Agenda and minutes

          Apologies for absence were received from Councillors Paul Baker, Maureen Penny and Dave Wood.

To receive any communications or letters which the Mayor or Chief Executive may have to bring before the Council.

The Chief Executive reported that no communications had been received.

          Resolved – That the minutes of the meeting held on 22^nd January 2015, be confirmed and signed.

The Chair reminded Members of the need to declare any known interests in any matters to be considered at the meeting. 

The Director of Law and Democratic Services reported that all Members had been granted dispensations under Section 33 of the Localism Act 2011 in respect of the setting of the Council Tax.

          Mr Richard Symmonds asked a public question relating to Council savings. The Cabinet Member for Finance responded at the meeting.

          Mr Richard Symmonds asked a supplemental question regarding duplicated Council correspondence relating to planning issues.  The Cabinet Member for Finance responded at the meeting.

          Mr Tim French asked a public question regarding the process required to be completed by companies who intended to undertake road works within the Borough. The Cabinet Member for Strategic Planning, Sustainability, and Transport responded at the meeting.

          Mr Tim French asked a supplemental question seeking clarification on the process required to be completed by companies who intended to undertake emergency road works within the Borough. The Cabinet Member for Strategic Planning, Sustainability, and Transport responded at the meeting.

To approve, following a recorded vote, the Council’s Budget for the Financial Year, 2015/16.  The Cabinet met on 4^th February 2015. The following reports considered at this meeting relate to the Council’s Budget, 2015/16.

(i) Budget 2015/16 and Beyond.

(ii) Capital Programme 2015/16 to 2017/18.

(iii) Treasury Strategy Statement 2015/16.

(iv) Summary of Proposed Budget for 2015/16 by Function Directorate.

Minutes 61, 62, and 63 relating to these reports are attached.

(Pages 135 to 140.)

          The Council considered joint reports of the Cabinet Member for Finance and Board Director, Resources, considered by the Cabinet on 4^th February 2015 relating to (i) Budget 2015/16 and Beyond, (ii) Capital Programme, (iii) Treasury Management Strategy 2015/16, (iv) Summary of Proposed Budget 2015/16 by Function Directorate,  (v) Minutes 61 of the Cabinet (Budget 2015/16 and Beyond), 62 of the Cabinet (Capital Programme 2015/16 to 2017/18) and 63 of the Cabinet (Treasury Strategy Statement 2015/16).

          Councillor Russell Hollandmoved and CouncillorDavid Renard seconded:

(1) That, further to Cabinet Minute 61(10)(a) to append the following projects

Additional funding to address gully-cleaning backlog                    £250,000

Increase the funding to repair potholes                                       £250,000

With the additional funding coming from New Homes Bonus money set aside in the Infrastructure and Regeneration Reserve to support Swindon’s growth.

(2) That, in Cabinet Minute for confirmation 62, to insert new (n) that the following projects be included in the Capital programme.

New machine sweeper for Swindon Town Centre                         £100,000

Improve access to shops and business on Commercial Road

by slowing the traffic                                                                  £100,000

Additional works for Liden Village Centre                                       £70,000

Paving Works in Queens Park and drainage work in

Town Gardens                                                                             £40,000

Improve the appearance of key roundabouts on the main

thoroughfares and make them easier to maintain                        £160,000

Allocate money to increase the pace of delivery of

Highways Locality schemes                                                          £40,000

With the additional funding coming from New Homes Bonus money set aside in the Infrastructure and Regeneration Reserve to support Swindon’s growth.

That subject to this change the motions contained in Minutes 61 (Budget 2015/16 and Beyond), 62 (Capital Programme 2015/16 to 2017/18) and 63 (Treasury Strategy Statement 2015/16) of the Cabinet be confirmed and adopted.”

          The meeting was adjourned for 10 minutes in order to allow Members to consider amendments to the Budget and tabled at the meeting.

Councillor Jim Grant moved and Councillor Kevin Small seconded that:

“That Council resolves to amend the Cabinet’s Revenue Budget proposals for 2015/16 as agreed at the February 4^th Cabinet Meeting, as follows:

1.    Save £250,000 from Forward Swindon

·       £50,000 saved by moving Forward Swindon’s Offices back within Council Premises

·       The remaining savings will be found through more integrated and efficient working arrangements

2.     Save £32,000 from Members Allowances

• £16,000 saved from the start of the 2015/16 Municipal Year, by reducing the maximum number of fully-funded Cabinet Member posts by 2 to leave a maximum of 8 available
• £16,000 saved from a 10% cut in Special Responsibility Allowances

3.    Save £17K from a complete cut in refreshments and bottled water costs.

Additional Savings Total: £299,000

4.    Release £290,000 of Infrastructure and Regeneration Reserve originally funded from New Homes Bonus money to part-fund the one-off elements of points 2, 3 and 4 of the below spend.

