Agenda and minutes
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Contact: Sheena Jones Rosemary Cole / Amanda Scarce / Pauline Ross
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apologies for absence Minutes: Apologies for absence were received from Councillors J. R. Boulter, S. J. Dudley, R. Hollingworth, E. J. Murray, J. A. Ruck and C. B. Taylor. |
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Declarations of Interest To invite Councillors to declare any Disclosable Pecuniary Interests or Other Disclosable Interests they may have in items on the agenda, and to confirm the nature of those interests. Minutes: The following declarations of interest were made:
Item 10 – Community Governance Review – Clent and Hagley
Councillor M. A. Sherrey declared an other disclosable interest as a member of Clent Parish Council. Councillor Sherrey left the room during the consideration of the item.
Councillors S. R. Colella and K. A. Grant-Pearce each declared other disclosable interests as members of Hagley Parish Council. Councillors Colella and Grant-Pearce left the room during the consideration of the item.
Item 6 – Recommendation from the Cabinet held on 24th September 2014 on Allocation Policy for Grant Funding to Ward Members
Councillor C. R. Scurrell declared an other disclosable interest as a member of Belbroughton Parish Council. Councillor Scurrell left the room during the consideration of the item. |
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Minutes: The minutes of the Meeting of the Council held on 20th August 2014 were submitted.
With reference to Minute No. 32/14, Councillor L. C. R. Mallett referred to the amendment put forward by Councillor C. J. Bloore that the consultation should only include all 1700 people directly affected by the proposed options for change. Councllor Mallett noted that the statement made by the S.151 Officer that this was not possible had not been recorded in the minutes.
The Chairman indicated that the minutes would be amended as necessary.
RESOLVED that the minutes be approved as a correct record, subject to the amendment to Minute No.32/14.
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announcements from the Chairman, the Civic Head and/or Head of Paid Service Minutes: The Chairman referred to a recent injury suffered by one of the Council’s caretakers Mr S. Godwin which would mean he would be away from work for some time.
The Chairman indicated she would like to write to Mr Godwin on behalf of herself and all Members sending the Council’s best wishes and Members were in agreement with this proposal. |
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announcements from the Leader Minutes: The Leader announced that Councillor R. Hollingworth had now stood down from the Cabinet.
In consequence Councillor M. J. A. Webb was now Portfolio Holder for Finance, Revenue and Benefits and Economic Development and Councillor M. A. Bullivant was now Portfolio Holder for Leisure Services and Environmental Services.
The Leader referred to the recent official re-opening of the High Street which had been attended by Members of this Council and of Worcestershire County Council.
The Leader also referred to the recent VJ Day Ceremony at the Burma Star memorial which she had attended.
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Recommendations from the Cabinet Meeting held on 3rd September 2014 To consider the recommendations from the meetings of the Cabinet held on 3rd September 2014 (attached) and 24th September 2014 (to be tabled) Minutes: (i) Homes Choice Plus Allocations Policy Review
The recommendations from the Cabinet were proposed by Councillor D. W. P. Booth and seconded by Councillor M. A. Bullivant.
In proposing the recommendations Councillor Booth referred to the consultations which had taken place with stakeholders which had led to the proposed Policy. In addition Councillor Booth drew attention to the fact that the new policy would be reviewed further in twelve months time and that in the meantime officers would be working with Bromsgrove District Housing Trust to consider whether Choice Based lettings was the most effective way of meeting the strategic purpose of “help me to find somewhere to live in my locality”.
During the debate some concern was expressed at the possibility that this Authority may be moving away from working with partners in the allocation of social housing provision. Whilst some Members welcomed the proposed review of Choice Based Letting Members queried the use of the “systems thinking” approach and the need to extend the Allocations Policy review for a further twelve months.
Councillor Booth responded to Members’ concerns and stressed that the Authority was not leaving the partnership but was looking to ensure over the next twelve months that the changes would lead to improvements in the current system. In the meantime work would be undertaken on Choice Based Lettings to understand if it could provide the most effective and sustainable way of meeting the Council’s strategic purpose.
Councillor C. J. Bloore proposed that the recommendations be voted on separately but on being put to the vote the Chairman declared this proposal to be lost.
RESOLVED: (a) that the Home Choice Plus Allocations Policy as contained in Appendix 1 to the report be approved; (b) that officers be requested to undertake a review of the Policy after a period of twelve months from the implementation date to establish whether it is the most effective way of meeting the Council’s strategic purpose “help me to find somewhere to live in my locality”; and (c) that the Council works closely with Bromsgrove District Housing Trust during the next twelve months to establish whether from a “systems thinking” perspective, Choice Based lettings is the most effective way of meeting the strategic purpose.
