Agenda and minutes

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

Councillor Garry Perkins, Cabinet Member for the Economy, Regeneration and Skills made a personal and prejudicial declaration of interest in respect of Agenda item 9 (Swindon Local Flood Risk Management Strategy) as he was the owner of a property within Swindon that had been subject to flooding.

To receive the minutes of the meeting held on 25^th June 2014.

Resolved –That the minutes of the meeting held on 25^th June 2014 be confirmed and signed as a correct record.

The following questions were asked in accordance with Standing Order 28 –

Questioner

Mr Bob Buckley, Abbey Meads Primary School / Butterflies Children’s Centre

Questions

Mr Buckley asked questions regarding the Council’s proposals for the future of Children’s Centres in Swindon, particularly concerning the definition of Multi-Generational Centres and how they would operate and the Council’s advance knowledge earlier in the year of the likelihood that it would be required to make savings with the subsequent implications of this for staff employed in Children’s Centres.

Response

The Chair thanked Mr Buckley for his questions and comments and advised that a response had been prepared and circulated at the meeting.

The Chair and Councillor Fionuala Foley, Cabinet Member for Children’s Services, responded at the meeting to the questions.

Mr Buckley asked a supplementary question regarding the response provided and asked whether the recruitment that the Council was currently undertaking to a post associated with the monitoring of Children’s Centres, could be “ring fenced” to staff at risk of redundancy from Children’s Centres if the Council’s proposals were to proceed.

The Chair and Councillor Fionuala Foley, Cabinet Member for Children’s Services, responded at the meeting to the supplementary question and comments.

Questioner

Mr Tim French, Cassan Road, Swindon

Question

Mr French asked a question regarding the possibility of the Council producing a calendar of events taking place across the Borough, as he had noticed that recently a number of different community and voluntary sector events were taking place on the same day across the Borough.

Response

The Chair thanked Mr French for his question. The Chair and Councillor Dale Heenan, Cabinet Member for Strategic Planning, Sustainability, and Transport, responded at the meeting to the questions.

Questioner

Mr Terry Reynolds, Wheeler Avenue, Swindon

Questions

Mr Reynolds asked questions relating to outstanding responses to public questions he had asked the Cabinet Member for Corporate Services and Leisure, and regarding outstanding responses to a request for a copy of a report on a complaint made to the Standards Committee, and for a meeting with the Council’s Chief Executive.

Response

The Chair thanked Mr Reynolds for his questions and comments. The Chair, the Director of Law and Democratic Services and the Chief Executive responded at the meeting.

Questioner

Ms Hayley Jackson

Response

The Chair advised that as Ms Jackson was not present at the meeting to ask her questions he would arrange for a written response to be sent to the questions that she had provided advanced notice of concerning proposals for Children’s Centres.

          The Cabinet Member for Children’s Services, the Board Director, Commissioning and the Head of Commissioning, Children and Adults submitted a joint report concerning proposed changes to the Children’s Centre service to focus better the service in the areas of the Borough with the highest number of vulnerable children and to contribute to required budget savings.

          Councillor Fionuala Foley, Cabinet Member for Children’s Service, explained the background to the proposal to review Children’s Centre provision in Swindon. She commented on the budget pressures the Council faced and the need for it to focus its limited resources in the most effective way to support the most vulnerable children. She referred to the implications of the proposals for children and their families and the Council’s wish to explore innovative ways to build self-supporting communities and improve children’s lives. She indicated her intention to add a further recommendation in support of this to consult on providing assistance to those Children’s Centres that wished to explore other approaches to enable a continuation of their work. The Council was required to make difficult decisions and she believed that it was important for the Council to concentrate its limited resources in ways that directly supported the most vulnerable children and families in need of help. She highlighted the recruitment of additional Health Visitors and their important role in supporting children and their families. She commented on the role of Family Centres in supporting both children and families and how these could be expanded to provider wider and more specialised activities. She drew attention to the consultation process and the opportunity that this provided for communities and stakeholders to give their views on the proposals and the future approach. She noted that even before the consultation had begun she had been contacted by organisations with suggestions for future ways of providing a service.

