To receive any apologies for absence

Apologies for absence were received from Councillors George Bathurst, Simon Dudley and Philip Love.

To receive any declarations of interest

Councillor Coppinger declared an interest in the item Additional Library – Options Appraisal as he was Chair of Governors at Holyport Primary School.

To consider the Part I minutes of the meeting held on 11 February 2016

RESOLVED UNANIMOUSLY: That the Part I minutes of the meeting held on 11 February were approved.

None

To consider the Forward Plan for the period March to June 2016

Cabinet considered the contents of the Forward Plan for the next four months and noted the changes that had been made to the plan since the last publication. In addition it was noted that:

·         The item ‘Borough Local Plan Consultation (Regulation 18)’ would be presented to Cabinet on 31 March 2016.

·         The item ‘Recommendations for New Public Space Protection Orders (PSPOs)’ would be presented to Cabinet on 31 March 2016.

·         The item ‘Consultation on Safeguarding Lower Thames Strategic Flood Route’ would be presented to Cabinet on 30 June 2016.

·         The item ‘S106 Financial Update 2015/16,’ originally listed for March 2016, would be deferred to April 2016.

·         The Item ‘Parking Strategy,’ originally listed for March 2016, would be deferred to May 2016.

·         The item ‘Creation of Windsor UK CIC’ had been withdrawn from the agenda.

Members noted that the item had been withdrawn from the agenda.

RESOLVED UNANIMOUSLY: That the order of business as detailed on the agenda be amended.

Members considered responses to the consultation on the proposal to reduce the current weight limit on Chobham Road railway bridge, Sunningdale from 18 tonnes to 7.5 tonnes.

Cabinet was addressed by Councillor John Furey of Surrey County Council. Councillor Furey thanked Cabinet for allowing him to speak on behalf of Surrey County Council. He explained that the confirmation of the previous reduction of the bridge to an 18 tonne limit was implemented in November 2015. Any further reduction should require a significant change, validation and assessment. No evidence was presented within the report on either of these factors.

The main thrust of the report related to safety. Local Member and residents’ concerns were noted as:

·         No improvement to public safety since the reduction to an 18 tonne limit

·         18 tonne lorries continuing to cross the centre line

·         Continued damage-only collisions on the bridge

No data had been considered within the report to validate these concerns, they were merely perceptions. The previous Cabinet report also indicated ‘quality of life for local residents regarding reduction in pollution’ was part and parcel of the original argument.  Then, no data was provided and this was not present in the current report. He found this difficult to understand.

Since the report dated 26 November 2015, local feedback was quoted throughout the current report, such as increasing volumes of traffic by HGVs, increasing incidents of damage-only accidents or near misses. Again, no data was available to validate these perceptions, such as HGV and vehicle counts, alongside personal-injury or damage to vehicles. Vehicle displacement caused by this further reduction increased risk to the general public on the suggested alternative routes. These routes had poorer safety records, poor alignment of bends, high levels of on-street parking, raised tables, pinch points, and several schools. 

The suggested alternatives had been presented in the report without discussion or collaboration with Surrey, which was a matter inherent within the Road Traffic Regulation Act 1984, both section 122 and specifically section s2(b). Regulation 7 schedule 2(c) applied to alternative routes and their consideration to changes in a holistic manner.  This had not been addressed by RBWM officers, which was a problem. No evidence was shown within the report regarding the alternative route’s suitability for vehicles over 7.5 tonnes.

Finally, the lack of validation and data within the report did not lead to the recommendation as set down. Councillor Furey requested that Cabinet refuse or defer the item until validation and data collection had been completed as requested within his objection. He was of the view that insufficient detail had been provided.

Councillor Goodman explained that he was a divisional Member for Chobham and Bagshot. In 2015 the borough implemented a reduction to 18 tonnes despite objections from Surrey County Council, the police and residents. Concerns were not taken into account, including HGVs driving past schools. The alternative routes were difficult to manoeuvre due to a number of pinch points and safety issues.  He was genuinely concerned at the safety of residents, especially  ...  view the full minutes text for item 6c

Members considered performance outturns against the key Council priorities for Quarter 3, 2015/16.