(ii) Worcestershire Shared Services Partnership Agreement
The recommendation from the Cabinet was proposed by Councillor M. A. Bullivant and seconded by Councillor R. L. Dent
In proposing the recommendations Councillor Bullivant referred to changes which were required as a result of review of the Worcestershire Regulatory Services (WRS) Business Model and the consequent changes required to the Worcestershire Shared Services Partnership Agreement. Each of the participating Councils would need to agree to the changes. Councillor Bullivant stated that any wider changes would be considered at a later date together with any recommendations arising from the WRS Joint Scrutiny Task Group.
Councillor L. C. R. Mallett referred to discussions which had taken place at the Overview and Scrutiny Board regarding the difficult issues facing WRS, mainly in respect ... view the full minutes text for item 38\14 |
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Recommendations from the Cabinet Meeting held on 24th September 2014 Minutes: (i) Audit Findings Report 2013/2014
The recommendations from the Cabinet were proposed by Councillor M. J. A. Webb and seconded by Councillor M. A. Bullivant.
In proposing the recommendations Councillor Webb drew attention to the fact that an “unqualified opinion” had been received from the external auditors both for the accounts themselves and in respect of the Value for Money judgement.
Councillor Webb referred to a small number of recommendations which the Section 151 Officer and the Management Team were working to address. In particular whilst officers had been able to deliver savings in 2013/2014 to maintain balances and to meet future budget pressures, it was important that there was clear reporting of savings and good financial monitoring.
Councillor Webb also thanked officers in the finance department for their work on the external audit.
Arising from consideration of the Audit Findings report Members raised a number of issues during the debate including the following:
· the importance of consideration by Members of a full Business Case in respect of large capital schemes prior to a commitment being made – in particular reference was made to the Council House/ Parkside project; · the need for some areas of the Council’s Constitution to be updated; · the need for the interim audit report on weaknesses in IT controls to be fully addressed; · the lack of accuracy in forecasting expenditure which had resulted in a significant underspend and which also occurred in previous years; · the need to report performance measures to committees .
RESOLVED: (a) that the Audit Findings Report 2013/2014 be noted; and (b) that the draft letter of representation as included in the Audit findings Report be approved.
(ii) Statement of Accounts 2013/2014
The recommendations from the Cabinet were proposed by Councillor M. J. A. Webb and seconded by Councillor M. A. Bullivant.
In proposing the recommendations Councillor Webb referred to the underspend of approximately £600,000 which had enabled working balances to be increased to £3,700,000 and stated this was due to officers scrutinising expenditure very closely and working to increase income levels.
Councillor Webb drew attention to two minor adjustments to the narrative required on page 271 of the Council agenda within note 3 and to an amendment at page 211 of the Council agenda expanding the Earmarked Reserves, within note 3. Details had been circulated to all Members of the Council.
Members queried the underspend of £600,000 and expressed concern that if expenditure forecasts were incorrect this could lead to decisions on budgets being based on inaccurate information. In addition Council Tax increases had been agreed over the past few years which may not have been required in view of the savings made.
Councillor Mallett referred to the accounts process and suggested that they could be shared with Councillors earlier than September to enable appropriate scrutiny. Councillor Mallett also referred to the levels of Heads of Service salary costs.
The following amendment was proposed by Councillor Mallett and seconded by Councillor C. J. Bloore
That the Council notes the unbudgeted ... view the full minutes text for item 39\14 |
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minutes of the meetings of the Cabinet held on 20th August 2014 and 3rd September 2014 Additional documents: Minutes: The minutes of the meetings of the cabinet held on 20th August 2014 and 3rd September 2014 were received for information.
20th August 2014
Further to Minute No. 22/14 Councillor C. J. Bloore requested information on the number of responses to the Council Tax Support Scheme consultation received to date.
Councillor M. A. Sherrey responded that the latest information she had received was that there were in excess of 100 responses. The consultation period would close in the first week of October.
3rd September 2014
Further to Minute No. 30/14 Members commented on a number of issues including:
· Overall Capital Projects underspend; · Revenue underspend at the end of Quarter 1; · Car Parking income levels – written response offered; · Savings made in Community Transport due to renegotiation of the contract and whether the savings could be allocated to increasing the availability of the service – written response offered about savings achieved; · Parks and Green Space – only ten per cent of Capital Budget spent; · Planning and Development Control overspend; · Legal, Equalities and Democratic Services - why was there expenditure of £82,000 on professional Legal Advice and Services?; · Human Resources and Transformation – why a zero budget was shown for 2014/15
Portfolio Holders undertook to provide the information requested in writing where appropriate.