          Councillor Cindy Matthews, Opposition Group Spokesperson for Children’s Services, explained her Group’s opposition to the proposed closure of Children’s Centres. She believed that although savings on Children’s Centres would be achieved there was likely to be a far greater increase in social care costs overall as a result of the loss of provision. She asked whether the proposed consultation exercise would be meaningful and whether the Cabinet would act on the outcomes.

          Councillor Foley responded and confirmed that she believed that the consultation on the proposals was both worthwhile and meaningful and she hoped that innovative solutions for the future of services would be identified at the end of the process.

          Councillor Matthews drew attention to the success and effectiveness of Children’s Centres and their establishment in every area of the Borough building on the success of the original Sure Start programme.

          Councillor Foley acknowledged the excellent work being undertaken, but noted that sufficient Government and Council funding was not available to sustain the current provision. She emphasised the importance of concentrating the limited resources available on the most vulnerable children. She acknowledged that vulnerable children were located throughout the Borough and advised that the  ...  view the full minutes text for item 17.

The Cabinet Member for Finance and the Board Director, Resources submitted a joint report setting out (a) the current forecast outturn position of the Council's Revenue Budget as at the end of May 2014, (b) issues impacting on the Council’s finances, including (i) a loan request from Swindon Commercial Services (SCS) to enable the acquisition of a Can Baler, (ii) a proposed reduction in the maximum limit of the cashflow loan facility to Swindon Commercial Services Ltd. following the reintegration of Swindon Commercial Services (SCS) into the Council, and (iii) the funding of required works in Swindon Town Centre from available “one-off” resources, (c) a proposed change to the Council’s Scheme of Delegations to enable the Board Director, Resources to submit external funding bids, (d) progress of the preparation of a revised Library Strategy, and (e) the current forecast out-turn position for the Housing Revenue Account and the Dedicated Schools Grant.

          Councillor Russell Holland, Cabinet Member for Finance, introduced the report and referred to the success of the work being undertaken to deliver budget savings early for the next Financial Year and how this both strengthened the Council’s financial position and provided capacity to fund the Council’s on-going transformation.

          Resolved – (1) That the Cabinet notes the Projected Out-turn by Service 2014/15, as set out in Table 1 and Appendices 1 and 2 to the joint report.

          (2) That the proposed budget virements, as set out in Appendix 3 to the joint report, be approved.

          (3) That a loan of £280,000 be made to Swindon Commercial Services Ltd to finance the purchase and installation of a can baler for its Recycling facility as referred to in paragraph 6 of the joint report.

          (4) That the maximum limit of the cashflow loan facility to Swindon Commercial Services Ltd be reduced from £2.25m to £1.25m as referred to in paragraph 6 of the joint report.

          (5) That the sum of £88,000 be approved for the deep clean and seal of surfacing in Swindon Town Centre, as referred to in paragraph 7 of the joint report, to be funded from one-off resources.

          (6) That the Council be recommended that –

(a)       the Board Director, Resources be authorised to

(i)              submit applications for external funding which would further the Council’s strategic objectives, and

(ii)             accept the award of external funding which further the Council’s strategic objectives, in consultation with the relevant Cabinet Member,

(b)  the Director of Law and Democratic Services be authorised to amend the Scheme of Delegation accordingly.

          (7) That the proposed work to be undertaken on a detailed needs assessment of the Library service following recent consultation feedback associated with the preparation of a revised Library Strategy, as referred to in paragraph 9 of the joint report, be noted.

          The reasons for the decision and alternative options are as set out in this minute and the report to the meeting.

          The Cabinet Member for Finance and the Board Director, Resources submitted a joint report setting out (a) the 2013/14 Capital Programme position as at the end of March 2014, and (b) Treasury Management performance for 2013/14.

