Agenda and minutes

Venue: Grey Room - York House

Contact: David Cook  01628 796560

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Items
No. Item

1.

Apologies for Absence

To receive any apologies for absence

Minutes:

Prior to the start of the agenda the Chairman expressed Cabinets condolences to the Tivoli employee who recently dies in a tragic event whilst working.  The Chairman expressed deepest sympathies to the family, friends and colleagues of the individual.

 

There were no apologies received.

2.

Declarations of Interest pdf icon PDF 219 KB

To receive any declarations of interest

Minutes:

None received.

3.

Minutes pdf icon PDF 86 KB

To consider the minutes of the meeting held on 28 November 2019.

Minutes:

RESOLVED UNANIMOUSLY: That the Part I minutes of the meeting held on 28 November 2019 were approved.

4.

Appointments

Minutes:

None

5.

Forward Plan pdf icon PDF 37 KB

To consider the Forward Plan for the period January 2019 to April 2019.

Minutes:

Cabinet considered the contents of the Forward Plan for the next four months and noted the changes made since last published including the following additional items:

 

·         Alexander Gardens – Windsor to be added to January 2020 Cabinet.

·         Microsoft Licensing Renewal to be added to February 2020 Cabinet.

6.

Cabinet Members' Reports

6a

MUFC - Request for Relocation pdf icon PDF 129 KB

Minutes:

The Leader of the Council and Chairman of Cabinet, Business, Economic Development and Property introduced the report regarding the request from MUFC for assistance with the relocation of the existing football stadium and associated buildings.

 

Cabinet were informed that they had been approached by the football club to see if the council could help them to relocate to another location to assist in their plans to expand and move up the leagues and provide additional sports facilities. 

 

The RBWM Property Company had identified a site at Braywick Park that would be suitable depending on planning consent and the club demonstrating its economic viability of any move.

 

Cllr Price questioned that there was no additional information regarding the three existing tenancies that may be impacted by the plans, especially SportsAble.  She was informed that this related to the Part II appendices.

 

The Deputy Leader of the Council, Resident and Leisure Services, HR, IT, Legal, Performance Management and Windsor said this was an excellent opportunity to bring a range of sporting activities on one site including the new leisure centre.

 

Resolved unanimously that:  Cabinet notes the report and:

 

i)          Approves the release of land identified at appendix D, for nil consideration, to enable the relocation of MUFC.

ii)         Delegate’s authority to Executive Director of Place, to negotiate draft legal agreements for the release of the land, subject to s.123 report, to be brought back to Cabinet for approval.

6b

Borough-wide Seasonal Planting - Award of New Contract pdf icon PDF 125 KB

Minutes:

The Lead Member for Environmental Services, Climate Change, Sustainability, Parks and Countryside introduced the report that sought a delegation to award a new contract for three years with the option to extend up to a further 2 years, for the borough wider seasonal planters, which includes Barriers, Hanging Baskets, Flower Towers and planting troughs.

 

Cabinet were informed that the contract was currently renewed every three years and that it was proposed to amend the current offer.  The planting mix was being updated to increase the number and type of plants that will support greater biodiversity and sustainability by 30% with the inclusion of for example ‘hairy plants’ that could attract and absorb traffic based pollutants.  The traditional planting mix would provide the remaining 70% of the contract as these were appreciated by our residents.

 

The Deputy Leader of the Council, Resident and Leisure Services, HR, IT, Legal, Performance Management and Windsor welcomed the report and was pleased to see traditional planting also being retained especially in our tourist areas.

 

Resolved unanimously that: Cabinet notes the report and:

 

i)          Delegate authority to the Head of Communities, in consultation with the Lead Member for Environmental Services, Climate Change, Sustainability and Culture, and the Director of Place to award a contract for three years with an option to extend up to a further two years, providing it is within the current base budget for this activity.

 

ii)         And delegate authority to agree the final details of the precise planting mix and specification, based upon the tender proposal returns received.

6c

Ascot District Day Centre- Surrender and Renewal of Lease pdf icon PDF 1006 KB

Minutes:

The Leader of the Council and Chairman of Cabinet, Business, Economic Development and Property introduced the report that requested the surrender of an existing lease and renewal of a new lease to maintain service provision, and allow the Trust to continue to invest in the day centre.