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Bromsgrove District Plan 2011-2030 Objective Assessment of Housing Need Additional documents:
Minutes: Councillor R. J. Deeming presented a report on a proposed response to the queries raised by the Bromsgrove District Plan Planning Inspector in relation to the objective assessment of housing need figure being proposed within the Plan. Whilst the Inspector had been provided with a range of housing numbers which could be considered suitable, the Inspector had confirmed that the Council need to be more explicit on what it considered its objective assessment of housing need figure to be.
Councillor Deeming drew Members’ attention to the proposed letter of response to the Planning Inspector at Appendix 1 to the report, which contained a revised figure of 6648 dwellings for the period 2011-2030. The letter also contained further information and justification for this revised figure.
Councillor Deeming made reference to a minor change within the letter so that the second sentence of paragraph 12 would read as follows:
“BDC does however remain unclear how market signals affect the HMA housing need figures, and we remain concerned that without similar assessments all authorities housing needs could be questioned, with potential unknown consequences.”
Councillor L. C. R. Mallett referred to the difficulties and delays which had arisen in relation to the Bromsgrove District Plan and stated that the Labour Group had no confidence in the Plan which was felt to be not “fit for purpose”.
Councillor S. R. Colella spoke about the importance of the Bromsgrove District Plan for the future of the Bromsgrove District and the many difficult issues which the Authority was facing including the possible need to meet part of the development needs of Redditch Borough Council and Birmingham City Council.
An amendment was proposed by Councillor P. M. McDonald and seconded by Councillor Mallett that the letter to be sent to the Planning Inspector be extended to include reference to the Council’s concerns over the issues of road infrastructure, affordable housing and a Hot Food Takeaways Policy.
On being put to the vote the Chairman declared the amendment to be lost.
It was
RESOLVED: (a) that subject to the inclusion of the amended wording to paragraph 12 referred to above, the Bromsgrove District Plan objective assessment of housing need letter (Appendix 1 to the report) be endorsed for submission to the Planning Inspectorate; (b) that authority be delegated to the Head of Service/Director and the Strategic Planning Manager, following consultation with the Portfolio Holder for Planning, to prepare and submit the necessary documents to support the examination of the Local Plan; and (c) that authority be delegated to the Head of Service/Director and the Strategic Planning Manager, following consultation with the Portfolio Holder for Planning, to agree any minor changes to the Plan where appropriate during the examination. |
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New Homes Bonus - Update Minutes: The Chairman stated that an written update on the New Homes Bonus and the progress of the Working Group had been circulated to Members and to the public present from Councillor M. J. A. Webb as Portfolio Holder for Finance
A number of questions were raised by Members. Councillor Webb responded that it was not possible to answer these at present as preferred options had not yet been developed. It was aimed to propose a scheme which would address the concerns raised later in the year.
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Community Governance Review - Clent and Hagley Additional documents:
Minutes: (Councillors S. R. Colella, K. A. Grant-Pearce and M. A. Sherrey left the room during the consideration of this item.)
Members considered a report on a petition received from Hagley Parish Council requesting a Community Governance Review which proposed boundary changes to Clent and Hagley Parish Council Areas. In order to trigger the statutory timetable and process for consultation, Council were requested to consider and approve the Terms of Reference for the Review.
It was proposed by Councillor M. J. A. Webb and seconded by Councillor M. A. Bullivant and
RESOLVED: (a) that the petition from Hagley Parish Council formally requesting a Community Governance review proposing changes to the boundaries of Clent Parish Council and Hagley Parish Council be received and noted; (b) that the Terms of Reference for the Clent and Hagley Community Governance Review as contained in Appendix A to the report be approved; (c) that the proposed consultation process and statutory timetable commence forthwith; (d) that authority be delegated to the Electoral Matters Committee to deal with all stages of the Review up to and including the making of the Re-organisation Order; and (e) that the sum of £4,500 be released from balances to cover the cost of the consultation.
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Questions on Notice To deal with any questions on notice from Members of the Council, in the order in which they have been received. Minutes: Question submitted by Councillor S. P. Shannon
“With reference to the Cabinet meeting that took place earlier today (24/09/14) Agenda item 4 page 16 amongst the service successes and achievements and the suggestion that the former Fire Station and County Council offices be marketed for retail purposes. With so many reports and surveys suggesting that the UK has oversupply of retail premises combined with many High Streets and shopping centres failing. That this Council recognise the popularity of internet sales, click and collect and other alternatives to traditional shopping. Has the Leader considered the possibility that further retail capacity will no longer be required in Bromsgrove, and that the town centre space might be put to better use by something that there is huge demand for in Bromsgrove such as affordable housing?”
Councillor R. L. Dent responded that the administration was committed to bringing businesses back to the High Street.
