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 Dale Heenan, Cabinet Member for Strategic Planning, Sustainability, and Transport made a personal and prejudicial declaration of interest in respect of Agenda item 5 (Minute 72) as he was employed by an organisation within the relevant technology industry.

To receive the minutes of the meeting held on 4^th February 2015.

Resolved – That the minutes of the meeting held on 4^th February 2015 be confirmed and signed as a correct record.

See explanatory note below.  Please phone the Committee Officer whose name and number appears at the top of this agenda if you need further guidance.

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

Questioner

Mr Paul Walton, Chiseldon Parish Council

Questions

Mr Walton asked questions regarding the proposed Superfast Broadband Extension Programme (Agenda Item 5), including on the Borough’s alternatives should the proposals within the report on Superfast Broadband not be approved, and how long might any alternative approach take to implement within the rural areas of the Borough, such as Chiseldon.

Response

The Chair thanked Mr Walton for his question and comments. Councillor Garry Perkins, Cabinet Member for the Economy, Regeneration, and Skills, responded at the meeting to the question and comments.

Questioner

Mr Richard Symonds, Shaw, Swindon

Questions

Mr Symonds asked questions concerning (a) the implications for traffic flow of the pending closure of Fleming Way, Swindon, and how resulting traffic issues would be addressed by the Council, (b) the present congestion around Bruce Street Bridges, and (c) the link between traffic congestion and the loss of a direct bus service from West Swindon to the Great Western Hospital.

Response

The Chair thanked Mr Symonds for his questions and comments. Councillor Garry Perkins, Cabinet Member for the Economy, Regeneration, and Skills, and Councillor Dale Heenan, Cabinet Member for Strategic Planning, Sustainability, and Transport, responded at the meeting to the question and comments.

Questioner

Mr Terry Reynolds, Wheeler Avenue, Swindon

Questions

Mr Reynolds asked questions concerning (a) the areas in which the £250,000 allocated in the Council’s Budget for 2015/16 for gully cleaning would be spent and on comments made in political leaflets, (b) Council Tax and Parish Precept Bills for 2015/16 and whether Coleview remained in the Stratton St Margaret Parish, (c) UK Broadband services in Swindon and difficulties in contacting UKB Networks and the performance of that company in London and Reading, and (d) the responsibility and financial and leasing arrangements for the Community Centre in Nythe/Coleview and for the Allotments site in that area.

Response

The Chair thanked Mr Reynolds for his questions and comments. He advised that a written answer had been provided and circulated at the meeting to his question (e), submitted prior to the meeting and concerning Coleview/Nythe. 

Councillor Brian Ford, Cabinet Member for StreetSmart, and Councillor Garry Perkins, Cabinet Member for the Economy, Regeneration, and Skills responded at the meeting to the questions (a) to (d) and related comments.

          The Cabinet Member for the Economy, Regeneration, and Skills and the Board Director, Resources submitted a joint report concerning the Council’s participation in the Superfast Broadband Extension Programme operated by the Government agency Broadband Delivery UK (BDUK), and on the outcome of an open procurement process undertaken to identify the best value for money solution that would secure the greatest possible Superfast Broadband coverage across the Borough within the funding available (Cabinet Minute 8, 2014/15 refers).

          Councillor Garry Perkins, Cabinet Member for the Economy, Regeneration, and Skills, presented the report and referred to the procurement process that had been adopted and the analysis that had been undertaken in respect of the solution put forward. He commented on the coverage that would be available and the significant benefits of this to local communities and the economy, particularly, for the more rural areas of the Borough. He noted how savings to the Council, in terms of its level of contribution, would release funds to identify solutions for those estimated 600 properties that would remain without Superfast Broadband.

          Councillor Fionuala Foley, Cabinet Member for Children’s Services, referred to how the proposal would provide Superfast Broadband to those areas, many of them rural, where such a network was not currently commercially viable.   Councillor Foley drew attention to the joint report’s appendices that clearly illustrated those places that would benefit. She reiterated the comments made by residents of Chiseldon at the Cabinet Open Forum held prior to the Cabinet meeting, on the benefits for those residents and businesses that were involved in a trial Superfast Broadband scheme undertaken by UK Broadband.

Councillor Stan Pajak, Leader of the Council’s Minority Group, supported the intent behind the report and stressed the importance of Superfast Broadband for local residents and businesses. He sought clarification about the parent company involved, Hong Kong Telecoms (HKT).

          Councillor Perkins explained that UKBroadband (UKBD) was a subsidiary of HKT that had operated in the UK for over a decade.  A new “sister company” had been established to deliver Superfast Broadband on a commercial basis called UKB Networks. He referred to the open tender process that had been followed in which thirteen companies had made initial enquiries, although only one had eventually submitted a formal tender. This bid had been the subject of robust scrutiny and it was believed offered a viable solution to the delivery of Superfast Broadband.