 

Cabinet were informed that it was proposed to release the existing lease in place of one for 117 years so that the trust could continue to provide services to the local older population for the future and enable the trustees to further invest in the fabric and apparatus of the operational running of the day centre.

 

Cabinet were addressed by Mr John Upperton, representing the day centre.  Mr Upperton provided Cabinet with the history of the centre informing that during the 1970‘s a local doctor,  Dr Geoffrey Chandler, had recognised that there was a strong need to establish a centre for the elderly within the Ascot District.

 

It was proposed to open a day centre that would offer support, to enable the elderly to continue living in their own homes for as long as possible by offering a friendly and pleasant environment during the day.

 

In 1975, with the support of other like minded people within the community, including current trustees, a luncheon club was established.  In 1978,  a site was obtained from the Royal Borough and funds raised to enable premises to be built.  The centre was opened by Lord Lieutenant of Berkshire.  In 1985 the temporary building was replaced by the permanent brick building that stands today and continues to be supported by local community and organisations.

 

Cllr Bateson addressed Cabinet in support of the proposals and informed that the centre also provided meals on wheels that were cooked at the centre and the were open 6 days per week.  The centre also ran two holiday trips per year, provided hairdressing and entertainment.  There was also a bus service to help get residents to the centre.

 

The Lead Member for Finance and Ascot reiterated the support for this excellent centre that was self-funded.

 

Cllr Price questioned if it was prudent to give an additional 99 year lease and asked what the rational behind the decision.  She was informed that it provided security to the centre so they could continue to invest and that the parcel of land of not one the council would look to develop on.

 

Resolved unanimously: that Cabinet notes the report and:

 

i) Approves the Surrender and Renewal of the Lease for Ascot Day

Centre for to The Ascot Day Centre Trust Ltd a term of 117 years at a

peppercorn rent (“the Lease”); and

 

ii) Delegates authority to Executive Director of Place to agree the final

details of the Lease.

6d

Council Tax Base 2020-21 pdf icon PDF 85 KB

Minutes:

The Lead Member for Finance and Ascot introduced the report that dealt with the statutory requirement to set the Council’s tax base for Council Tax for 2020/21.

 

Cabinet were informed that the tax base was used by Thames Valley Police, Berkshire Fire and Rescue Authority, local Parish Councils as well as the Royal Borough for setting precepts and Council Tax. 

 

464 additional properties had been added to the tax base, which was lower than expected given the level of planning approvals, but these take time to come through the system. 

 

The current collection rate was 99.5% and appendix A showed the number of properties receiving a discount such as 25% fr single occupancy and that after two years empty properties had their discount revoked to encourage bringing properties back in use.

 

Resolved unanimously:  that Cabinet notes the report and:

 

i)          Approves the Council Tax base for the whole of the Borough area, for 2020/21 at 68,817 as detailed in this report and appendices. This is an increase of 464 over the 2019/20 base, a 0.7% increase.

 

ii)         Note a Council Tax collection rate of 99.5% for 2020/21.

 

iii)        Note an estimated deficit on the Council Tax Collection Fund in

2019/20 of £142k of which the Council’s share is £113k.

 

 

6e

Commissioning Strategy 2019-2024 pdf icon PDF 248 KB

Minutes:

The Leader of the Council and Chairman of Cabinet, Business, Economic Development and Property introduced the report to approve a new Commissioning Strategy for the council.

 

Cabinet were informed that during the last three years, the Royal Borough of Windsor and Maidenhead had significantly changed the way in which it commissions and delivered services.  Whilst it had a long history of delivering services through shared arrangements with other authorities and has a number of outsourced arrangements with private sector providers in place, 2016 saw a significant shift in its approach.

 

The commissioning process provided a systematic approach to determining the best way of optimising cost and outcomes.  It did not automatically assume that the outcome of commissioning is outsourcing or alternative delivery models and thus services could be brought back in house if this was the best option. 

 

Resolved unanimously:  that Cabinet notes the report and:

 

i)          Approves the Commissioning Strategy 2019-2024.

