be sought from the local community.

The Amended Motion was put to the vote and declared LOST.

In accordance with Procedure Rule 4.15.2 it was requisitioned that the voting on the Amendment be recorded. The names of those Members voting for, against and abstaining were read to the Council as follows:

FOR the Amendment:

Councillors: Adrian Abbs, Phil Barnett, Jeff Brooks, Jeremy Cottam, Carolyn Culver, Lee Dillon, Billy Drummond, Owen Jeffery, Royce Longton, Alan Macro, David Marsh, Steve Masters,  Geoff Mayes, Andy Moore, Erik Pattenden, Martha Vickers, Tony Vickers, Keith Woodhams (18)

AGAINST the Amendment:

Councillors: Councillors: Steve Ardagh-Walter, Peter Argyle, Jeff Beck, Dennis Benneyworth, Dominic Boeck, Graham Bridgman, Jeff Cant,  ...  view the full minutes text for item 54.

To consider and recommend to Council the 2020/21 Revenue Budget, which proposes a Council Tax requirement of £102.06m, requiring a Council Tax increase of 1.99% and a 2% adult social care Council Tax Precept. The Council Tax increase will raise £2.1m and the precept will raise a further £2.1m ring-fenced for adult social care.

(All Members had been granted a dispensation by the Monitoring Officer to speak and vote on this item).

The Council considered a report (Agenda Item 17) concerning the 2020/21 Revenue Budget, which proposed a Council Tax requirement of £102.06m, requiring a Council Tax increase of 1.99% and a 2% adult social care Council Tax Precept. The Council Tax increase would raise £2.1m and the precept would raise a further £2.1m ring-fenced for adult social care. The report also proposed the Fees and Charges for 2020/21 as set out in Appendix F and the Parish Expenses as set out in Appendix G and recommended the level of General Reserves as set out in Appendix E..

MOTION: Proposed by Councillor Lynne Doherty and seconded by Councillor Ross Mackinnon:

“That the Council:

(1)       That Council approves the 2020/21 Council Tax requirement of £102.06 million, requiring a Council Tax increase of 1.99% with a 2% Council Tax Precept ring-fenced for adult social care.

(2)       That the Fees and Charges are approved as set out in Appendix F and the appropriate statutory notices be placed where required.

(3)       That the Parish Expenses of £29,580 are approved as set out in Appendix G.

(4)       That it be noted that the following amounts for the year 2020/21 in accordance with regulations made under Section 31B of the Local Government Finance Act 1992, as amended (by the Localism Act 2011):-

(a)       65,205.90 being the amount calculated by the Council, (Item T) in accordance with regulation 31B of the Local Authorities (Calculation of Council Tax Base) Regulations 1992 (as amended by the Localism Act 2011), as its council tax base for the year (the number of properties paying council tax).

(b)       Part of the Council’s area as per Appendix K being the amounts calculated by the Council, in accordance with regulation 6 of the Regulations, as the amounts of its council tax base for the year for dwellings in those parts of its area to which a Parish precept relates.

(5)       Calculate that the Council Tax requirement for the Council’s own purposes for 2020/21 (excluding Parish precepts) is £102,064,186.

(6)       That the following amounts be now calculated by the Council for the year 2020/21 in accordance with Sections 32 to 36 of the Local Government Finance Act 1992, amended by the Localism Act 2011:-

(a)       £338,583,864 being the aggregate of the amounts which the Council estimates for the items set out in Section 31A(2), (a) to (f) of the Act taking into account all precepts issued to it by Parish councils.

(b)       £232,095,364 being the aggregate of the amounts which the Council estimates for the items set out in Section 31A(3), (a) to (d) of the Act.

(c)       £106,488,500 being the amount by which the aggregate at 6(a) above, exceeds the aggregate at 6(b) above, calculated by the Council, in accordance with the Section 31A(4) of the Act, as its Council Tax requirement for the year (Item R).