The Principal Member highlighted changes in the format of the report to make it more accessible. Overall performance was slightly better than the previous quarter but down on the same period the previous year. It was proposed to reduce the number of first tier indicators by three. The three indicators would be moved into the second tier. If performance dipped they could be returned to the top tier.

The Lead Member for Planning commented that the processing of planning applications was a key service to residents therefore he was disappointed with performance. External consultants were working with planning officers. From October 2015 3.5 FTE consultants had been involved in the determination of planning applications. The number of applications determined had increased as follows:

·         October 2015 – 198 applications

·         November 2015 – 181 applications

·         December 2015 – 268 applications

·         January 2016 – 274 applications

The performance figures in the report went up to December 2015. In January 2016 75% of major applications had been dealt with in time against a national target of 60% and a local target of 70%. For minor applications performance had been 73% against a national target of 65% and a local target of 75%. For other applications performance had been 76.03% against  a national target of 80% and a local target of 90%.

The Lead Member explained that one planning officer was soon due to leave the authority and one was due to go on maternity leave. The process of recruitment had begun but it was a very tight market. If the consultant was not in place the situation would be even worse. The contract was originally due to end in February 2016 but was likely to continue for the foreseeable future to ensure performance improved. A service review process was shortly due to come to conclusion. Additional resources may be needed to stabilise the number of applications.

The Chairman commented that more applications coming in was a good thing in light of the ‘builders’ budget’ referred to at the full Council meeting held earlier that week. It was important that applications were dealt with in a timely and efficient manner.

The Lead Member for Youth Services and Safeguarding highlighted that, in relation to indicator CS78, she was not happy that the table reflected the great work being undertaken in the Intensive Family Support Programme. In 14/15 the council had worked with 192 families. In 2015/16 the target was 108, with 80 involved up to December 2015, therefore she was confident the target would be reached. The next time the indicator was reported she wished for it to show cumulative data. In relation indicator SG3, stability of placements for children in care, she highlighted that the year end target would not be met. Whilst it was recognised that no move was positive, equally a child staying in an inappropriate placement was not a good thing. The council was committed to all children in  ...  view the full minutes text for item 6b

Members considered the consultation on possible changes at the junctions of Imperial Road / St Leonards Road and Winkfield Road / Clewer Hill Road. The Lead Member thanked Ward Councillors for their involvement in the report. Two very robust public consultations had been held in Dedworth; the decision to consult on possible changes had been made as a response to demands of local residents to ease congestion during peak periods and improve air quality.

The report recommended that authority be delegated to the Head of Highways & Transport in consultation with Lead Member for Highways & Transport to implement changes to the operation of the traffic signals to enhance efficiency, trial a no right turn restriction from St Leonards Road into Imperial Road during the summer holidays and trial changes to the position of westbound bus stops by 30 June 2016.

It also recommended that a scheme be developed and modelled to replace the traffic signals at the Imperial Road / St Leonards Road junction with a roundabout, in combination with pedestrian crossings on at least two of the three arms of the junction. In addition, minor changes to traffic island configuration at Clewer Hill Road and changes to the bus stop arrangements would also be introduced. Subject to modelling not demonstrating reduced traffic flow, consultation with Ward Councillors, budget availability and road safety audit, the scheme would be delivered between December 2016 and February 2017. The recommendations were considered to provide a positive response to the consultation and seek to improve road conditions by reducing congestion and journey times and enhance air quality and the public realm.

If adopted, the key financial implication for the council was capital expenditure of approximately £150,000 in 2016/17. The recommended actions would support the Department for Transport policy paper ‘Signing the Way’ by reducing clutter on the highway network and developing solutions based on local knowledge, the council’s policy to reduce street clutter and the Manifesto commitment to ‘reduce and remove unnecessary traffic lights’.

