Agenda, decisions and minutes

To approve as a correct record the Minutes of the meeting of the Executive held on 19 November 2015.

Councillor Roger Croft opened the meeting by wishing all present and people across West Berkshire a Merry Christmas and a Happy New Year. He added that Christmas could be a difficult time for some, in particular children with serious medical conditions and their families. The Chairman’s charity for 2015/16, Helen and Douglas House, provided hospice care for terminally ill children, young adults and their families, and it was in aid of this charity that Councillor Croft, other Members and Officers were wearing Christmas jumpers. Councillor Croft urged support of this excellent charity.

The Minutes of the meeting held on 19 November 2015 were approved as a true and correct record and signed by the Leader.

To remind Members of the need to record the existence and nature of any Personal, Disclosable Pecuniary or other interests in items on the agenda, in accordance with the Members’ Code of Conduct.

There were no declarations of interest received.

Councillor Roger Croft announced that the Portfolio of Councillor Lynne Doherty had been expanded to ‘Children’s Services and Brilliant West Berkshire’.

(Councillor Marcus Franks joined the meeting at 5.06pm).

Members of the Executive to answer questions submitted by members of the public in accordance with the Executive Procedure Rules contained in the Council’s Constitution.

A full transcription of the public question and answer session is available from the following link: Transcription of Q&As.

“The report on the Council’s website entitled ‘West Berkshire Local Development Framework – Phase 4 Newbury and Thatcham’ concludes that the Junction Mitigation revised option is the best way forward for managing traffic resulting from development in Sandleford. Can you confirm that you will be following this conclusion and if not what is your alternative plan?”

A question standing in the name of Mr John Gardner on the subject of the junction mitigation for managing traffic resulting from development in Sandleford was answered by the Portfolio Holder for Highways, Transport and Emergency Planning.

“With reference to the proposed 2016/17 budget cuts, specifically the removal of the Mortimer to Willink school bus, West Berkshire Council have identified an available route about which they have publicly stated that the step off points along the route are "adequate for small numbers of walkers". This route impacts 233 children who may be accompanied by an adult so the number of walkers at any one time could be in excess of 300. Does West Berkshire Council consider this to be a small number of walkers?”

A question standing in the name of Mr Peter Hudson in relation to the proposed budget cut to remove the Mortimer to Willink school bus and the proposed walk to school route was answered by the Portfolio Holder for Education, Property and Broadband.

There were no petitions presented to the Executive.

(CSP: BEC, SLE, P&S, HQL, MEC, BEC1, BEC2, SLE1, SLE2, P&S1, HQL1, MEC1)

Purpose: To report Quarter Two outturns against the Key Accountable Measures contained in the 2015/16 Council Performance Framework; to provide assurance to Members that the objectives laid out in the Council Strategy and other areas of significant/importance across the Council are being delivered; to present, by exception, those measures/milestones behind schedule or not achieved and cite any remedial action taken and its impact; and to present the narrative (performance intelligence) for each priority, highlighting key achievements and key areas of challenge.

Resolved that progress against the Key Accountable Measures be noted, including the fact that no measures were reported as ‘red’; those areas reporting as ‘amber’ be reviewed to ensure that appropriate remedial action was in place; and it be noted that there were no proposed changes to targets or plans requested by Service Areas and detailed as part of exception reports.

This decision is not subject to call in as:

·      Report is to note only

therefore it will be implemented immediately.

The Executive considered a report (Agenda Item 6) concerning the performance of the Council against the Key Accountable Measures contained in the 2015/16 Council Performance Framework.

Councillor Roger Croft explained that performance was assessed as being on track to achieve the expected end of year levels. No measures were identified as RAG rated ‘red’ and for the ones judged ‘amber’ (behind schedule but still expected to achieve the end of year targets) plans had been put in place at service level without requests for additional actions to be taken at strategic level and without the need to revise the initially agreed targets. Where the results at Quarter Two were assessed as ‘amber’, exception reports had been provided to give reassurance in terms of corrective actions already put in place by the service.

Of the 27 reported measures, outturns were available for 21. Those not reported were comprised of 4 which were reported annually only and 2 which were unavailable for the publication of the report. 13 measures were reported as ‘green’ and the remaining 8 reported as ‘amber’. As already stated, none of the measures were reporting ‘red’ at Quarter Two.

In terms of Measures of Volume, Councillor Croft highlighted an 18% increase in the number of children in need compared to Quarter Two 2014/15, an increased number of properties (including affordable homes) and a reducing number of Jobseekers Allowance claimants.

Councillor Croft also explained that examination results for the 2014/15 academic year would be known during Quarter Three of 2015/16.