          Councillor Des Moffatt referred to the contents of the report and noted that the proposal and the approach to its approval was different from that involving Digital City UK Ltd. However, he was sure other Councillors also had concerns regarding the detail of the proposal and he suggested that a briefing for all Councillors should be arranged so that they could have a better understanding of all the issues prior to any signing of contracts.

Councillor Perkins advised that he would be happy to arrange for such a briefing to be held.

Councillor Steve Wakefield expressed his reservations regarding the proposal and its technical solution.  ...  view the full minutes text for item 72.

The Cabinet Member for Finance and the Board Director, Resources submitted a joint report setting out (a) the current forecast out-turn position of the Council's Revenue Budget as at the end of January 2015, (b) issues impacting on the Council’s finances, (c) Public Power Solutions Ltd (PPS), and (d) 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 likely underspend at year-end. He welcomed the strategy that had been followed and the work that had been undertaken by the Council’s officer team to enable budget savings to be delivered early in order to support the Council’s Budget for the “new” Financial Year. He noted that the outcome of Planning Inquiry on the proposed Wroughton Solar Farm was still awaited, and that if approval was forthcoming, this would result in additional revenue income.

          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.

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

The Cabinet Member for Finance and the Board Director, Resources submitted a joint report concerning (a) the 2014/15 Capital Programme position as at the end of December 2014, (b) proposed changes to the Capital Programme, (c) Thamesdown Transport Ltd., and (d) Wichelstowe Joint Venture.

            Councillor Russell Holland, Cabinet Member for Finance, referred to the report and explained that it addressed the projected out-turn position of the Council’s Capital Budget for 2014/15, highlighted proposed changes to the current Capital Programme, including reference to proposed new lease arrangements with Thamesdown Transport Ltd., and a loan funding facility to support the Wichelstowe Joint Venture. He explained that both these proposals would be “low-risk” and beneficial to both the Council and the parties involved.

          Resolved – (1) That the Capital Programme position for 2014/15, as set out in the joint report, be noted.

            (2) That the changes to the Council’s Capital Programme, as set out in paragraph 3.4 to 3.8 of the joint report, be approved.

          (3) That the Council be recommended that a loan facility of up to £15m be made available to support house building in Wichelstowe through the Joint Venture arrangement, as detailed in paragraphs 3.9 to 3.12 of the joint report, with the detailed terms to be agreed by the Director of Law and Democratic Services, in consultation with the Board Director Resources and the Lead Cabinet Members for Wichelstowe, that will best protect the Council’s interests.

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

          The Cabinet Member for Housing and Public Safety and the Board Director, Service Delivery submitted a joint report concerning the adoption of a Housing Revenue Account Medium Term Financial Plan that had been developed from the priorities set out in the Council’s draft Housing Strategy and that aimed to establish a business plan to set out the Council’s overall aims and objectives for the Housing service over the next 30 years.

          Councillor Emma Faramarzi, Cabinet Member for Housing and Public Safety, explained the background to the preparation of the Medium Term Financial Plan and advised that it built on existing policies and the priorities set out in the Council’s emerging Housing Strategy. It would provide the Council with a Housing financial medium-term Business Plan to cover the next 30 years. She referred to comments arising from the Housing Advisory Forum on 11^th March 2015 and that it was her intention for further consultation to take place.

          Resolved – (1) That the Housing Revenue Account Medium Term Financial Plan, as set out in Appendix 1 to the joint report, be endorsed.

          (2) That the Board Director, Service Delivery and the Cabinet Member for Housing and Public Safety commence consultations with the Housing Advisory Forum and other stakeholders on the Housing Revenue Account Medium Term Financial Plan and report back on the outcome to the Cabinet in the new Municipal Year.

          (3) That it be noted that the Housing Revenue Account Medium Term Financial Plan will be updated annually to take into account changing policies and updated survey information.

          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 Planning, Regulatory Services, Heritage and Libraries submitted a joint report concerning the Council’s formal adoption of the Swindon Borough Local Plan for the period to 2026.

          Councillor Dale Heenan, Cabinet Member for Strategic Planning, Sustainability, and Transport, explained that the Local Plan was the principal development plan document for the Borough, identifying how much new development would take place, and when, where and how it should occur. He referred to the all-party working that had assisted in the preparation of the Plan and to the consensus that had been achieved with local developers on its contents. He explained the procedure associated with the preparation and approval of the Plan, and the process that would be followed following its formal adoption by the Council. A special Council meeting was to be held on 26^th March 2015 for this purpose.

