Agenda, decisions and draft minutes
Venue: Council Chamber Council Offices Market Street Newbury
Contact: Sadie Owen (Principal Democratic Services Officer)
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To approve as a correct record the Minutes of the meeting of the Executive held on 19 September 2024. Minutes: The Minutes of the meeting held on 19 September 2024 were approved as a true and correct record and signed by the Leader. |
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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. |
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Local Plan Statement Minutes: Councillor Denise Gaines made a statement concerning the Local Plan. To view the speech in full please access this link.
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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. |
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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. |
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Wraparound Care Project (EX4578) Purpose: to inform Executive about the West Berkshire Wraparound Care Programme Strategy that will inform the roll out of this programme across the district. Decision: Resolved that: the Executive understands the delivery plan and process for distributing these funds. This decision is not subject to call in as: · Report is to note only
therefore it will be implemented immediately. Minutes: Councillor Dominic Boeck commented that he was pleased to hear of the extension to the provision and queried whether the self-sustaining aspect of the scheme meant parents would have to pay. Councillor Codling advised that parents would pay anyway and that the grant aspect was to enable initial set up of the schemes. Councillor Carolyne Culver noted that Wraparound Care was on a list of items for Scrutiny Commission to review, and queried when it would be effective to do so. Councillor Codling advised waiting a year prior to review. RESOLVED that: · Executive understands the delivery plan and process for distributing these funds. |
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Purpose: a full tender process has now been completed, following an agreed Procurement Strategy and a resolution from Executive that the Council should exit the operation of its own care homes; while ensuring they remain open to meet the needs of current and future residents. The purpose of this report is to inform Executive of the outcome of the tender process and seek delegated authority to award the contract Decision: Resolved that: Executive a) delegate authority to the Executive Director (Adult Social Care) in consultation with the s.151 officer and portfolio holder to award the contract in relation to the services to be provided at Willows Edge and Birchwood care homes to the successful bidder; b) delegate authority to the Service Lead Legal & Democratic Services in consultation with the Executive Director (Adult Social Care) to: · finalise the terms of the agreement as set out in the tender documents and to make any necessary drafting or other amendments (such amendments shall not be substantial or material) to the terms of the agreement necessary to produce a final agreement for execution and to enter into that agreement; and · finalise and enter into appropriate leases and/or subleases, and appropriate documentation to record A2 Dominion’s consent to the grant of a sublease, required for the contractor’s occupancy of each property managed by the contractor under the contract for services. 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 Patrick Clark introduced and proposed a report (Agenda Item 7), which informed Executive of the outcome of the tender process following the decision that the Council should exit operation of its own care homes and seek delegated authority to award the contract. Councillor Clark noted that West Berkshire Council was unusual as one of the few local authorities that owned its own care homes, with most others opting to utilise the provision of care from the private sector. Councillor Clark commented that recommendations within the report were being proposed in order to provide an improved service to care home residents and to reduce the financial burden of the Council and taxpayer. Councillor Jeff Brooks seconded the recommendations within the report and noted that the provision of care homes was expensive and the experience available in the private sector would deliver a significant saving. Councillor Phil Barnett sought assurance from the Executive that the current dedicated staff delivering services within the care homes would be fully protected when awarding the contracts. Councillor Brooks reassured Councillor Barnett that the proposed new provider was experienced, and it was hoped was that the new staff would transfer under protected employment rights. Councillor Clark acknowledged that it was important to ensure that staff had been considered and reassured Councillor Barnett that this had been a serious consideration. Recommendation: (Vote to be taken in Part II) Executive a) delegate authority to the Executive Director (Adult Social Care) in consultation with the s.151 officer and portfolio holder to award the contract in relation to the services to be provided at Willows Edge and Birchwood care homes to the successful bidder; b) delegate authority to the Service Lead Legal & Democratic Services in consultation with the Executive Director (Adult Social Care) to: · finalise the terms of the agreement as set out in the tender documents and to make any necessary drafting or other amendments (such amendments shall not be substantial or material) to the terms of the agreement necessary to produce a final agreement for execution and to enter into that agreement; and · finalise and enter into appropriate leases and/or subleases, and appropriate documentation to record A2 Dominion’s consent to the grant of a sublease, required for the contractor’s occupancy of each property managed by the contractor under the contract for services. |
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Medium Term Financial Strategy and Revenue Budget 2025-26 planning (EX4593) Purpose: to set out the financial planning assumptions for the four years ahead over the period of the Medium Term Financial Strategy (MTFS). This includes the latest assumptions on Government funding, and reform of Local Government Finance, and implications for the savings requirement in future budgets. The report also includes items that are to be consulted upon over the period 11 November to the 23 December 2024. Additional documents:
