Agenda and minutes

Apologies for absence were received on behalf of Councillors R. Jenkins and C. Spencer.

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.

Councillors C. Hotham, H. Rone-Clare and P. Whittaker declared pecuniary interests in Minutes Item No x – Urgent Decisions.  Their declaration was made in their capacity as trustees on the Artrix Holding Trust, as the urgent decision on the agenda related to an agreement regarding decarbonisation funding for the Artrix.  However, Members were advised that, as the urgent decision had already been taken and no decision or debate on the item was required at Council, the Councillors did not need to leave the room.

During consideration of this item, the Monitoring Officer confirmed that Members the Audit, Standards and Governance Committee had previously granted all Members a dispensation to participate in the debate and vote on matters pertaining to the Council’s budget and Council Tax, including in relation to Parish Councils. 

The minutes of the meeting of Council held on Wednesday, 20^th January 2021 were submitted.

During consideration of this item, the Leader advised that, following Council’s decision to defer a decision on the disposal of the affordable housing units at the Burcot Lane development, Officers had been in discussions with Bromsgrove District Housing Trust (BDHT).  Unfortunately, it was not possible to advise Council further by the date of the meeting. However, Officers would be bringing forward a report for consideration by Council at the earliest opportunity.  The Leader committed to arrange a briefing for Group Leaders in advance of any report to Council.  Council was informed that the most respectful and beneficial way forward in both supporting BDHT and ensuring the Council secured best value in the provision of much needed affordable housing, was to have a proper informed debate and discussion when all positions were clarified.

There was a brief debate on the subject of the Burcot Lane development and the discussions that had been held at the previous meeting of Council.  As part of this process, concerns were raised about how the debate on this subject had been handled at that meeting.

RESOLVED that the minutes of the meeting of Council held on Wednesday, 20^th January 2021 be approved.

The Chairman advised that Councillor C. Spencer was in hospital on the date of the meeting.  Councillor Spencer’s condition was reported to be improving and Members were advised to liaise with her family to provide any messages of support.  Members noted their concerns and passed on their regards to Councillor Spencer and wished her a speedy recovery.

The Head of Paid Service confirmed that he had no announcements to make on this occasion.

The Leader explained that the rate of Covid-19 in Bromsgrove District had reached 110 cases  per 100,000 by the date of the meeting.  By comparison, the average number of cases in Worcestershire was 142 cases per 100,000.  The vaccination programme was progressing well, with 30 per cent of residents living in Herefordshire and Worcestershire having received their first vaccination by the date of the meeting.  However, the Leader commented that it remained important for people to comply with the lockdown rules and she urged Members and residents to do so in order to remain safe.

Members welcomed the opening of the Artrix as a vaccination Centre since the previous meeting of Council. Questions were raised about the number of people who had been vaccinated at this centre.  Council was informed that this data was not available, though the contract would be in place for a significant amount of time in order to enable residents to receive a vaccine over the following months.

During consideration of this item, the Leader led Members in paying tribute to the Senior Democratic Services Officer for Bromsgrove, Amanda Scarce, who was due to retire the following day.  Council was informed that Amanda commenced employment with Bromsgrove District Council in September 2009.  Initially, she was employed as a Committee Services Officer supporting the then Overview and Scrutiny Officer with the Overview and Scrutiny process at the Council.  She subsequently became the lead support officer for Overview and Scrutiny in Bromsgrove and from 2012 worked as part of the Democratic Services team to deliver the shared Democratic Service for Bromsgrove and Redditch.  In September 2017, Amanda was promoted to the position of Senior Democratic Services Officer for Bromsgrove and since then had both co-managed the team and co-ordinated the democratic process for Bromsgrove, taking a lead on Cabinet and Council.  Over the years Amanda had supported Members and facilitated scrutiny reviews into a range of subjects, from car parking to equalities.  As well as being a professional officer, the Leader commented that Amanda was kind, intelligent, had a great sense of humour and had been immensely supportive to both colleagues and Members across all groups and parties.  The Leader concluded by noting that Amanda would be missed by all staff, particularly her team, as well as Members, and she wished her well for the future.