Additional resources to be spent in the following areas:

1.    £112,000 to be used to introduce the Living Wage for all staff directly employed by the Council (this being the general fund element)

2.    £40,000 as administrative  ...  view the full minutes text for item 81.

To enable Members, following a recorded vote, to formally resolve the Borough’s Council’s Council Tax for 2015/16.

The Council considered a joint report of the Cabinet Member for Finance and the Board Director, Resources concerning the amount of Council Tax for each Valuation Band for dwellings in each part of the Borough for 2015/16, and related matters including legal advice.

Councillor Russell Holland moved and Councillor David Renard seconded and the Council agreed:

          “(1) That it be recorded that the advice of the Director of Law and Democratic Services’ has been taken into account when setting the level of Council Tax for 2015/16.

          (2) That it be noted that the Council’s revenue budget is £136,740,217 as recommended by the Cabinet to this Council on 4^th February 2014.

          (3) That it be noted that in accordance with Section 31B of the Local Government Finance Act 1992 (as amended) the Council’s Tax Base for 2015/16 is 67,660.0 in total with the breakdown by Parish set out in Appendix 3 to the report.

          (4) That the following amounts be calculated by the Council in accordance with Sections 31 to 36 of the Local Government Finance Act 1992, as amended by the Localism Act 2011:-

(a)      Borough / Parish Gross Expenditure £470,444,716 being the aggregate of the amounts which the Council estimates for the items set out in Section 31A(2) of the 1992 Act taking into account all precepts issued to it by Parish Councils.

(b)      Borough Gross Income plus Collection Fund Balance£390,582,095 being the aggregate of the amounts which the Council estimates for the items set out in Section 31A(3) of the Act.

(c)      Borough/Parish Net Expenditure £79,862,621 being the amount by which the aggregate at 4(a) above exceeds the aggregate at 4(b) above, calculated by the Council, in accordance with Section 31A(4) of the Act, as its Council Tax requirement for the year.

(d)      Basic Amount of Tax (including Average Parish Precepts)£1,175.36 being the amount at 4(c) above, less the amount at 4(d) above, all divided by the amount at 3 above, calculated by the Council, in accordance with Section 31B of the Act, as the basic amount of its Council Tax for the year. In accordance with Schedule 5 of the Localism Act 2011, this sum is not considered to be excessive.

(e)      Special Items £3,021,481 being the aggregate of Special Expenses and Parish Precepts and collectively known as special items and referred to in Section 34(1) of the Act.

(f)       Basic Amount of Tax (Unparished Area) £1,130.70 being the amount at 4(d) above less the result given by dividing the amount at 4(e) above by the amount at 3, calculated by the Council in accordance with Section 34(2) of the Act, as the basic amount of its Council Tax for the year for dwellings in those parts of its area to which no special item relates.

(g)      Basic Amount of Tax (Special and Parished Areas) the amounts shown in Appendix 2 of the report, being the amounts given by adding to the amount at 4(f) above, the amounts of the special  ...  view the full minutes text for item 82.

To approve the Council’s Housing Revenue Account Budget for the Financial Year, 2015/16. The Cabinet met on 4^th February 2015. The attached report on the Housing Revenue Account – Rents and Charges 2015/16 was considered at that meeting.

Cabinet Minute 64 relating to this report is attached. (Pages 181 to 182)

The Council considered (a) a report of the Cabinet Member for Housing and Public Safety and the Board Director, Commissioning concerning the proposed Housing Revenue Account Housing Revenue Account – Rents and Charges 2015/16, and (b) Minute 64 of the Cabinet (Housing Revenue Account – Rents and Charges 2015/16).

Councillor Emma Faramarzi moved and Councillor Russell Holland seconded:

·       The proposed average rent for Housing Revenue Account (HRA) dwellings for 2015/16 of £81.34 per week (52 week basis), which is an increase of 2.2%, be approved. This will be an average increase of £1.96 per week (52 week basis). The range of increases is shown in paragraph 3.15 of the joint report.

·       That the Board Director, Commissioning be authorised to seek authority from the Secretary of State to extend the permission for the use of the Housing Revenue Account for payments to the Council’s tenants under the Discretionary Housing Payments scheme and provide a budget of £300,000 in 2015/16, as detailed at paragraph 3.23 of the joint report.

