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Agenda, decisions and minutes

Venue: Council Chamber Council Offices Market Street Newbury

Contact: Democratic Services Team 

Items
No. Item

45.

Minutes pdf icon PDF 105 KB

To approve as a correct record the Minutes of the meeting of the Executive held on 19 October 2017 and the special meeting also held on the 19 October 2017.

Additional documents:

Minutes:

Councillor Graham Jones introduced the meeting by reflecting on the sad loss of two of West Berkshire Council’s former Councillors.

Former Councillor and Honorary Alderman Geoff Findlay passed away on 10 November 2017. Geoff had served as Ward Member for Cold Ash and as an Executive Member.

Former Councillor Kathleen French passed away on 17 November 2017, Kathleen had served as the Ward Member for Chieveley.

Councillor Graham Jones added that the service of these two former Councillors would be further recognised at the Council meeting on 7 December 2017.

A one minute silence was then observed.

The Minutes of the meeting held on 19 October 2017 and the special meeting also held on 19 October 2017 were approved as true and correct records and signed by the Leader.

46.

Declarations of Interest

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.

Minutes:

There were no declarations of interest received.

47.

Public Questions

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.

Minutes:

A full transcription of the public and Member question and answer sessions are available from the following link: Transcription of Q&As.

47.(a)

Question submitted by Mr Peter Logan to the Portfolio Holder for Corporate Services

How many families in West Berkshire could be affected by the roll-out of Universal Credit next month?”

Minutes:

A question standing in the name of Mr Peter Logan on the subject of the number of families who could be affected by the roll-out of Universal Credit in December 2017 was answered by the Portfolio Holder for Corporate Services.

47.(b)

Question submitted by Mrs Martha Vickers to the Portfolio Holder for Community Resilience and Partnerships

“In recent years this Council has cut its Grant to the CAB. In view of the forthcoming introduction of Universal Credit in West Berkshire can the Council reassure me that they are not planning further cuts to this very necessary service?”

Minutes:

A question standing in the name of Mrs Martha Vickers seeking an assurance that the Council was not planning further cuts to its grant to the Citizen’s Advice Bureau, particularly in view of the forthcoming introduction of Universal Credit, was answered by the Portfolio Holder for Community Resilience and Partnerships.

47.(c)

Question submitted by Mr Andy Moore to the Portfolio Holder for Corporate Services

“It is being widely reported that there are delays in receipt of Universal Credit where it has been rolled out in other parts of England. What allowances are the Council preparing to make if UC recipients are unable to make payments (eg. of council tax) on time?”

Minutes:

A question standing in the name of Mr Andy Moore on the subject of what allowances the Council was preparing to make if Universal Credit recipients were unable to make payments (e.g. of Council Tax) on time was answered by the Portfolio Holder for Corporate Services.

48.

Petitions

Councillors or members of the public may present any petition which they have received. These will normally be referred to the appropriate Committee without discussion.

Minutes:

There were no petitions presented to the Executive.

49.

Financial Performance Report 2017/18 - Quarter Two (EX3304) pdf icon PDF 108 KB

(CSP: MEC and MEC1)

Purpose: To inform Members of the latest financial performance for 2017/18.

Additional documents:

Decision:

Resolved that the latest financial performance 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.

Minutes:

The Executive considered a report (Agenda Item 6) which informed Members of the latest financial performance of the Council for 2017/18.

Councillor Anthony Chadley introduced the report. The Quarter Two revenue forecast was an overspend of £603k against a net revenue budget of £117.4m, which was 0.5% of the net budget. The main driver of the forecast overspend was a £603k overspend in Adult Social Care (ASC). This was a result of increased complexity in client needs and inflationary pressures.

It was proposed that, in order to help combat some of the inflationary pressures, £392k be released from the ASC Risk Reserve. Councillor Chadley explained that it was considered timely to take this action at this point in the financial year in order to minimise the in year impact.

Councillor Lee Dillon referred to paragraph 5.3 of the summary report, this stated that ‘£392k has been released from the ASC Risk Reserve’. Councillor Dillon therefore queried whether this decision had been pre-empted or whether the wording of the report was incorrect. He noted that in previous financial years, Risk Reserve funds had only been released at the end of the financial year once pressures were known in full and this was a changed tactic. Councillor Dillon noted that this proposal was to meet inflationary pressures, but he was of the view that these should have been forecast.

Councillor Alan Macro queried how much money would be left in the fund after the £392k was released.

Councillor Rick Jones explained that as previously reported, considerable pressures were being felt in Adult Social Care. Inflationary cost increases which were in excess of the level originally forecast, national living wage increases from providers and a greater level of complexity of clients’ needs were particular pressures.

In terms of the ASC Risk Reserve, Councillor Rick Jones firstly explained that it was increased as part of the 2017/18 budget build. It was considered timely to release funds from the Risk Reserve to meet the inflationary pressures as the cost involved was not expected to change. This would also enable future financial reports to present the most clear and accurate financial position for the year.

Councillor Rick Jones added that approximately £700k of the Risk Reserve would remain, both post the proposed use of the £392k and if it was used to fund the entire forecast overspend. Therefore, clearly the current Quarter Two forecast overspend could still be met from this Risk Reserve if necessary.

Turning to Public Protection and Culture, Councillor Dillon noted that the service was forecasting an overspend of £128k due in part to a payment from Kennet School for Kennet Leisure Centre of £43k that was still in dispute. This had been the case for some years and Councillor Dillon queried what progress had been made.

Councillor Hilary Cole noted that Councillor Dillon had asked this question when the Quarter One report was discussed. As explained at that time, discussions on this matter had continued to be protracted and complex, and therefore  ...  view the full minutes text for item 49.