Decision: Resolved that: Executive is informed of the consultation timescales and the financial planning assumptions contained within the report. This decision is not subject to call in as:
· Report is to note only
therefore it will be implemented immediately. Minutes: Councillor Iain Cottingham introduced a report (Agenda Item 8), which set out the financial planning assumptions for the four years ahead over the period of the Medium Term Financial Strategy (MTFS). Councillor Cottingham noted that costs continued to exceed the rates at which the Council was able to increase its revenues and that there had been significant increase in Children’s Social Care due to the complexity of demand, and rising costs in Adult Social Care. It was highlighted that the latest forecast projected a £2m overspend, with reserves remaining static at £4m, but that the Strategy aimed to increase resilience and build the reserves to £9m by the end of the financial year. Councillor Cottingham noted that all was being done to avoid the risk of the Council seeking exceptional financial support from the Government. Councillor Cottingham highlighted an error in table 6.4 on page 48 of the Agenda Pack, noting that ‘Proposals delivered through efficiency, transformation and income that did not require consultation’ should have been recorded as £3.7m, and ‘Proposals that require consultation with service users and the public’ £1.2m. Councillor Jeff Brooks commented that page 49 of the Agenda Pack detailed the savings measures for which the Executive proposed to consult residents. It was noted that the consultation was a necessary annual process which the Executive took seriously. Councillor Brooks explained that Executive was concerned to avoid Government support as this would lead to Government interference in the decision-making processes of the Council. In response to a query from Councillor Carolyne Culver, Councillor Brooks confirmed that any extra financial support would need to be repaid, in addition to the wages of the external staff that would be appointed to help manage the finances. Councillor Culver referred to the proposal to remove Downland Sports Centre from the leisure contract and noted that The Downs School had been contacted only three weeks prior to inform them of the general consultation process. Councillor Culver noted that there were plans to build an additional 200 houses in the area which would potentially lead to an increased demand for the site. It was requested that more details relating to the outreach programme be included prior to consultation. Councillor Culver noted that the impact study had been written in March 2023, yet discussions between the Council and school discussing the refurbishment of the facility had continued after that date, which had confused the school. Councillor Cottingham explained that the date on the template was misleading, and reflected the date that the template had been created rather than completed. Councillor Brooks commented that it had been the intention of the Executive to discuss the proposal with the school prior to the meeting and that he would investigate why that had not occurred. It was clarified that the sports hall would remain for the school to make use of, and that the decision related to its continued use as a Council Sports Centre. Councillor Culver acknowledged that whilst the building would remain, substantial capital involvement ... view the full minutes text for item 8. |
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Members of the Executive to answer questions submitted by Councillors 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. |
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Exclusion of Press and Public RECOMMENDATION: That members of the press and public be excluded from the meeting during consideration of the following items as it is likely that there would be disclosure of exempt information of the description contained in the paragraph 3 of Schedule 12A of the Local Government Act 1972 specified in brackets in the heading of each item. Section 10 of Part 10 of the Constitution refers. Minutes: 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 3 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. |
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Provision of Care for the Elderly at Two West Berkshire Care Homes Including Dementia and Nursing (EX4529) (Paragraph 3 - information relating to financial/business affairs of particular person) Purpose: a full tender process has now been completed, following an agreed Procurement Strategy and a resolution from Executive that the Council should exit the operation of its own care homes; while ensuring they remain open to meet the needs of current and future residents. The purpose of this report is to inform Executive of the outcome of the tender process and seek delegated authority to award the contract. Decision: Resolved that: the recommendations within the exempt report be approved. 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: (Paragraph 3 – information relating to financial/business affairs of particular person) The Executive considered an exempt report (Agenda Item 11), which informed Executive of the outcome of the tender process following the decision that the Council should exit operation of its own care homes and seek delegated authority to award the contract. RESOLVED that: the recommendations in the exempt report be agreed. Other options considered: · Do nothing – this would mean the council would continue to overspend and not achieve best value for money. · Tender as a single lot – this risks limiting the range of potential bidders. · Procure a fixed price annual service contract – this is unlikely to be attractive to market providers as revenue upside is limited. · Procure an operator/operators to take over operations, including a commercial rent on the properties – although this would generate additional revenue, lease negotiations will add complexity and potentially limit suppliers. · Procure an operator/operators to take over operations, with lease agreements with a peppercorn rent. |