·       The housing related support charges for 2015/16 and service charges for 2015/16 as outlined in Appendix 2 of the joint report are approved.

·       Leaseholder service charges are set for 2015/16 as shown in Appendix 3 of the joint report.

·       Based on the proposals set out within this report that the Housing Revenue Account (HRA) proposed budget 2015/16, shown in Appendix 4 of the joint report, be approved and that the HRA Capital Budget and Funding be approved as shown in Appendix 5 of the joint report.

·       That a budget of £1 million be approved to acquire properties, as set out in paragraph 3.39 of the joint report, and that the Board Director, Commissioning in consultation with the Board Director, Resources be authorised to commit this expenditure.

·       That the draft 3 year capital projects and planned maintenance programme be approved at an indicative funding level of £16.8m (2015/16 prices) per annum for each of the years 2015/16 through to 2017/18 as shown in Appendix 6 of the joint report.

·       Rents charged on General Fund properties be increased by an average increase of 2.2% and the rents and charges for the David Murray John Apartments, as shown in Appendix 7 of the joint report be approved.

·       Rents charged for plots at the Hay Lane Residential Gypsy Site be increased by £1.07 per week (2.2%) to £49.81 per week (52 week basis) and the rents for workpens, as shown in Appendix 7 of the joint report, be approved.

·       The charges for Private Sector Leased accommodation for those accepted as homeless outlined in Appendix 7 of the joint report be approved.

·       Any underspend on the 2014/15 Housing Revenue Account be added to revenue reserves.”

     Councillor Bob Wright moved and Councillor Steve Allsopp seconded:

          “That Council resolves to amend the Cabinet’s 2015/16 Housing Revenue Account Budget as agreed at the February 4^th Cabinet Meeting, through reducing by £427,000 the £2.4m of revenue surplus proposed to be allocated within the HRA Capital Programme. This money will be  ...  view the full minutes text for item 83.

(1) To consider Minutes for Confirmation from Cabinet:

·       Minute 65 (Strategy to Prevent Child Sexual Exploitation)

·       Minute 68 (Anti-Social Behaviour Crime and Policing Act 2014)

(2) To receive a Minute for Note from Cabinet:

·       Minute 59 (Motion – Use of Police Community Support Officers in Supporting Council Enforcement Officers)

          (1) Councillor Fionuala Foley moved and Councillor David Renard seconded:

“That Minute 65 of the Cabinet (Strategy to Prevent Child Sexual Exploitation) be confirmed and adopted.”

          The Motion was put to the vote and declared carried.

(2) Councillor Emma Faramarzi moved and Councillor David Renard seconded:

“That Minute 68 of the Cabinet (Anti-Social Behaviour Crime and Policing Act 2014)be confirmed and adopted.”

          The Motion was put to the vote and declared carried.

          (3) Councillor David Renard moved and Councillor Jim Grant seconded:

“That Minute 59 of the Cabinet (Motion at Council – Use of Community Support Officers in Supporting Council Parking Enforcement) be noted.

          The Mayor reminded Members that information from the Police and Crime Commissioner in relation to this item has been received and tabled.

          The Motion was put to the vote and declared carried.

Councillor Bob Wright will move:

“This Council:

• Recognises the disruption caused to local motorists because of utility companies commencing road works without any coordination or control.
  
  
• Believes that it needs to do more to address the lack of coordination and control on utility companies undertaking scheduled road works in the Borough.
  
  
• Notes that (1) in order to address this problem in their area, the Greater Manchester local authorities have introduced the Greater Manchester Road Activities Permit Scheme which came in operation in April 2013, following the Secretary of State for Transport’s approval. This scheme introduced a new permitting regime that requires utility companies to apply for a chargeable permit before undertaking any works on adopted roads.

(2) The Permit fee income has then been used by the 10 Highway Authorities of Greater Manchester for additional resources to better manage and coordinate these essential works and to minimise the congestion and disruption they cause.

• Requests the Cabinet for Strategic Planning, Sustainability and Transport to submit a report to Cabinet detailing how this scheme could be applied in Swindon and to consider applying to the Secretary of State for Transport seeking approval for the adoption of this scheme in Swindon.”

          Councillor Bob Wright moved and Councillor Kevin Parry seconded:

“This Council:

·       Recognises the disruption caused to local motorists because of utility companies commencing road works without any coordination or control.

·       Believes that it needs to do more to address the lack of coordination and control on utility companies undertaking scheduled road works in the Borough.