Councillor Alan Macro noted that recruitment difficulties were being experienced in a number of different areas. This included Development Control Officers and Children’s Services Social Workers meaning workforce stability remained a challenge in these and other areas. Councillor Macro queried the efforts being made to resolve these difficulties.

Councillor James Fredrickson explained that a number of measures were being considered. However, West Berkshire Council was one of many local authorities seeking to employ, in some cases, a reducing number of skilled workers to some posts. This was alongside a difficult financial situation.

In terms of recruitment of Children’s Services Social Workers, this had already been given a particular focus and Councillor Lynne Doherty explained that the situation had improved since Quarter Two and the number of agency workers had reduced. Measures which had assisted this problem, which was a national issue, included the creation of a Social Work Academy, attendance at national recruitment events and the launch of a new micro site for Social Workers.

Returning to recruitment in Development Control, Councillor Macro highlighted a concern with salary levels being low when compared to those paid in the private sector. Councillor Fredrickson acknowledged that this was a concern which was difficult to manage in the current financial climate. However, he felt there was potentially scope to adjust salaries if this became necessary and if budget permitted.

RESOLVED that:

(1)   The Executive note progress against the Key Accountable Measures including the fact that there are no measures reported as  ...  view the full minutes text for item 46.

(CSP: MEC, MEC1)

Purpose:  To inform Members of the latest financial performance of the Council.

Resolved that the latest financial position of the Council be noted.

This decision is not subject to call in as:

·      Report is to note only

therefore it will be implemented immediately.

The Executive considered a report (Agenda Item 7) concerning the financial performance for Quarter Two of the 2015/16 financial year.

Councillor Roger Croft explained that at Quarter Two, the forecast revenue position was an overspend of £0.5m, which was a decrease of £0.4m from Quarter One. This was mainly as a result of the amount directed from reserves (£0.6m) to support the Ofsted Improvement Plan.

The Communities Directorate was forecasting an overspend of £0.9m at Quarter Two, which was a decrease of £0.1m from Quarter One. The overspend was primarily the result of a £0.7m pressure within Children’s and Family Services and a forecast overspend within Education of £0.3m. The Directorate was looking to mitigate this forecast overspend position further and was reviewing all spending plans to see what could be delivered in year.

The Environment Directorate was forecasting an underspend of £373k compared to a £7k underspend at Quarter One. This was primarily due to additional income from parking and development control.

The Resources Directorate was forecasting an overspend of £49k, which was an increased overspend of £59k from the £10k underspend in Quarter One. The major change from Quarter One was the lower income forecast within Legal Services.

Councillor Alan Macro referred to the risks identified within the report, which included risks within Adult Social Care. He was aware that the Adult Social Care Risk Fund had reduced to £220k and queried whether this was a cause for concern when considering the risks highlighted. In response, Councillor Hilary Cole advised that Adult Social Care managed its budget very well and she did not feel there was a need to utilise the Adult Social Care Risk Fund at the present time.

RESOLVED that the latest financial position of the Council be noted.

Reason for the decision: To ensure that Members are fully aware of the latest financial position of the Council.

Other options considered: n/a

Members of the Executive to answer questions submitted by Councillors in accordance with the Executive Procedure Rules contained in the Council’s Constitution. (Note: There were no questions submitted relating to items not included on this Agenda.)

There were no Member questions submitted.

RESOLVED that members of the press and public be excluded from the meeting for the under-mentioned item of business on the grounds that it involves the likely disclosure of exempt information as contained in Paragraphs 1 and 2 of Part 1 of Schedule 12A of the Local Government Act 1972, as amended by the Local Government (Access to Information)(Variation) Order 2006. Rule 8.10.4 of the Constitution also refers.

(Paragraph 1 - information relating to an individual)
(Paragraph 2 - information identifying an individual)

(CSP: MEC, MEC1)

Purpose:  To seek approval to make the redundancy payments associated with the required staffing implications associated with savings to deliver the 2016/17 revenue budget.

Resolved that the recommendations in the exempt report be agreed.

This decision is not subject to call in as:

·      a delay in implementing the decision would cause the Council serious financial implications.

therefore it will be implemented immediately.

(Paragraph 1 – information relating to an individual)

(Paragraph 2 – information identifying an individual)

The Executive considered an exempt report (Agenda Item 10) which sought approval to make the redundancy payments associated with savings to deliver the 2016/17 revenue budget.

RESOLVED that the recommendations in the exempt report be agreed.

Reason for the decision: as set out in the exempt report.

Other options considered: as set out in the exempt report.