            Councillor Russell Holland, Cabinet Member for Finance, referred to the report and explained that it addressed the outturn position of the Council’s Capital Budget for 2013/14, highlighted proposed changes to the current Capital Programme, set out details of Treasury Management performance for 2013/14, and responded to the Council motion on 3^rd April 2014 on Coate Water Country Park and Section 106 Planning Obligation contributions.

          Resolved – (1) That the 2013/14 Capital Programme position, as set out in paragraphs 3.1 to 3.12 of the joint report, be noted.

            (2) That the changes to the Council’s Capital Programme, as set out in paragraphs 4.1to 4.2 of the joint report, be approved.

          (3) That the proposed response to the Council motion of April 3^rd 2014 concerning Coate Water Country Park and Section 106 Planning Obligation contributions, as detailed in paragraphs 4.3 to 4.4 of the joint report, be endorsed and the Council be informed of this response.

          (4) That the 2013/14 Treasury Management performance, as detailed in  paragraphs 4.5 to 4.17 and the Prudential Indicators shown in Appendix 2 to the joint report, be noted.

          (5) That the change to the 2014/15 Prudential Indicator for the Authorised Limit, as detailed in paragraphs 4.19 to 4.20 of the joint report, be approved.

          The reasons for the decision and alternative options are as set out in the report to the meeting.

The Cabinet Member for Strategic Planning, Sustainability and Transport and the Board Director, Service Delivery, submitted a joint report concerning the proposed Local Transport Plan Implementation Plan for 2014/15.

Councillor Dale Heenan, Cabinet Member for Strategic Planning, Sustainability and Transport, referred to the Council’s Local Transport Plan (LTP) that had been adopted by the Council in April 2011. He explained that the LTP programme was subject to this annual report to the Cabinet to ensure transparency in the apportionment of the funding and to aid the delivery of the programme.

          Resolved – (1) That the Local Transport Plan (LTP) Implementation Plan for 2014/15, as set out in Appendix 3 to the joint report, be approved.

(2) That the Local Transport Plan Capital Programme budget categories and total spend for 2014/15, as detailed in Tables 1 to 9 of the Implementation Plan attached as Appendix 3 to the joint report be approved.

The reasons for the decision and alternative options are as set out in the report to the meeting.

          The Cabinet Member for Strategic Planning, Sustainability and Transport and the Head of Highways and Transport submitted a joint report setting out a proposed Swindon Flood Risk Management Strategy and Year One Action Plan.

          Councillor Dale Heenan, Cabinet Member for Strategic Planning, Sustainability and Transport, explained that the Council was required by the Flood and Water Management Act 2010 to develop, maintain, apply, and monitor a Local Flood Risk Management Strategy for surface water, groundwater, and ordinary watercourses in its area. He referred to the problem of flooding and how the Council had worked with its partners to develop the Strategy. The draft Strategy had been prepared after extensive consultation. He highlighted the key issues in the Strategy and in the proposed first year Action Plan.

          Resolved – (1) That the Swindon Local Flood Risk Management Strategy and the year one Action Plan, as referred to in the joint report, be approved and adopted.

          (2) That the Head of Highways and Transport, in consultation with the Cabinet Member for Strategic Planning, Sustainability, and Transport, be authorised to develop and publish annual action plans to deliver the objectives of the Swindon Local Flood Risk Management Strategy.

(Councillor Garry Perkins, Cabinet Member for the Economy, Regeneration and Skills made a personal and prejudicial declaration of interest in respect of the above item and left the room taking no part in the discussion, as he was the owner of a property within Swindon that had been subject to flooding.)

          The reasons for the decision and alternative options are as set out in the minute and in report to the meeting.

          The Cabinet Member for Finance, the Board Director, Resources and the Head of Revenues and Benefits submitted a joint report setting out details of the local welfare assistance provided to Swindon residents by the Swindon Emergency Assistance Fund in 2013/14 and proposing changes to the way that the Fund operated to ensure that it remained effective in helping to protect vulnerable residents through periods of difficulty.