A number of Members subsequently commented on the Senior Democratic Services Officer’s departure, starting with the group leaders.  Members commented that Amanda had been particularly supportive to new Members, helping to inform them about the democratic process and responding to queries in a timely manner.  Reference was made to the Senior Democratic Services Officer’s experience, in terms of facilitating scrutiny reviews and ensuring that these operated effectively.  The Senior Democratic Services Officer was cited as being instrumental in the introduction of the Finance and Budget Working Group and Measures Dashboard Working Group and Members agreed that both groups had had a positive impact on the governance arrangements in place at the Council.  ...  view the full minutes text for item 69\20

A period of up to 15 minutes is allowed for members of the public to make a comment, ask questions or present petitions.  Each member of the public has up to 3 minutes to do this.  A councillor may also present a petition on behalf of a member of the public.

There were no comments, questions or petitions from the public on this occasion.

Should any urgent decisions be approved after the main agenda for this meeting has been published, the urgent decision will be included in a supplementary pack.

The Chairman advised that one urgent decision had been taken since the previous meeting of Council but he reminded Members that this was not scheduled for debate.

Councillor G. Denaro, the Portfolio Holder for Finance and Enabling, presented the Independent Remuneration Panel’s (IRP) Report regarding Members’ allowances in the 2021/22 municipal year.  Due to the Covid-19 pandemic, the IRP had chosen to focus on changes to the basic allowance for Members.  The IRP was proposing that the basic allowance should increase by 2.75 per cent, which would result in a basic allowance of £4,650 per member.  No changes were proposed to the Special Responsibility Allowances (SRAs) at this point.

RESOLVED that the Basic Allowance for 2021-22 be £4,650 representing a 2.75 per cent increase.

To consider the recommendations from the meeting of the Cabinet held on 17^th February 2021 (to follow).

Members are asked to note that under the Local Authorities (Standing Orders) (England) (Amendment) Regulations 2014, the Council is required to take a named vote when a decision is made on the budget calculation or Council tax at a budget decision meeting of the Council.

Medium Term Financial Plan 2021/22 to 2023/24

Councillor G. Denaro, Portfolio Holder for Finance and Enabling, introduced the Medium Term Financial Plan 2021/22 to 2023/24 and in so doing commented that the budget had been prepared at a challenging time, due to the Covid-19 pandemic.  Councillor Denaro thanked the Head of Financial and Customer Services and the Financial Services team for their hard work in preparing the budget under these circumstances. 

Members were informed that the Council had only received a one-year settlement from the Government for 2021/22.  There remained substantial gaps in the budget for 2022/23 and 2023/24 which would need to be addressed moving forward.  The external auditors had recognised that the Council was in a sound financial position but had commented that the Council would be in a challenging position in future years.  Anticipated savings and income generation schemes would need to be delivered in order for the Council to avoid using reserves to balance the budget in the long-term.  However, the auditors had provided the Council with an unqualified opinion on the Council’s value for money arrangements.

An increase in Council Tax was proposed in order to help balance the budget in 2021/22.  The Government had announced that District Councils could only increase Council Tax by a maximum rate of 1.99 per cent, or £5.  In Bromsgrove, it was proposed that Council Tax should increase by £5 as this would result in a slightly higher rate of return to the authority.  The Council Tax Base would be reducing for the first time in many years, as a consequence of changes to the Council Tax Support Scheme and as a result of fewer homes having been built than anticipated due to the Covid-19 pandemic. 

Additional pressures had been taken into account when preparing the budget.  This included the loss of income from car parking during the Covid-19 pandemic.  However, some of the losses in income had been offset by financial support that had been provided by the Government. 

The Corporate Management Team (CMT) had reviewed the budget on a line-by-line basis and officers had identified a number of savings and income generation opportunities by doing so.  Many of the savings were relatively small but cumulatively, they contributed to a balanced budget for 2021/22.  These savings and income opportunities had been discussed in more detail at a recent meeting of the Finance and Budget Working Group.

Funding from the New Homes Bonus (NHB) had reduced, so that the Council was left with £12,000 to distribute within the community.   An additional £68,000 from Covid grant funding had been combined with this figure to create a community grants budget for 2021/22.  Voluntary and Community Sector (VCS) groups would be able to bid for up to £5,000 grant funding each for community projects under this scheme.

A list of revenue bids had been provided in the report for Members’ consideration.  This included a bid to fund a new Member Support Officer in respect of ICT services.  Should this bid be successful,  ...  view the full minutes text for item 73\20

The minutes of the meeting of Cabinet held on Wednesday, 17^th February 2021 were noted.