Question submitted by Councillor R. J. Shannon
“In the light of the news that the former Focus DIY store has now been taken by a new retailer to the town centre, does the Portfolio Holder share the same concern as the Labour Group and the residents of Bromsgrove, that Sainsbury’s are no longer planning on building a supermarket on the Birmingham Road site. Especially given the fact that Sainsbury’s are about to open a new store on the nearby Stourbridge Road, their original planning application is reaching its expiry date and taking into account they said they have no plans to do so in the near future?”
Councillor Dent responded “that the Council had written confirmation from Sainsbury’s that they are committed to developing the site for the site. They do require a “clean site” with no tenants before it can be considered by their Board for construction and these sites are built into their construction plans well in advance. There is a lease issue with the Co-op and by renting the former Focus building, Sainsbury’s are just ensuring that they get some income from the site by renting to “What Store.” The small store is irrelevant as they are a separate trading company under the Sainsbury’s banner and having one does not preclude the other”.
Question submitted by Councillor P. M. McDonald
“Does the Portfolio Holder responsible agree with me that Regulatory Services with the continual cutbacks will in future be unable to prosecute and bring to justice restaurant owners such as the one in Rubery for serving substitutes such as beef for lamb or even worse restaurants from serving horse meat as a substitution?”
Councillor M. A. Bullivant responded and thanked Councillor McDonald for highlighting the excellent work undertaken by WRS Trading Standards team “which is therefore within the legal jurisdiction of the County Council rather than the District Council. The reductions so far made to Trading standards activities have focussed on advisory and inspection work rather than the kind of enforcement activity referred to which is more intelligence lead. Members should be aware that the decisions to ... view the full minutes text for item 44\14 |
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Motion - Accommodation of Staff at Parkside Additional documents: Minutes: Members considered the following motion submitted by Councillor S. J. Baxter:
“ We call for the following to be put before this Council:
We also call for a halt on all further movement of staff until the above is approved by Council.”
The motion was moved by Councillor Baxter and seconded by Councillor L. C. R. Mallett.
In proposing the motion Councillor Baxter referred to the move of the Planning development management and enforcement teams to Redditch, albeit with two planning officers being located in Bromsgrove . Councillor Baxter stated that this highlighted a concern that the service for residents would decline as staff and services were relocated away from Bromsgrove and that Shared services would mean that Bromsgrove residents would be sharing the cost but not an benefit from equal service levels.
Councillor Baxter referred to the expenditure of £3.2m incurred in respect of the office accommodation at Parkside and queried whether this would be fit for purpose. Councillor Baxter was concerned that members had not seen full details of the project or of the potential impact of the changes. The motion was requesting that no further moves take place until Members had the opportunity to consider the full picture.
Councillor Mallett referred to the lack of a full business case in respect of the Parkside project which had been highlighted in the Audit Report, and to concern that only 30-40 “hot desks” for District Council officers would be available within the building.
Members raised concerns over the decision to move to Parkside, the cost effectiveness of the changes and the impact they may have on residents.
Having been put to the vote the Chairman declared the motion to be lost.
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Motion - Social Rented Housing in Bromsgrove Minutes: Members considered the following motion submitted by Councillor S. P. Shannon:
(1) That the Chief Executive and Group Leaders of Bromsgrove District Council write to the MP for Bromsgrove Sajid Javid MP laying out the case for a social rent level of 60% of local market rent as “affordable” for current and potential Bromsgrove tenants, and requesting his support for this and lobbying of the Minister for Communities and Local Government to ensure the Affordable Housing Strategy favours a Bromsgrove Social Rented Programme by working in partnership with its social housing providers.
(2) To support the work of the SHOUT campaign and take a lead in affirming the positive value and purpose of social rented provision in Bromsgrove.
The motion was moved by Councillor Shannon and seconded by Councillor L. C. R. Mallett.
In proposing the motion Councillor Shannon referred to the cross party Social Housing Under Threat (SHOUT) campaign which was aiming to address the lack of affordable social housing. The approach of the Homes and Community Agency to supporting social rent provision only in very limited circumstances meant many in Bromsgrove had little chance of renting a good quality home, particularly in view of the impact locally of the “Right to Buy” and “Right to Acquire” schemes.
Councillor Mallett stated that the lack of social housing for rent in Bromsgrove was well recognised and that it was appropriate to request the support of the MP for Bromsgrove in seeking to achieve a social rent level of 60% of local market rents.
Councillor D. W. P. Booth stated that whilst all could appreciate the sentiments behind the motion, he felt it was a simplistic approach to what was a complex problem. The motion addressed the symptoms only and there was a need to look at the whole picture in relation to affordable housing, renting and the housing market. The review of the Housing Allocations Policy as part of transformation would provide a better way of addressing the issues.
Having been put to the vote the Chairman declared the motion to be lost.
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