To receive any apologies of absence.

Apologies for absence were received by Cllr Burbage (Vice-Chairman) and Cllr D Evans for agenda item 10.

Cllr Bowden was elected as Vice-Chairman for the duration of the meeting.

To receive any declarations of interest.

There were no declarations of interest received.

To approve the Part I minutes of the meeting held on 27 September 2017.

The Part I minutes of the meeting held on 27 September 2017 were approved as a true and correct record.

To consider the report.

David Scott introduced the Council Trust report and informed that Panel that there were three sections:

·         Category 1 –  Charitable trusts where Cabinet were acting as Trustees on behalf of the Council.

·         Category 2 - Charitable trusts which RBWM were involved with and provides the lead and all admin support for, including completion and submission where required for Annual Charity Commission Returns.

·         Category 3 - Those charitable trusts where RBWM were involved with, but did not provide lead or administrative support for the trust.

There were no significant issues to report but in response to issues raised by trustees the Panel were informed that the Porny’s Charity had been contacted by officers and had informed that a meeting of the trust would be scheduled before the new year.  With regards to  New Windsor Municipal Charities Cllr Airey as one of the trustees had now been contacted by the organisation.

During discussion on the item it was suggested that there be an article in Around the Royal Borough about the services provided by the charities.  The Panel also requested a breakdown of The Spoore, Merry and Rixman Foundation payments.

To comment on the Cabinet Regeneration Sub Committee report.

The Panel considered the Cabinet Regeneration Sub Committee report that provided an update on the emerging masterplan options for the golf club site and approval of the procurement route.

The Lead Member, Cllr Rankin, explained that the council had agreed to purchase the leasehold of the golf course with the proposal to build 2000 homes on the 132 acre site, along with associated infrastructure including educational provision. In June 2015 the council had taken the decision to procure a joint venture partner. The report was the result of the initial work undertaken by the consultant Savills. To ensure transparency the Council was putting as much information as possible into the public domain and had invited the public to submit questions for the Extraordinary Full Council meeting on 30 October 2017.

The Lead Member explained that the first appendix was the vision document prepared by Savills for the Council as the landowner. It demonstrated the sustainability and deliverability of the proposal in terms of planning. The second (Part II) document detailed the Masterplan Options. Significant open space had been left on the site and the deciduous woodland would remain. The third (Part II) document detailed the procurement options. The recommended option was for a contractual joint venture structure where the council would maintain complete control over the development.

The report to Council would ask for £20m to purchase residential and commercial properties to provide highways access. The funding was being requested at this stage to give as much flexibility as possible and allow the Council to conduct purchases in an opportunistic way.

The Chairman informed that he had received a number or requests from the public to speak / ask questions on this item (questions and answers not verbatim):

Patrick Griffin mentioned that the report requested £20m for the Council to buy access to the golf club and asked why the Council was taking on this risk rather than the joint venture partner.

The Lead Member replied that if the Council waited the risk was that they would have to take CPO action rather than being able to be more flexible and purchase properties on the open market.  The risk of purchasing properties on the open market was minimal as the Council’s property company would manage the asset and have the option to rent at an affordable rate.

Patrick Griffin asked that if the Borough Local Plan (BLP) was not adopted what would the plans be for the golf club and the properties purchased by RBWM.

The Lead Member replied that from a property point of view the Council as land owner could still proceed in plans to develop the site pending appropriate approvals.

Margaret Morgan mentioned that the Council had entered into a legal agreement with the golf club regarding the surrender of the lease, if the BLP was not adopted would be negate the agreement.  The Lead Member replied that he would not discuss contractual arrangements.

Margaret Morgan mentioned that club members were already aware of the term of  ...  view the full minutes text for item 206.

To consider passing the following resolution:-

“That under Section 100(A)(4) of the Local Government Act 1972, the public be excluded from the remainder of the meeting on the grounds that it involves the likely disclosure of exempt information as defined in Paragraphs 1-7 of part I of Schedule 12A of the Act"

RESOLVED UNAIMOUSLY: That under Section 100(A)(4) of the Local Government Act 1972, the public be excluded from the remainder of the meeting whilst discussion takes place on the grounds that they involve the likely disclosure of exempt information as defined in Paragraphs 1-7 of part I of Schedule 12A of the Act.