To consider the recommendations from the meeting of the Cabinet held on 24^th February 2021 (to be tabled at the meeting).

Members are asked to note that under the Local Authorities (Standing Orders) (England) (Amendment) Regulations 2014, the Council is required to take a named vote when a decision is made on the budget calculation or Council tax at a budget decision meeting of the Council.

Under Section 106 of the Local Government Finance Act 1992, any Councillor who is 2 or more months in arrears with their Council tax payments cannot participate in any item at the Council meeting concerning the budget.

The Chairman introduced the item and in doing so explained that a meeting of Cabinet had taken place earlier in the day at which recommendations in respect of the Council Tax Resolutions and Council Tax Support Scheme had been considered.  As the meeting had taken place that day it had not been possible to draft the minutes of the meeting for Members’ consideration at Council.  However, the recommendations from the meeting had been published in a supplementary pack for the meeting.

Council Tax Resolutions 2021/22

Councillor G. Denaro, Portfolio Holder for Finance and Enabling, presented the Council Tax Resolutions, as printed in a second supplementary pack for the meeting.

The recommendations in respect of the Council Tax Resolutions were proposed by Councillor G. Denaro and seconded by Councillor K. May.

In accordance with the Local Authorities (Standing Orders) (England) (Amendment) Regulations 2014 the Council Tax Resolutions was subject to a named vote.

Members voting FOR the Council Tax Resolutions:

Councillors S. Baxter, A. Beaumont, R. Deeming, G. Denaro, S. Douglas, A. English, M. Glass, S. Hession, C. Hotham, H. Jones, A. Kent, A. Kriss, R. Laight, K. May, M. Middleton, M. Sherrey, P. Thomas, M. Thompson, J. Till, K. Van Der Plank, S. Webb and P. Whittaker. (22)

Members voting AGAINST the Council Tax Resolutions:

Councillors L. Mallett, P. McDonald and H. Rone-Clarke. (3)

Members voting to ABSTAIN on the Council Tax Resolutions

Councillors S. Colella, R. Hunter, J. King and S. Robinson. (4)

The vote in respect of the Council Tax Resolutions was therefore carried.

RESOLVED that

1)        The calculation for the Council Tax requirement for the Council’s own purposes for 2021/22 (excluding Parish precepts) as £8,664,624.08.

2)        The following amounts be calculated for the year 2021/22 in accordance with sections 31 to 36 of the Act: 

(a)     £43,940,922 being the aggregate of the amounts which the Council estimates for the items set out in Section 31A (2) of the Act (taking into account all precepts issued to it by Parish Councils) (i.e., Gross expenditure);                

(b)     £34,224,101       being the aggregate of the amounts which the Council estimates for the items set out in Section 31A (3) of the Act. (i.e., Gross income);                          

(c)     £9,716,821 being the amount by which the aggregate of 1.2.2(a) above exceeds the aggregate at 1.2.2(b) above, calculated by the Council, in accordance with Section 31A (4) of the Act, as its Council Tax requirement for the year. (Item R in the formula in Section 31B of the Act);               

(d)     £261.30 being the amount at 1.2.2 (c) above (Item R), all divided by Item T (1.1(a) above), calculated by the Council, in accordance with Section 31B of the Act, as the basic amount of its Council Tax for the year (including Parish precepts);                        

(e)     £1,052,198 being the aggregate amount of all special items (Parish precepts) referred to in Section 34 (1) of the Act (as per the attached Schedule 3);

(f)      £233.00 being the amount at 1.2.2 (d) above less the result given  ...  view the full minutes text for item 75\20

To deal with any questions on notice from Members of the Council, in the order in which they have been received.

A period of up to 15 minutes is allocated for the asking and answering of questions.  This may be extended at the discretion of the Chairman with the agreement of the majority of those present.

The Chairman advised that 6 questions had been submitted for consideration at the meeting.  There would be no subsidiary questions.

Question Submitted by Councillor S. Robinson

“Can the portfolio holder please update the council on how many tonnes of garden waste we have collected from households this winter and whether or not there are plans for this to continue next year?”

The Portfolio Holder for Environmental Services responded by explaining that since April 2020 the Council had collected 6,855 tons of garden waste up until the end of January 2021.  There had been a reasonable usage of the Council’s garden waste service through the extension in December and January, but with low tonnages of material collected (30% of average monthly tonnage in December, and 18% in January). The service would normally start again at the end of February. 