50.

Transferring the freehold of the Corn Exchange premises to the Corn Exchange (Newbury) Trust (EX3372) pdf icon PDF 119 KB

(CSP: SLE, HQL and HQL1)

Purpose: To consider the transfer of the freehold of the Corn Exchange premises to the Corn Exchange (Newbury) Trust (CET) in order to strengthen the sustainability of the trust in the long term.

Additional documents:

Decision:

Resolved that:

 

·         The Head of Public Protection and Culture shall, in consultation with the Head of Finance and Property and Head of Legal Services, transfer the freehold of the Corn Exhange building to the CET for the sum of £5 subject to satisfaction of statutory provision in relation to disposal, and negotiation and completion of appropriate legal documentation.

·         The Head of Public Protection and Culture agree with the CET a list of any outstanding minor works that it is necessary for the Council to carry out under the terms of the current lease with reference to the 2015 condition survey.

·         A six week period of public engagement be conducted in January/February 2018 to assess whether the proposal has any negative impacts for the public and the arts in West Berkshire.

 

This decision is not subject to call in as:

 

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

 

therefore it will be implemented immediately.

Minutes:

The Executive considered a report (Agenda Item 7) concerning the proposed transfer of the freehold of the Corn Exchange premises to the Corn Exchange (Newbury) Trust (CET) in order to strengthen the sustainability of the CET in the long term.

Councillor Dominic Boeck introduced the report. The Corn Exchange, which was built in 1862, was a well loved building enjoyed by residents of Newbury and surrounding areas. In 1993 it opened as an arts centre and on 1 June 2000 the Council transferred the operation of the building to the CET who leased the building for 99 years. The CET paid no rent.

A five year Service Level Agreement (SLA) was in place with the CET and this was due to expire on 31 March 2019. By that date, the Council would have invested a total of £1.25m over the period of the SLA, despite the reductions to the grant paid in recent years as a result of the reducing Revenue Support Grant. However, no contributions were planned by the Council from April 2019.

Councillor Boeck had been involved in discussions between Officers and the CET to explore how best to enable the CET to continue to operate. The potential to transfer the freehold had been discussed and this had been formally requested by the CET, hence this report and its recommendations. Subject to the approval of the recommendations and a positive outcome from the six week period of public engagement, the freehold would be transferred. This would include the fabric of the building remaining with the Council, but the responsibility for building maintenance/repairs sitting with the CET.

Councillor Boeck proposed acceptance of the recommendations. Approval of this approach would help to sustain the CET and the use of the Corn Exchange to the benefit of West Berkshire residents.

Councillor Hilary Cole seconded the proposal. This work commenced when she was the Portfolio Holder for Culture and she was pleased to see that the efforts of all involved had reached this proposed positive conclusion under the stewardship of Councillor Boeck. Councillor Cole continued by commenting that this constituted a win-win for the two parties, the CET would have greater control of the operation of the Corn Exchange and the Council’s responsibilities and costs would be reduced.

Councillor Graham Jones added his endorsement to the proposed approach.

Councillor Keith Chopping explained that while the grants paid to the Corn Exchange had reduced in recent years as described, the Corn Exchange had been the recipient of substantial grants from the Council over a number of years. He too welcomed the recommendations and wished every success to the CET for the future.

Councillor James Fredrickson queried proposed changes to the governance arrangements for the Corn Exchange between the Council and the CET. Councillor Boeck explained that the transfer of the freehold was subject to a number of covenants. These included the inability for the CET to sell the building without the consent of the Council and continued use of the building for education  ...  view the full minutes text for item 50.

51.

Members' Questions

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

Minutes:

A full transcription of the public and Member question and answer sessions are available from the following link: Transcription of Q&As.

51.(a)

Question to be answered by the Portfolio Holder for Corporate Services submitted by Councillor Lee Dillon

Given the reported 6 week delay in payment has the Council requested to DWP that they delay the roll out of Universal Credit for West Berkshire residents until after Christmas?”

Minutes:

A question standing in the name of Councillor Lee Dillon on the subject of whether the Council had requested that the Department for Work and Pensions delay the roll out of Universal Credit for West Berkshire residents until after Christmas, when considering a reported six week delay in payments, was answered by the Portfolio Holder for Corporate Services.

51.(b)

Question to be answered by the Portfolio Holder for Culture and Environment submitted by Councillor Lee Dillon

“It has been reported that architect plans are being developed to turn Reading Prison into a Theatre. Will West Berkshire Council receive any funds from the disposal of this site as part of the old Berkshire County Council arrangements?”

Minutes:

A question standing in the name of Councillor Lee Dillon on the subject of whether the Council would receive any funds from the disposal of the Reading Prison site as part of the old Berkshire County Council arrangements, was answered by the Portfolio Holder for Culture and Environment.

51.(c)

Question to be answered by the Portfolio Holder for Planning, Housing and Leisure submitted by Councillor Alan Macro

“What effect will the recent refusal of the planning applications for the Sandleford site have on the Council’s housing land supply targets?”

Minutes:

A question standing in the name of Councillor Alan Macro on the subject of what effect the recent refusal of the planning applications for the Sandleford site would have on the Council’s housing land supply targets, was answered by the Portfolio Holder for Planning, Housing and Leisure.

51.(d)

Question to be answered by the Portfolio Holder for Culture and Environment submitted by Councillor Alan Macro

“What is the amount of the compost made from recycled green waste sold to commercial organisations over the last year and how much income was made from this source?”

Minutes:

A question standing in the name of Councillor Alan Macro on the subject of the amount of compost produced from recycled green waste that had been sold to commercial organisations over the last year and the level of income made from this source, was answered by the Portfolio Holder for Culture and Environment.