The Lead Member thanked Councillor Ed Wilson who had pioneered the consultation. The Chairman asked when the model scheme and baseline measurements would be available for people to view. The Lead Member explained that consultation would take place with ward councillors first, then the proposal would be put through traffic modelling. As soon as officers had had an opportunity to look at the baseline figures they could be made available on the website.

The Lead Member proposed that the recommendation by the Highways, Transport and Environment Overview and Scrutiny Panel to include Ward Members in the delegation be adopted, and the recommendations amended accordingly.

RESOLVED UNANIMOUSLY: That:

i.          Authority be delegated to the Head of Highways & Transport in consultation with Lead Member for Highways & Transport and Ward Councillors to implement changes to the operation of the traffic signals at both junctions to enhance efficiency and trial changes to the positions of bus stops by 30 June 2016 and implement a banned right turn into Imperial Road during the school summer holidays  ...  view the full minutes text for item 6d

Members considered the results of the six month Night Time Economy Enforcement pilot that concluded on 31 December 2015 and how a permanent scheme on a Friday and Saturday night could be implemented immediately.

The Lead Member explained that the results had been reviewed and the pilot was deemed a success. Members reviewed the measures for success and outcomes as detailed in table 2. It was noted that there was still work to do in relation to taxi complaints. Table 1 provided examples of actions implemented. The Lead Member thanked the Community Wardens who performed their role with diligence and professionalism despite sometimes difficult situations.

Members noted future opportunities to work in conjunction with the police and night time economy stakeholders on problems that occurred when people left late night establishments.

It was noted that both the Crime and Disorder Overview and Scrutiny Panel and the Highways, Transport and Economy Overview and Scrutiny Panel had endorsed the report. Councillor Mrs Jones had put forward some additional comments. He highlighted that the manifesto commitment to increase the number of wardens would be met; this was now a priority for officers to look at how it could be delivered. The council was continually working to address the taxi complaints issue, in conjunction with the trade.

RESOLVED UNANIMOUSLY: That Cabinet:

i.                 Approves Option 1 as detailed in point 2.9 below;

ii.                Delegates authority to the Strategic Director of Operations in conjunction with the Lead Member for Environmental Services to undertake a service review in 12 months and submit a report to Cabinet should any significant changes to the service configuration be considered necessary;

iii.              Approves the exploration of options for managing the night time economy with relevant night time economy stakeholders and Thames Valley Police to assist with successful egress from night time economy locations;

          iv.          Delegates authority to the Strategic Director of Operations in conjunction with the Lead Member for Environmental Services to prepare a media statement to communicate and promote the continuation of the Night Time Economy service as a permanent arrangement.

Members considered a proposal to work in partnership with the Department for Transport to conduct a 12 month pilotto assess the potential impacts on parking appeal levels.

The Lead Member explained that the pilot would introduce a 25% discount to motorists who lost their appeal at an appeal tribunal. The idea had come from a Transport Select Committee consultation that suggested those with legitimate grounds for appeal did not do so because they did not have the time, or did not feel they would get much as a result of doing so. The scheme would improve access to justice and also provide the council with valuable information on whether or not tickets were being correctly issued. The limited cost of the pilot was being split with the Department for Transport.

The Principal Member for Culture and Communities commented that some residents felt parking tickets were just a way for the council to raise money; this scheme showed the council wanted to get it right.

RESOLVED UNANIMOUSLY: That Cabinet:

i.       Approves a 12 month pilot, with The Department for Transport (DfT), to assess the impact of introducing a 25% discount to motorists who lose an appeal at tribunal on a trial basis.

ii.      Agrees that the cost of the pilot will be shared on a 50:50 basis with the DfT, estimated to be £3,140 per partner.

Members considered an options appraisal for the delivery of additional library services in the borough.