          Councillor Garry Perkins, Cabinet Member for the Economy, Regeneration, and Skills welcomed the report and referred to its significance for Swindon and its future development. He commented on the allocation within the Plan of employment land and the flexibility that existed in how this might be used to support and grow the local economy.

Councillor Stan Pajak, Leader of the Minority Group on the Council, expressed his support for the Plan and welcomed the all-party approach that had assisted its preparation. He noted the way in which the proposed 9,000 house Eastern Villages project had been dealt with involving the Borough, local parishes, residents and developers, and believed that this was a demonstration of the Council’s One Swindon principles in action.

Councillor Russell Holland, Cabinet Member for Finance, expressed his support for the Plan and referred to the collaborative working that had been undertaken to produce a Local Plan that had required few changes from the Planning Inspector.

          Resolved – That the Council be recommended to –

          (a) Adopt the ‘Swindon Borough Local Plan 2026’, as set out in Appendices 2b and 4 to the joint report.

          (b) Authorise the Head of Planning, Regulatory Services, Heritage and Libraries to make the ‘Swindon Borough Local Plan 2026’ publically available, together with the Sustainability Appraisal report, as set out in Appendix 3 to the joint report, in accordance with the arrangements detailed at paragraph 3.15 of that joint report.

          (c) Authorise the Head of Planning, Regulatory Services, Heritage and Libraries, in consultation with the Cabinet Member for Strategic Planning, Sustainability, and Transport, and the Director of Law and Democratic Services, to make minor non-material changes to the content of the Swindon Borough Local Plan 2026, prior to publication.

          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 Council’s formal adoption of the Community Infrastructure Levy (CIL) Charging Schedule and associated documents.

          Councillor Dale Heenan, Cabinet Member for Strategic Planning, Sustainability, and Transport, explained that the Community Infrastructure Levy was a mandatory charge on planning developments within the Borough. The income arising would support infrastructure improvements required by planned growth to 2026.  It would also support the delivery of the overarching objectives of the Swindon Borough Local Plan 2026.  He commented on the procedure associated with the preparation of CIL, and the process that would be followed following its formal adoption by the Council at a special meeting on 26^th March 2015.

          Councillor Heenan drew attention to the definition of the term “Retail” that appeared in the Charging Schedule in Appendix 1 to the joint report and explained that he wished to see this term clarified in the final documentation. He proposed the deletion of the second use of the word “retail” on page 94 of Appendix 1 of the report to read: “Retail: Is defined as any use falling within…”. He also wished to include within the brackets on that line reference to the classes A1 to A5. He explained that these were minor changes that would help to avoid any possible ambiguity arising and could be undertaken by officers under delegated powers. However, he thought it appropriate that the Cabinet and Council be advised of the intention to amend this wording.

          Councillor Heenan expressed his appreciation for the hard work and commitment of the officer team involved in the process to prepare the CIL Charging Schedule and its associated documentation.

          Resolved –That the Council be recommended to –

          (a) Subject to the deletion of the second use of the word “retail” under the definition on page 94 of Appendix 1 to read: “Retail: Is defined as any use falling within…”, and the inclusion within the brackets on that line of reference to the classes A1 to A5, adopt the Swindon Community Infrastructure Levy (CIL) Charging Schedule, as modified in accordance with the requirements of the Examiner’s Report, attached at Appendix 1 to the joint report, and that this be implemented from 6th April 2015.

          (b) Adopt the Swindon Community Infrastructure Levy (CIL) Regulation 123 Infrastructure List, attached as Appendix 2, the Swindon Local Payment Instalment Policy, attached as Appendix 3, and the CIL Surcharges Policy, attached as Appendix 4 to the joint report, and that these be published alongside the CIL Charging schedule.

          (c) Authorise the Head of Planning, Regulatory Services, Heritage and Libraries, in consultation with the Cabinet Member for Strategic Planning, Sustainability, and Transport, and the Director of Law and Democratic Services, to make minor non-material changes to the content of the documents listed in (a) and (b) above if required prior to publication.

          (d) Authorise the Head of Planning, Regulatory Services, Heritage and Libraries, in consultation with the relevant Cabinet Member  ...  view the full minutes text for item 77.

The Cabinet Member for Children’s Services and the Board Director, Commissioning submitted a joint report concerning the proposed School Admission Arrangements for 2016/17, including, the co-ordinated admission arrangements for the normal point of entry (Reception, Year 3, Year 7 and Year 10 University Technical College (UTC)), In-year admission arrangements for all Swindon Schools, and Published Admission Numbers (PAN) for Community and Voluntary Controlled Schools in Swindon for September 2016.

          Councillor Fionuala Foley, Cabinet Member for Children’s Services, introduced the report and explained that the policies for 2016/17 remained similar to those adopted for the current year. She commented on the proposed minor changes and on the reasons why these had been required.