(d)       £1633.11 being the amount at 6(c) above (Item R), all  ...  view the full minutes text for item 55.

To seek Council’s approval of the Statutory Pay Policy Statement for publication from 1st April 2020.

The Council considered a report (Agenda Item 18) concerning the Statutory Pay Policy Statement for publication from 1 April 2020.

MOTION: Proposed by Councillor Howard Woollaston and seconded by Councillor Lee Dillon:

That the Council:

“approves and then publishes the policy statement in accordance with s38 of the Localism Act 2011”.

The Motion was put to the meeting and duly RESOLVED.

To give consideration to, and agree the proposed Member Development Programme for 2020/21 (attached at Appendix A). The programme was considered and endorsed by the Member Development Group on 23rd January 2020.

The Council considered a report (Agenda Item 19) concerning a proposed Member Development Programme for 2020/21. The programme had been considered and endorsed by the Member Development Group on 23 January 2020.

MOTION: Proposed by Councillor Lynne Doherty and seconded by Councillor Lee Diillon:

That the Council:

“approves the proposed Member Development Programme for 2020/21”

The Motion was put to the meeting and duly RESOLVED.

(a)          The following Motion has been submitted in the name of Councillor Erik Pattenden:

“Safer Schools Motion
(No Idling Zones; 20MPH zones; Safer School Drop-off Provision)

This Council notes that:

·         Our residents, staff and children, are exposed to unnecessary levels of pollutants outside of schools at peak times in the morning and afternoon;

·         Epidemiological studies show that symptoms of bronchitis in asthmatic children increase in association with long-term exposure to pollutants, as well as stunting lung growth;

·         Only a handful of schools across the country are trialling “No Vehicle Idling zones” yet they bring many health benefits;

·         Air pollution poses a serious threat to the health and development of young people:  while many of the policy interventions to rectify this problem would have to come from central Government, this Council can do more and needs to be proactive on this issue;

·         The National Institute for Health and Care Excellence (NICE) and Public Health England (PHE) produced new guidance in 2017 that recommended “no vehicle idling” areas in places where health-vulnerable people collect, such as outside schools, hospitals and care homes, and in areas where exposure to road-traffic-related air pollution is high;

·         According to the Royal Society for the Prevention of Accidents, evidence shows that 20mph zones are an effective way of preventing injuries on the road;

·         Research estimates the chance of fatality from being hit by a car driving at 20mph at 1.5% versus 8% at 30mph;

·         There are 80 schools across the district, some of which are in 40 mph zones.

This Council resolves to:

·         Review the work done on No-Vehicle-Idling nationally in other local authorities and work this into an action plan for No-Vehicle-Idling Zones across West Berkshire;

·         Implement enforceable No-Vehicle-Idling Zones around all primary schools in the District by the end of 2021, with at least 4 pilots by Spring 2020;

·         Use the experience of the pilot zones to determine whether these measures should be implemented via enforceable enhancements to existing Council policies, or via a new by-law;

·         Work closely with schools that are part of the scheme to inform parents and carers of the No-Vehicle-Idling Zones;

·         Encourage local businesses to sponsor green walls on school buildings and tree planting near schools and the appropriate Executive Member include this in their action plan;

·         Set up a task group to review the speed limit outside each school;

·         Create a toolkit of potential actions for schools to take in order to make roads safer for children, as is most appropriate for that area, including requesting road-markings and additional lights from the Council;

·         Offer all schools the option of signing up to a Safer School Zone which will include red road markings to prevent dangerous parking and additional visits from Traffic Enforcement Officers;

·         Look at locations where appropriate additional changes could be made, such as making certain roads near schools one way.”

http://www.rospa.com/rospaweb/docs/advice-services/road-safety/drivers/20-mph-zone-factsheet.pdf

http://www.brake.org.uk/assets/docs/GO20toolkit/GO20-report-sep15.pdf

https://www.ippr.org/files/images/media/files/publication/2011/05/streets_ahead_1266.pdf

(b)          The following Motion has been submitted in the name of Councillor Adrian Abbs:

“Power for Communities Motion

West Berkshire District  ...  view the full agenda text for item 58.