·       Notes that in order to address this problem in their area, the Greater Manchester local authorities have introduced the Greater Manchester Road Activities Permit Scheme which came in operation in April 2013, following the Secretary of State for Transport’s approval. This scheme introduced a new permitting regime that requires utility companies to apply for a chargeable permit before undertaking any works on adopted roads.

·       Notes that the Permit fee income has then been used by the 10 Highway Authorities of Greater Manchester for additional resources to better manage and coordinate these essential works and to minimise the congestion and disruption they cause.

·       Requests the Cabinet for Strategic Planning, Sustainability, and Transport to submit a report to Cabinet detailing how this scheme could be applied in Swindon and to consider applying to the Secretary of State for Transport seeking approval for the adoption of this scheme in Swindon.”

     With the agreement of the mover and seconder, and with the agreement of the Council, the Motion was amended to read:

“This Council:

          Recognises the disruption caused to local motorists because of utility companies commencing road works without sufficient coordination or control.

Notes that:

(1) The Cabinet Member for Strategic Planning, Sustainability, and Transport proposed that a permit scheme is introduced in Swindon at the November meeting of the StreetSmart and Highways Overview and Scrutiny Committee, and reiterated this at the December Scrutiny Committee meeting.

(2) A taskgroup of StreetSmart and Highways Overview and Scrutiny Committee members was formed to consider the road works situation in Swindon, that happened in 2014, what lessons can be learnt and make recommendations for action. The task group is considering the issue of Permits and Code of Conducts.

(3) Bristol has implemented a new Code of Conduct in collaboration with Bristol Water, Wessex Water, Wales and West Utilities and Western Power Distribution to help minimise disruption to road users and pedestrians and is nationally recognised as best practice.

(4) The Greater Manchester local authorities introduced the Greater Manchester Road Activities Permit Scheme in April 2013 after completing a two-year process.

Requests that the Cabinet Member for Strategic Planning, Sustainability, and Transport present a report to Cabinet to consider the Task Group’s final recommendations.”

          The Motion, as amended, was put to the vote and declared carried.

To approve the Council’s Pay Policy Statement 2015/16.  The attached report on the Council’s Pay Policy Statement 2015/16 was considered by the Cabinet at its meeting on 4^th February 2015. The figures and salary information contained in the report will be updated as of 1^st April 2015 prior to publication on the Council’s website.

Cabinet Minute 59 relating to this report is attached. (Page 207)

The Council considered (a) a report of the Cabinet Member for Corporate Services and the Head of People and Change on the requirement, under Section 38 of the Localism Act 2011, for the Council to agree and publish a Pay Policy Statement by 1^st April each year, and setting out the Council’s proposed Pay Policy Statement for consideration, (b) Minute 66 of the Cabinet (Pay Policy Statement), and (c) the Council’s draft Pay Policy Statement.

Councillor Keith Williams moved and Councillor David Renard seconded:

          “That the Council’s Pay Policy Statement for 2015/16, as set out in

Appendix A of the joint report be approved and adopted.”

          The Motion was put to the vote and declared carried.

To consider a joint report of the Electoral Registration Officer and Returning Officer and Leader of the Council updating Members on proposed polling arrangements for the Wroughton and Wichelstowe Ward.

          The Council considered a joint report of the Electoral Registration Officer and Returning Officer and the Leader of the Council updating Members on polling arrangements in respect of proposed changes to the WWE Polling District (Wroughton and Wichelstowe) following Council’s consideration of a report on the Polling Districts and Places Review on 10^th December 2014 (Minute 66(1) refers).

          Councillor David Renard moved and Councillor Jim Grant seconded:

          “That the amendments to the Polling Arrangements for the WWE Polling District (Wroughton and Wichelstowe) as set out in the joint report be approved.”

          The Motion was put to the vote and declared carried.

          The Director of Law and Democratic Services reported that Standing Order 15 questions had been received from Councillors Mark Dempsey, Fay Howard, Cindy Matthews, Steve Wakefield, Nadine Watts and Bob Wright.

          Councillor Mark Dempsey asked a supplemental question asking the Cabinet Member regarding the percentage of vacant shops in Swindon Town Centre.  The Cabinet Member for the Economy, Regeneration and Skills responded at the meeting.

          Councillor Cindy Matthews asked a supplemental question seeking the Cabinet Member for Children’s Services commitment to maintaining the current level of Children’s Centres.  The Cabinet Member for Children’s Services responded at the meeting.

          Councillor Bob Wright asked a supplemental question regarding the number of 1 or 2 bedroom social houses built in the Borough during the previous two years. The Cabinet Member for Housing and Public Safety indicated that a written answer would be provided.