          Resolved – (1) That the Co-ordinated Scheme of Admission Arrangements for the normal point of entry (Reception, Year 3, Year 7 and Year 10 University Technical College (UTC)) and In Year admissions for all primary schools and secondary schools in Swindon from September 2016 be approved.

          (2) That the admission numbers for Community and Voluntary Controlled schools from September 2016 as set out in the joint report, be approved.

          (3) That it be noted that the proposals referred to in (1) and (2) above were determined by 15^th April 2015 and will be implemented by the Board Director, Commissioning for school admission for September 2016 for all new applicants.

          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, the Chief Executive and the Board Director, Service Delivery submitted a joint report concerning major transport infrastructure projects to be delivered in Swindon between 2015/16 and 2020/21 through the Swindon and Wiltshire Local Enterprise Partnership (SWLEP), and proposals for the Council to establish an effective internal operating structure and resource plan to provide the means of delivering the required programme of works.

          Councillor Dale Heenan, Cabinet Member for Strategic Planning, Sustainability, and Transport, advised that the Government had awarded  significant capital funding from the Local Growth Fund for major transport infrastructure projects in Swindon between 2015/16 and 2020/21. It was essential that the Borough was able to deliver these key infrastructure projects and also that it had a robust and up-to-date Transport and Highways Strategy in place to support this. He believed that the proposals for a new dedicated team adopting a commissioning-based approach to securing outcomes would help to ensure that these key projects were delivered.  He referred to the proposal to extend the existing contract to CH2MHill (formerly Halcrow) and to how this would enable the Council to address how it could make the best use of specialist technical advisers in the future.

          Resolved – (1) That the creation of a Strategic Transport function, led by a senior manager and supported by a team of dedicated officers, reporting to the Head of Economy, Skills and Property Development, to support delivery of an existing programme of strategic schemes and develop a Transport Strategy to inform new investment and future bidding activity be approved.

          (2) That the Head of Economy, Skills and Property Development be authorised to make the necessary arrangements to put the new team referred to in (1) above in place.

          (3) That up to £270,000 of funding be made available from the Infrastructure and Regeneration Reserve to resource the team for a three year period, noting that opportunities will be sought for match funding through the Local Growth Fund.

          (4) That the contract with CH2MHill be extended for up to a maximum of a further 12 months from June 2015, and that a procurement strategy for the period beyond the extension be brought back to the Cabinet for consideration in June 2015.

          (5)  That the Board Director, Service Delivery, in consultation with the Cabinet Member for Strategic Planning, Sustainability, and Transport, be authorised to enter into and conclude negotiations with CH2MHill, the current provider of Highways and Transport Consultancy services to the Council, for the extension of the existing contract for these services for a period of up to twelve months beyond the current contract expiry date of June 2015, in accordance with Standing Order 21 of the Council’s Standing Orders Relating to Contracts, and that the Director of Law and Democratic Services be authorised to enter into any relevant agreement or documentation on such terms and conditions as he considers necessary to protect the Council’s interests.

          The reasons for the decision and alternative options are as  ...  view the full minutes text for item 79.

          The Cabinet Member for Communities and Volunteering and the Head of Localities, Community Involvement and Volunteering submitted a joint report concerning the adoption of a proposed Community Capacity Building Action Plan to enable a more focused and targeted approach to be developed for encouraging and supporting community action, and setting out proposed changes to the way Delivery and Localities teams work in support of Cabinet, Ward Members and communities.

          Councillor Richard Hurley, Cabinet Member for Communities and Volunteering, introduced the report and expressed his support for the proposed Action Plan and the changes in the way that Delivery and Localities teams would support councillors and communities. He explained how the changes proposed would align capacity building to those communities that needed most assistance. He referred to the Swindon Circles scheme linked to every Swindon GP’s surgery to help people managing long-term conditions to access community-based support. He commented on the creation of two full time equivalent posts to support Ward Councillors and devolved decision-making in localities.

          Resolved – (1) That the Community Capacity Building Action Plan 2015/2016, as set out in Appendix 1 to the joint report be approved.

          (2) That the Head of Localities, Community Involvement and Volunteering, in consultation with relevant Board Directors, be authorised to implement the Community Capacity Building Action Plan.

          (3) That the proposed review, and subsequent implementation of any changes, by the Head of Localities, Community Involvement and Volunteering to the structure of the Localities Team, as set out in paragraphs 3.6 to 3.11 of the joint report, be endorsed.

          (4) That the Board Director, Service Delivery, the Head of Streetsmart, the Head of Infrastructure Assets, and the Head of Localities, Community Involvement and Volunteering be authorised to recruit the two additional full time equivalent staff as referred to in paragraphs 3.12 to 3.14 of the joint report.

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