Officers were still awaiting the February data, which was also part of the current extension to the service.   This data would be reviewed, involving consideration of the carbon impact of the extension of the scheme against the benefit, the operational impact of continuing the service through this part of the year, and the financial considerations for residents as well as the Council. A report would be produced summarising the outcomes and any proposals for changes to the service later in the year.  A decision would then be required on whether the service could be extended in future years.  However, it was too early to say by the date of the meeting whether this would be possible, based on tonnage data.

Question Submitted by Councillor H. Rone-Clarke

“After announcing plans for the city to be carbon neutral by 2030, myself and Cllr McDonald met with the relevant Birmingham City portfolio holders and identified half a dozen areas of cooperation between our two authorities, including: buses, active transport and country parks. Soon, transport into Birmingham by car will be heavily regulated, meaning residents of Bromsgrove may struggle to get to work. Similarly, citizens of other districts will be incentivised to shop local, due to active transport schemes; this would squeeze our already struggling high street to breaking point.

We don’t wish to hear that the council ‘already engages’ with our neighbours, as our Birmingham counterparts agree that Bromsgrove is failing to keep up.

So, in terms of a promise of concrete action, here and now, how does the administration plan to engage more robustly with our neighbours (including but not limited to Birmingham) in order to ensure Bromsgrove is not left behind?”

The Leader responded by commenting that officers and members sat on many groups across the county and the region where engagement happened, including the Greater Birmingham and Solihull and Worcestershire Local Enterprise Partnerships (GBSLEP and WLEP).

It had recently been announced that there would be £250,000 investment into further bus provision in Bromsgrove to ensure, that the bus and rail networks would work together to allow faster and easier access to the town centre and surrounding areas.  The service would make it  ...  view the full minutes text for item 76\20

A period of up to one hour is allocated to consider the motions on notice.  This may only be extended with the agreement of the Council.

Climate Change

Members considered the following Motion on Notice, submitted by Councillor S. Robinson:

This Council calls on officers to present a report to the Climate Change Working Group by the end of 2021 which shows how Bromsgrove District Council can become carbon neutral by 2030, 2035 and 2040, along with a cost analysis for each proposal.

The Motion was proposed by Councillor S. Robinson and seconded by Councillor R. Hunter.

In proposing the Motion, Councillor Robinson explained that 2 years’ previously she had suggested that a Climate Change Working Group should be established at the Council.  At the time, Councillor Robinson had chosen not to set a target in respect of reducing emissions in the District and instead it had been agreed that Members would work together to ensure that this was achieved.  However, since then, whilst proud of what the Council had already achieved, Councillor Robinson had concluded that targets should have been set.

Councillor Robinson commented that many members of the Climate Change Working Group felt that the group was not doing as much as it could.  The group had not been provided with a budget and whilst well intentioned, Councillor Robinson suggested that it could be achieving more than at present.  The Motion was not designed to remove the need for the group, or to cut it out from the process.  Instead, the Motion compelled officers to work with the group to bring forward options, including information about the financial implications, that could be used to help the Council move forward.  The Motion did not commit the Council to a particular date for action but would enable the authority to make changes in the future.  Councillor Robinson concluded that the Motion, should it be approved, would provide Bromsgrove District with a useful plan to address climate change moving forward.

In seconding the Motion, Councillor Hunter commented that it was designed to be constructive and to support the work of the Climate Change Working Group.  Councillor Hunter commented that he was proud of all of the work that the Council had already undertaken to tackle climate change; he suggested that the Motion, if approved, would help to accelerate that progress.  Officers would be supported by the proposals, as clear timeframes would be provided setting out when particular actions should be taken and milestones achieved.  Members were advised that the Climate Change Working Group would benefit from a bit more direction and this Motion would provide that direction.  Furthermore, Councillor Hunter suggested that the group needed to meet more frequently in order to have a greater impact on tackling climate change.

Members subsequently discussed the Motion in detail and during this debate the following points were raised:

·                The role of the Climate Change Working Group and recent efforts to ensure that the group would meet more frequently than had been the case when it was first established.

·                The extent to which the Motion could be considered to undermine the role of the Climate Change Working Group.

·                The possibility  ...  view the full minutes text for item 77\20