 

6f

Schools Condition Allocation 2020-21 pdf icon PDF 138 KB

Minutes:

The Deputy Chairman of Cabinet, Adult Social Care, Children’s Services, Health and Mental Health introduced the report regarding the 2020-21 Schools Condition Allocation and the projects to be funded by it.

 

Cabinet were informed that although it was a technical report it was still very important.  Section 2.9 of the report gave examples of what the fund could be used for to maintain schools of the highest standards. 

 

Approval was being sought now so that works could be scheduled during the summer holidays. The proposed schemes were detailed at appendix A.

 

The Deputy Leader of the Council, Resident and Leisure Services, HR, IT, Legal, Performance Management and Windsor asked what happens if the grant was below the level of works in the appendix.  She was informed that the announcement of the level of funding was expected in January 2020, this had been delayed due to the national elections.  It was expected that the amount would be less than the cost of works listed in appendix A and thus they would be prioritised.

 

Resolved unanimously:  that Cabinet notes the report and:

 

i) approves the Children’s Services 2020/21 capital bids for schemes to be funded by the School Condition Allocation, and includes them in the overall 2020/21 capital programme. This is subject to any changes that may be required to the list of schemes set out in Appendix A following confirmation of the level of grant and consideration of the overall capital programme by Council.

 

ii) approves the listed schemes being put out to tender.

 

iii) delegates any variation of the list of schemes set out at Appendix A

to the Lead Member for Adult Social Care, Children’s Services, Health and Mental Health and Director of Children’s Services.

6g

Financial Update pdf icon PDF 493 KB

Minutes:

The Lead Member for Finance and Ascot introduced the latest financial update report and informed that he would not be producing a report for January 2020 Cabinet as officers would be focusing on the budget build, he would however monitor any movement. 

 

The Lead Member drew to Cabinets attention the last three recommendations that requested approval for:

 

·         The change in scope to the capital scheme for the Revenues & Benefits Document Management System to include HR modules. 

·         Additional capital budget of £194,000 from the Education and Skills Funding Agency for further enabling works for Forest Bridge School.

·         An additional fully funded capital budget of £289,398 for the provision of squash courts funded from S106.

The Lead Member also highlighted paragraph 4.31.that showed one-off income and pressures for 2019-20 only that were not shown in Appendix A. He also highlighted agenda pack page 106 that showed an increase to £16.6m in borrowing by September 2020.

There was an in-year overspend of £3,742,000 being projected, an increased underspend of £132,000 compared to the projection based on spending to the end of September 2019.

Cllr Jones mentioned that point three of the report summary mentioned that if the overspend was not reduced in would impact on the general reserves.  She asked if the overspend would be reduced and if not how much would be carried forward into the base budget.  The Lead Member responded that he did not believe the overspend would come down and that pressures in children’s and adults services would continue into next year as well as some of the revenue and benefits.  

Cllr Jones said it would be useful to know ow much of the pressures were demand led and how much was not.  It was agreed to discuss this with her outside the meeting.  Cllr Carrol also responded that a significant proportion would be demand led. 

Resolved unanimously: that Cabinet notes the report and endorses the actions proposed:

 

i)     The council’s projected outturn position for 2019/20 and the mitigations proposed;

ii)    The budget movements since the previous month;

iii)   The projected spend on the capital programme; and

iv)   The projected borrowing for the remainder of the financial year.

v)    Approves Capital programme slippage and variances as detailed in Appendix E.

vi)   Approves the change in scope to the capital scheme for the Revenues & Benefits Document Management System to include HR modules. 

vii)Approves additional capital budget of £194,000 from the Education and Skills Funding Agency for further enabling works for Forest Bridge School.

viii)           Approves an additional fully funded capital budget of £289,398 for the provision of squash courts.

 

 

7.

LOCAL GOVERNMENT ACT 1972 - EXCLUSION OF THE PUBLIC

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 whilst discussion takes place on item 8 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"

Minutes:

RESOLVED UNANIMOUSLY: 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.

8.

Cabinet Members' Reports

8a

MUFC - Request for Relocation - Part II Appendices