The Council considered the under-mentioned Motion (Agenda item 20a refers) submitted in the name of Councillor Erik Pattenden relating to no vehicle idling zones.

The Chairman informed the Council that the motion would not be debated at the meeting and in accordance with Procedural Rule 4.5.8 it would be referred to the Transport Advisory Group for consideration.

MOTION: Proposed by Councillor Erik Pattenden and seconded by Councillor Martha Vickers:

“Safer Schools Motion
(No Idling Zones; 20MPH zones; Safer School Drop-off Provision)

This Council notes that:

·         Our residents, staff and children, are exposed to unnecessary levels of pollutants outside of schools at peak times in the morning and afternoon;

·         Epidemiological studies show that symptoms of bronchitis in asthmatic children increase in association with long-term exposure to pollutants, as well as stunting lung growth;

·         Only a handful of schools across the country are trialling “No Vehicle Idling zones” yet they bring many health benefits;

·         Air pollution poses a serious threat to the health and development of young people:  while many of the policy interventions to rectify this problem would have to come from central Government, this Council can do more and needs to be proactive on this issue;

·         The National Institute for Health and Care Excellence (NICE) and Public Health England (PHE) produced new guidance in 2017 that recommended “no vehicle idling” areas in places where health-vulnerable people collect, such as outside schools, hospitals and care homes, and in areas where exposure to road-traffic-related air pollution is high;

·         According to the Royal Society for the Prevention of Accidents, evidence shows that 20mph zones are an effective way of preventing injuries on the road;

·         Research estimates the chance of fatality from being hit by a car driving at 20mph at 1.5% versus 8% at 30mph;

·         There are 80 schools across the district, some of which are in 40 mph zones.

This Council resolves to:

·         Review the work done on No-Vehicle-Idling nationally in other local authorities and work this into an action plan for No-Vehicle-Idling Zones across West Berkshire;

·         Implement enforceable No-Vehicle-Idling Zones around all primary schools in the District by the end of 2021, with at least 4 pilots by Spring 2020;

·         Use the experience of the pilot zones to determine whether these measures should be implemented via enforceable enhancements to existing Council policies, or via a new by-law;

·         Work closely with schools that are part of the scheme to inform parents and carers of the No-Vehicle-Idling Zones;

·         Encourage local businesses to sponsor green walls on school buildings and tree planting near schools and the appropriate Executive Member include this in their action plan;

·         Set up a task group to review the speed limit outside each school;

·         Create a toolkit of potential actions for schools to take in order to make roads safer for children, as is most appropriate for that area, including requesting road-markings and additional lights from the Council;

·         Offer all schools the option of signing up to a Safer School Zone which will include red road markings to prevent  ...  view the full minutes text for item 58.

Members of the Executive to answer the following questions submitted by Councillors in accordance with the Council’s Constitution:

(a)          Question to be answered by the Executive Member for Finance submitted by Councillor Steve Masters:

“What contingencies are in place if 4 The Sector continues to be unlet?”.

(b)          Question to be answered by the Executive Member for Finance submitted by Councillor Steve Masters:

“Is disposal of 4 The Sector being explored or is this out of the question?”.

A full transcription of the Member question and answer session is available from the following link: (link to pdf on website)

(a)          A question standing in the name of Councillor Steve Masters on the subject of the contingencies which were in place should 4 The Sector remain unlet received a written response from the Executive Member for Finance.

(b)          A question standing in the name of Councillor Steve Masters on the subject of the possible disposal of 4 The Sector received a written response from the Executive Member for Finance.

A full transcription of the public and Member question and answer sessions are available from the following link: Transcription of Q&As. (right click on link and ‘Edit Hyperlink’. Insert URL to pdf on website in ‘address’ field)