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Agenda, decisions and minutes

Venue: Council Chamber Council Offices Market Street Newbury

Contact: Sadie Owen (Principal Democratic Services Officer) 

Items
No. Item

79.

Apologies for Absence pdf icon PDF 306 KB

To receive apologies for inability to attend the meeting (if any).

Minutes:

Apologies were received from Councillors Howard Woollaston, Jo Stewart, Jeff Brooks and Erik Pattenden.

80.

Minutes pdf icon PDF 420 KB

To approve as a correct record the Minutes of the meeting of the Executive held on 12 January 2023.

Minutes:

Councillor Lynne Doherty opened the meeting with reference to the devastating earthquakes that had hit the south eastern area of Turkey on the border of Syria in the early hours of Monday morning, noting how shocked and saddened all had been.

Councillor Doherty reported that West Berkshire Council had an outstanding record in supporting displaced people and pledged to continue to do so by contributing as appropriate to any national response.

Councillor Doherty commented that should any residents wish to provide individual support, the Disaster and Emergency Appeal had launched a Turkey/Syria Earthquake Appeal bringing together 15 charities to raise funds quickly and efficiently. Councillor Doherty urged individuals to follow the advice of the Charity Commission to ensure that contributions were made safely.

Councillor Doherty reported that West Berkshire Council had updated its website with details of how to contribute should residents wish to donate.

The Minutes of the meeting held on 12 January 2023 were approved as a true and correct record and signed by the Leader.

81.

Declarations of Interest pdf icon PDF 304 KB

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.

82.

Public Questions pdf icon PDF 179 KB

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.

Additional documents:

Minutes:

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

83.

Petitions pdf icon PDF 300 KB

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.

84.

Investment and Borrowing Strategy 2023/24 (C4320) pdf icon PDF 998 KB

Purpose: to consolidate the investments and borrowing strategy for the year ahead by detailing how and where the Council will invest and borrow in the forthcoming year, within a particular framework. This strategy is monitored throughout the year, with a mid-year report going to the Government and Ethics Committee as well as an annual report being presented to Members.

Decision:

Resolved that Executive refer the paper and recommendations to Council for approval.

This decision is not subject to call in as:

 

·      the item is due to be referred to Council for final approval.

 

therefore it will be implemented immediately.

Minutes:

Councillor Lynne Doherty noted that Agenda Items 6, 7, 8 and 9 were all due to be debated and approved at Council on 2 March and as such, it had been agreed with Councillor Lee Dillon that Members of the Shadow Executive would only raise issues of clarification at the current meeting.

Councillor David Marsh queried the net yield on the commercial property investments. Councillor Ross Mackinnon reported that the gross income before costs was approximately £3.2m, and that net befit to the council tax payer was £1m.

Councillor Ross Mackinnon proposed and Councillor Richard Somner seconded the recommendation within the report (Agenda Item 6).

RESOLVED that: Executive refer the paper and recommendations to Council for approval.

85.

Medium Term Financial Strategy (C4303) pdf icon PDF 220 KB

Purpose: to set out the financial planning assumptions for future years and align these with the Council Strategy to ensure that Council Strategy will be delivered. The MTFS highlights the overarching key issues facing the Council’s finances as well as how there are many different scenarios and uncertainty concerning the future revenue streams for the Council in the future.

Additional documents:

Decision:

Resolved that Executive refer the paper and recommendation to Council for approval.

This decision is not subject to call in as:

 

·      the item is due to be referred to Council for final approval.

 

therefore it will be implemented immediately.

Minutes:

Councillor Ross Mackinnon proposed and Councillor Lynne Doherty seconded the recommendation within the report (Agenda Item 7).

RESOLVED that: Executive refer the paper and recommendation to Council for approval.

86.

Capital Strategy, Financial Years 2023/24 to 2032/33 (C4315) pdf icon PDF 625 KB

Purpose: to outline the Capital Strategy covering financial years 2023/24 -2032/33 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.

Decisions made on capital and treasury management have financial consequences for the Council for many years into the future.  Decisions are therefore subject to both a national regulatory framework and to local policy framework. 

Additional documents:

Decision:

Resolved that Executive refer the paper and recommendations to Council for approval.

This decision is not subject to call in as:

 

·      the item is due to be referred to Council for final approval.

 

therefore it will be implemented immediately.

Minutes:

Councillor Ross Mackinnon proposed the recommendation within the report (Agenda Item 8).

Councillor Tony Vickers queried why they were few projects beyond 2026/27. Councillor Mackinnon responded that the Capital Strategy had been revised to now cover a 10 year period and aimed to provide a more reliable estimate as to when the capital schemes would be built. Councillor Mackinnon commented that further schemes would come to the fore in the future which would then be included within the Strategy.