          Councillor Russell Holland, Cabinet Member for Finance, referred to the background to the Council establishing the Swindon Emergency Assistance Fund and how the fund had been used in 2013/14 to help protect the most vulnerable at times of financial crisis. He explained that as a result of the experience gained it was intended to amend the scheme to ensure it remained effective. These proposed amendments had been seen and supported by the cross-party Benefits Strategy and Welfare Reform Advisory Group.

          Resolved – (1) That the Swindon Emergency Assistance Fund be altered so that awards can be made to persons who are subject to suspended benefit claims or ‘sanctions’ and who are in crisis or emergency need.

          (2) That the Swindon Emergency Assistance Fund be amended to allow up to four awards per person or household per annum, with individuals receiving more than two awards being asked to undertake training on how to budget.

          (3) That the companies and groups from whom goods and services were purchased, as indicated in the table in Section 3 of the joint report, are used again in 2014/15 and in future years until improved arrangements can be negotiated by the Head of Revenues and Benefits.

          (4) That the Head of Revenues and Benefits be authorised to use the Swindon Emergency Assistance Fund to procure services that help residents to prepare for the introduction of Universal Credits, assisting with budgeting advice, employment support and training for using online systems, and that monies should continue to be used to reduce poverty and assist in anti-poverty strategies (both national and local).

          The reasons for the decision and alternative options are as set out in the report to the meeting.

          The Cabinet Member for Finance, the Board Director, Resources and the Head of Revenues and Benefits submitted a joint report setting out the current position in relation to Council Tax collection and debt management in the Council.

          Councillor Russell Holland introduced the report and drew attention to its contents and appendices that in his view clearly indicated the Council’s success in maintaining the Council’s income to support services whilst also helping vulnerable households to avoid costs, hardship, and distress. He referred to the additional costs associated with the Council pursing Council Tax debt and that this could result in it being even harder for the person in debt to meet the increasing cost. Whilst the Council remained committed to collecting all monies owed to it, he outlined the varying ways in which the Council would be seeking to encourage early repayment and preventing residents accumulating even greater debts. He referred to the effect of the Government’s Welfare Reforms on collection rates and Housing arrears and highlighted that only slight increases in debt had occurred. He advised that no Swindon Housing Tenants had been evicted as a result of the changes to Housing Benefits made as part of the Welfare Reforms.

          Councillor Stan Pajak, Leader of the Minority Group, welcomed the use of technology and direct contact with individuals by telephone to encourage payment of Council tax debt at an early stage. He believed this would benefit both the Council and the individual.

          Councillor Holland advised that the approach had been supported by the Benefits Strategy and Welfare Reform Advisory Group.

          The Chair welcomed the report and the efforts made to ensure that the Council’s income was being maintained whilst supporting and helping those vulnerable households most likely to fall into debt.

          Resolved – (1) That the Head of Revenues and Benefits be authorised to implement measures to promote payment of Council Tax prior to the commencement of further recovery action.

          (2) That the Head of Revenues and Benefits be authorised to introduce a pilot scheme under which residents are telephoned or sent emails prior to receiving summonses for non-payment of Council Tax, in order to encourage prompt payment and to reduce the costs that are charged to potentially vulnerable households.

          (3) That it be noted that:-

          (a) Collections for Debt Management, Business Rates, Overpaid Benefits, Business Improvement District charges and Car Parking Penalty Charge Notices were improved in 2013/14;

          (b) Council Tax and Housing rents collection reduced slightly following changes to welfare benefits, although the amounts collected were in excess of the levels predicted;

          (c) Collection rates remain either top quartile or above average compared to other Unitary Authorities; and

          (d) As shown in Appendix 2 to the joint report, over £296 million of invoiced income was collected by the Council in 2013/14.

          The reasons for the decision and alternative options are as set out in the report to the meeting.