The Principal Member explained that the report requested the addition of a budget to the capital programme of up to £35,000 to fund feasibility studies into at least two of the options. The council had two manifesto commitments for libraries: to open a new library and to support a library for Sunningdale. Sunningdale was visited by the mobile library but it was a very busy stop and therefore needed a more permanent library. Some consultation had already been undertaken in preparation of the paper. Members noted that Furze Platt Senior Academy had supplied two feasibility studies for a library to be provided at the school.

The Principal Member suggested that two further feasibility studies would be needed in Holyport and Sunningdale. In Holyport a couple of potential sites had been identified. Consultation had taken place with ward councillors and the parish council but she wished to update that consultation. In Sunningdale a preferred site had been identified close to the where the mobile library stopped; however another option had recently come to light. The Lead Member for Ascot & the Sunnings explained that a bank was closing down on Chobham Road in the heart of the village. The premises had two shop fronts so had sufficient space. Given the options, the Principal Member proposed to re-consult.

The Lead Member for Adult Services and Health commented that the potential site near the school in Holyport was in the centre of the village near the shops, doctors and Post Office. The alternative was a further away from the centre of the village and therefore more people would drive. There was congestion at the school in the morning and afternoon but Councillor Coppinger was of the view that extra traffic would only be an issue for 5% of the time so was not significant. A further benefit to the school location would be that the school would no longer need to be closed during elections.

The Lead Member for Ascot and the Sunnings commented that the preferred location for Sunningdale was near a recreation centre and playing field. The second site would result in a loss of car park spaces which could be a problem. The new town centre location was an exciting opportunity.

The Lead Member for Transformation and Performance commented that libraries were the bastion of civilisation. Libraries were evolving amenities; the council was seeking innovative uses to maintain their relevance to modern users.

RESOLVED UNANIMOUSLY: That Cabinet:

i)             Approves a capital budget of up to £35k to conduct at least two feasibility studies into two of the three options for the provision of a new library in the Royal Borough.

ii)            Delegates authority to the Principal Member for Culture and Communities and the Strategic Director of Operations and Customer Services to appoint an appropriate consultant to carry out the feasibility studies.

iii)           Requires a report on the feasibility studies to be made to its meeting in  ...  view the full minutes text for item 6g

Members considered the continuation of the Central Buying Consortium (CBC) contract, that the borough had been part of since August 2010, for two years from 1 April 2016 to 31 March 2018. The council had looked at other options but the proposal offered the best value for money.

RESOLVED UNANIMOUSLY: That Cabinet:

i)          Notes the retender for the supply of library stock by the Central Buying Consortium under the OJEU compliant process.

ii)         Approves the Council continuing to remain an Associate Member of the Central Buying Consortium and utilising the new framework contract for the supply of library stock until 31 March 2018.

iii)       Delegates authority to the Strategic Director of Operations & Customer Services & the Corporate Management Team (CMT) in consultation with the Leader, the Lead Member for Finance and the Principal Member for Culture and Communities to award the tender and exercise the optional extension of the new contract for up to two more years, until 31 March 2020, if the Central Buying Consortium decides to pursue the extension.

Members considered the latest financial update. The Deputy Lead Member presented the report. He highlighted that the council was in a reasonably strong position with healthy reserves. A projected underspend of £290,000 was reported. This was partly a result of substantially lower than budgeted energy costs resulting in an underspend of £33,000 and higher than expected enforcement activity resulting in an underspend of £203,000.

General Fund reserves stood at a healthy £6.032m

The Lead Member for Adult Services and Health commented that the saving in relation to energy was a result of both lower prices and the decision to fit solar panels to the roof of the Town Hall.

RESOLVED UNANIMOUSLY: That Cabinet notes the report and the projected outturn position.

The Chairman, on behalf of Cabinet, thanked Andrew Brooker, the Head of Finance, who was attending his last Cabinet meeting after many years of service at the council.

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 items 8-9 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"

RESOLVED UNANIMOSULY: 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 items 8-9 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.

To consider the Part II minutes of the meeting of Cabinet held on 11 February 2016