Councillor David Marsh queried whether a visitor information centre had been included within the budget, given Councillor Woollaston’s previous support of such a project. Councillor Mackinnon agreed to clarify following the meeting.

Councillor Marsh noted that there was a budget of £200,000 towards the Newbury Town Masterplan for 2023/24 and then nothing further. Councillor Mackinnon explained that the £200,000 was for ‘quick wins’, and that as a long term scheme, future projects related to the Masterplan would be subject to capital bids as for any other scheme. Eric Owens, Executive Director of Place further added that funding schemes were also being sought from alternative third party sources.

Councillor Marsh queried how much of the £669,000 2022/23 allocation toward the Sovereign joint venture project had already been spent, and whether the £334,500 for 2023/24 was extra funding. Eric Owens commented that planning applications relating to the project had been processed through the system and approved. Councillor Mackinnon was unable to quantify the amount that had been spent in the current year.

Councillor Marsh queried how the panel that determined CIL bids was composed. Councillor Mackinnon responded that the panel was a mix of Officers and Members of the Executive, and that each bid was scored in accordance with the CIL criteria.

In response to Councillor Marsh’s question, Councillor Graham Bridgman declared an interest, as Director of a company that had been awarded CIL funding from the Council, but noted no involvement in the CIL panel or in preparing the CIL bid.

Councillor Adrian Abbs commented that recording a nil amount in any of the columns could lead to the wrong conclusion and queried whether anticipated percentages should be included instead.

Councillor Dominic Boeck seconded the recommendation.

RESOLVED that: Executive refer the paper and recommendations to Council for approval. 

87.

Revenue Budget 2023-24 (C4314) pdf icon PDF 1020 KB

Purpose: to consider and recommend to Council the 2023-24 Revenue Budget, which proposes a Council Tax requirement of £117.5m, requiring a Council Tax increase of 2.99% and an Adult Social Care precept of 2%. The Council Tax will raise £3.3m, the precept will raise a further £2.2m, and an increased taxbase will raise a further £1.8m. At a 4.99% Council tax increase, the budget is balanced, after using £1.8m of reserves that have been specifically set aside. The overall Council Tax increase is intended to balance the financial impact of the pandemic on residents, mitigating the financial pressures they face, as well as the cost pressures that the Council faces.

 

Additional documents:

Decision:

Resolved that Executive refer the paper and recommendations to Council for approval.

 

This decision is not subject to call in as:

 

·      the item is due to be referred to Council for final approval.

 

therefore it will be implemented immediately.

Minutes:

Councillor Ross Mackinnon proposed and Councillor Lynne Doherty seconded the recommendation within the report (Agenda Item 9).

Councillor David Marsh referred to the £30,000 allocated toward Sports Hub running costs and queried whether the fact that it was recorded from September onwards suggested that the Hub would be up and running by then.  Councillor Mackinnon agreed that this was a fair assumption.

RESOLVED that: Executive refer the paper and recommendations to Council for approval.

88.

Capital Financial Performance Report Quarter Three 2022/23 (EX4301) pdf icon PDF 868 KB

Purpose: to report on the forecast under or over spends against the Council’s approved capital budget. This report presents the forecast outturn position for financial year 2022/23 as at Quarter Three.          

 

Decision:

Resolved that Executive:

·         Note the forecast outturn position on the 2022/23 capital programme.

·         In respect of reprofiling of planned capital expenditure, Executive approve:

(a) £7.3 million of planned expenditure to be reprofiled into financial year 2023/24 (project details in Appendix B).

(b) £39k of Council funding (i.e. debt funding) proposed to be brought forward from approved expenditure for financial year 2023/4 into financial year 2022/23 (project details in Appendix B).

·         In respect of reprofiling of planned capital expenditure, Executive note:

(a) £239k of external funding to be brought forward from financial year 2023/24 into financial year 2022/23 (project details in Appendix B).

 

This decision is eligible to be ‘called-in’.  However, if the decision has not been ‘called-in’ by 5.00pm on 17 February 2023, then it will be implemented.

 

Minutes:

Councillor Ross Mackinnon proposed the recommendation within the report (Agenda Item 10), and noted that there would need to be £7.3m of re-profiling in the forthcoming year. Councillor Mackinnon commented that the trend to re-profile was not uncommon and referred to page 222 of the Agenda pack, noting that the re-profiling for 2022/23 was similar to previous years.

Councillor Dominic Boeck commented that he was happy to second the recommendation and noted that the paper reflected some of the important spending that the Council had committed to across the district in relation to education schemes.

RESOLVED that: Executive

·         Note the forecast outturn position on the 2022/23 capital programme.

·         In respect of reprofiling of planned capital expenditure, members are asked to approve:

(a) £7.3 million of planned expenditure to be reprofiled into financial year 2023/24 (project details in Appendix B).