Following deliberations of the Part II (Private Meeting) item the Panel returned to Part I (Public Meeting).

To comment the Part II appendices.

To consider the report.

Jacqui Hurd, Head of Library and Resident Services, introduced the annual report  and explained that it covered all complaints received in 2016/17 under the statutory complaints procedures for adults and children’s care, as well as the formal procedure for corporate complaints.

The Panel were informed that the authority took complaints seriously and the policy enabled staff the opportunity to receive feedback from customers and lessons learned.

The Panel were informed that the complaints procedure had changed during the course of the time period referred to in the report, the complaints process now consisted of two stages rather than three. Members were informed that the Council aimed to resolve complaints within ten days for stage one and 20 for stage two.  The Complaints Team would liaise with a complainant if there were delays to their complaint. It was also explained that a complainant could refer their complaint to the Local Government Ombudsman.

The Panel were informed that 802 complaints had been received, which was a 35% increase from the previous year. One of the reasons highlighted for the increased number of complaints was the improved complaints process and awareness that had been introduced. 

Section 4.11 of the report highlighted the themes of the complaints and this included themes of complaints received by directorate.  Table five of the report showed the results of the complaints with 55% of complaints being fully or partially upheld.

Appendix A of the report showed complaints received by post code across the UK to the Council, whilst maps 2 and 3 highlighted the location of complaints within the Royal Borough.  

The Chairman received reassurance that none of the complaints had been as a result of serious harm to a child or vulnerable adult. 

Cllr Ilyas mentioned that it was a good report moving in the right direction especially considering the variety of services provided.  Cllr Ilyas asked if residents could provide comments on services and was informed that there were feedback forms. 

Cllr Jones mentioned that about 50% of complaints were being dealt with within the timeframe and asked if there had been constraints on improving performance.  The Panel were informed that the complaints system used to be manual and that it was now automated with residents being able to track the progress of complaints.  Replying to complaints early allowed the team to negotiate with the complainant. 

Cllr Quick highlighted the list of activities undertaken by the Council in pages 33-34 of the agenda pack and said residents should be aware of the services supported.  The Chairman recommended that he Lead Member put something appropriate in Around the Royal Borough (ATRB).

The Panel noted the report.

To comment on the Cabinet report.

The Panel considered the latest Cabinet Financial Update report.

The Lead Member informed that there had been little variance between this report and the one considered by the Panel the previous month.  The Panel were informed that there had been a review undertaken at the half way stage in the year to determine the accuracy of forecasts for the year-end balance had confirmed that £2m of funds would remain unspent as a buffer.  Issues may arise throughout the remainder of the year such as additional child placements which could be expensive.

Cllr Jones questioned section 4.14 of the report where it showed a £60,000 shortfall of the Guildhall.  The Panel were informed that the Chairman had requested a report on this at the Panels next meeting.

The Lead Member informed that in November all overview and scrutiny panels would be receiving a report on the budget preparation.  Corporate Overview and Scrutiny Panel would receive the full report whilst the other Panels would receive sections related to their remit.  The report would include draft fees and charges, capital expenditure and savings.  It was noted that there may be movement in the final budget build.

The Chairman mentioned that all Members were welcome to attend the Panel’s meeting as they would be considering the report in its entirety. 

Resolved unanimously:  that the Corporate Services O&S Panel considered the Cabinet report and fully endorsed the recommendations. The Chairman thanked the Lead Member for attending the meeting.

To consider the August 2017 Council report.

RESOLVED UNAIMOUSLY: That under Section 100(A)(4) of the Local Government Act 1972, the public be excluded from the remainder of the meeting whilst discussion takes place on the grounds that they involve the likely disclosure of exempt information as defined in Paragraphs 1-7 of part I of Schedule 12A of the Act.