(b) £39k of Council funding (i.e. debt funding) proposed to be brought forward from approved expenditure for financial year 2023/4 into financial year 2022/23 (project details in Appendix B).

·         In respect of reprofiling of planned capital expenditure, members are asked to note:

(a) £239k of external funding to be brought forward from financial year 2023/24 into financial year 2022/23 (project details in Appendix B).

 

89.

2022/23 Revenue Financial Performance Quarter Three (EX4300) pdf icon PDF 870 KB

Purpose: to report on the financial performance of the Council’s revenue budgets and provide a year-end forecast. This report is Quarter Three 2022/23.

 

Decision:

Resolved that Executive note the forecast £1m overspend. The overspend is after taking account of provision that was made in reserves for specific risks at the time of budget setting, and amendments expected to be made before year end. Without this provision, the forecast would be an over spend of £7.7m.

 

This decision is not subject to call in as:

 

·      Report is to note only

 

therefore it will be implemented immediately.

Minutes:

Councillor Ross Mackinnon proposed the recommendation within the report (Agenda Item 11).

 

RESOLVED that: Executive note the forecast £1m overspend. The overspend is after taking account of provision that was made in reserves for specific risks at the time of budget setting, and amendments expected to be made before year end. Without this provision, the forecast would be an over spend of £7.7m.

 

90.

Contract Award for the North and East Thatcham Flood Alleviation Schemes (EX4266) pdf icon PDF 236 KB

Purpose: to report on the outcome of the tender for the North and East Thatcham Flood Alleviation Schemes. This follows the procurement strategy agreed at Procurement Board in September 2022.

 

Decision:

Resolved that Executive note the report.

 

This decision is not subject to call in as:

 

·      Report is to note only

 

therefore it will be implemented immediately.

Minutes:

Councillor Richard Somner introduced and proposed the recommendation within the report (Agenda Item 12), which confirmed the award of the contract to Hope & Clay Construction Limited, and was delivered in partnership with the Environment Agency and Thatcham Flood Forum with contributions from Thames Water and Thatcham Town Council, whom Councillor Somner thanked. It was noted that the pre-tender estimate had been substantially higher than the winning tender, but that the contracted company was very reputable.

Councillor Tony Vickers commented that he was pleased with the outcome, and whilst surprised with the amount of the winning tender given the current high inflation, hoped that it would set a trend for future contracts.

Councillor Adrian Abbs queried the amount of funding submitted by each of the partnership participants. Councillor Somner agreed to forward further information following the meeting.

 

RESOLVED that: Executive note the report.

 

91.

West Berkshire Council Central Energy Contract Procurement Strategy (EX4299) pdf icon PDF 246 KB

Purpose: to provide a summary of the Council’s current procurement strategy for the Central Energy Contract and put forward recommendations for changes that would improve the management of risks associated with the current volatile wholesale market and rising energy costs.

 

Decision:

Resolved that the Executive grants authority for the Council to switch from its existing L6 trading basket to the L12 trading basket by informing CCS before the identified 15 March 2023 notification deadline.

 

This decision is not subject to call in as:

 

·      a delay in implementing the decision this would cause the Council serious financial implications or could compromise the Council's position.

 

therefore it will be implemented immediately.

 

Minutes:

Councillor Steve Ardagh-Walter introduced and proposed the recommendation within the report (Agenda Item 13), which recommended a switch from the existing L6 trading basket to an L12 trading basket and to inform Crown Commercial Services prior to the 15 March deadline.

Councillor Adrian Abbs queried whether the Council had tested the market to ensure good value. Councillor Ardagh-Walter agreed that it would be prudent to test the market at some point in the forthcoming twelve months, however there was insufficient time currently given the March deadline.

In response to a query from Councillor Tony Vickers, Councillor Ardagh-Walter commented that the Council was not yet at the stage of having surplus energy to sell on.

Councillor Richard Somner seconded the recommendation and acknowledged that the situation would require regular review, but appeared the right decision to be making.

RESOLVED that:

·         Executive grants authority for the Council to switch from its existing L6 trading basket to the L12 trading basket by informing CCS before the identified 15 March 2023 notification deadline.

92.

Libraries Review Report (EX4106) pdf icon PDF 1 MB

Purpose: to present the findings of the 2021/22 Libraries Review.  This follow-up review sets out to ensure that the service remains fit for purpose and meets community needs after the library transformation work which took place in 2016/17.

 

Additional documents:

Minutes:

Councillor Lynne Doherty explained that the report (Agenda Item 14), would not be debated as it was scheduled to be reviewed by Overview and Scrutiny Commission in March. The paper would return to Executive at a future date.

93.

Members' Questions pdf icon PDF 174 KB

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 is available from the following link: Transcription of Q&As.