To receive any apologies for absence.

Apologies for absence were received from Councillors John Bowden, Stewart Carroll, Geoffrey Hill and Helen Price.

Councillors John Baldwin and Helen Taylor were in attendance remotely and took no part in the vote on any item.

To receive the minutes of the meeting of the Council held on 26 January 2023.

Councillor Hunt proposed an amendment to be made at minute 125 relating to motion a) to insert the following sentence indicated in bold:

In response to a point of order raised by Councillor Hunt, the Mayor ruled that Councillor Werner had broken the rules relating to the conduct and standard of debate and requested Councillor Werner to desist from making similar comments. The Mayor requested Councillor Werner apologise which he refused to do.As Councillor Werner refused the Mayor excluded him from speaking further during the remainder of the debate.

Councillor Davey requested an amendment be made at minute 125 relating to motion a) to the following wording:

Councillor Davey thanked David Knowle Leeks for ensuring that the matter was progressed.

Councillor Del Campo requested an amendment be made at minute 125 relating to motion c) to the following wording:

Councillor Del Campo said she was mindful to support the motion and commented upon the need for the Council to pick up the pace.

Subject to the amendments made above it was RESOLVED UNANIMOUSLY:

That the minutes of the meeting held on 24 January 2023 be approved.

In response to a question the Mayor confirmed that Councillors should stand when addressing her and agreed that Councillor Carole Da Costa would be exempt from that rule.

To receive any declarations of interest.

There were none declared.

To receive such communications as the Mayor may desire to place before the Council.

The Mayor had submitted in writing details of engagements that the Mayor and Deputy Mayor had undertaken since the last meeting. These were noted by Council.

The deadline for public questions (which must be directly related to the budget) is 5pm on Wednesday 15 February 2023. A supplement listing valid questions received will be added to the agenda after the deadline.

The Council will set aside a period of 30 minutes to deal with public questions, which may be extended at the discretion of the Mayor in exceptional circumstances. The Member who provides the initial response will do so in writing. The written response will be published as a supplement to the agenda by 5pm one working day before the meeting. The questioner shall be allowed up to one minute to put a supplementary question at the meeting. The supplementary question must arise directly out of the reply provided and shall not have the effect of introducing any new subject matter. A Member responding to a supplementary question will have two minutes to respond.

a)         Ed Wilson of Clewer and Dedworth West ward asked the following question of Councillor Bhangra, Cabinet Member for Environmental Services, Parks and Countryside

How much money has RBWM saved by switching to fortnightly black bin collections?

Written response: The changes were not introduced specifically as a cost saving exercise, in fact the council launched its revised waste collection regime in October 2021 to drive an increase in recycling rates in the borough and decrease the volume of waste produced to help increase its recycling rate to at least 65%.  This contributes to the council’s Environment and Climate Strategy, which includes a commitment to achieving net zero carbon emissions by 2050 at the latest.

The move to fortnightly waste collections came with additional waste collection costs, which were reported at the time and additional funds made available in the budget to cover these.

The move to fortnightly waste collections has resulted in a decrease in waste disposal costs as waste moves from black bins into food waste, garden waste and recycling bins, or waste minimisation behaviour change takes place and less is thrown away which has mitigated some of the additional costs. 

Ed Wilson enquired as a supplementary whether there had been a decrease in waste disposal costs whilst the payment to the Waste contractor had gone up? He referred to a report which he stated indicated a saving of £175,000 and then a year later the Council was advised a further £500,000 was required to be spent. He asked for clarification.

Councillor Bhangra replied that he would ask officers to look into the specifics of his question.

b)         Ed Wilson of Clewer and Dedworth West ward asked the following question of Councillor Rayner, Deputy Leader of the Council & Cabinet Member for Business, Corporate & Residents Services, Culture & Heritage, & Windsor

What provision has been made in the budget for investment in Windsor's public toilets?

Written response: The draft capital budget has identified £30k to invest in public conveniences in 23/24, there is also approximately £34k in the revenue budget which goes towards maintaining the public conveniences.

Ed Wilson asked how much the Council has invested in Windsor’s public conveniences in the last three years.

Councillor Rayner replied that she would ask officers to respond to him in due course.

c)         Sunil Sharma of Cox Green ward asked the following question of Councillor Johnson, Leader of the Council & Cabinet Member for Growth & Opportunity

Does Councillor Johnson agree with me that it is important RBWM does not burden our children and grandchildren with unsustainable public debt that leads to higher taxes for them in the future?

Written response: The Council has borrowed money to finance vital assets, but as you can see from the capital cashflow included within the budget papers (Appendix 4 Annex D p203), the Council is on course to pay off most of its debt over the next 12 years.

Sunil Sharmer reiterated his published question and Councillor Johnson replied that like other public authorities they had borrowed money to  ...  view the full minutes text for item 130.

To receive any petitions presented by Members on behalf of residents.

Notice of the petition must be given to Service Lead – Electoral and Democratic Services not later than noon on the last working day prior to the meeting. A Member submitting a Petition may speak for no more than 2 minutes to summarise the contents of the Petition.

There were no petitions submitted.

To consider the referral from Cabinet for the financial plans for the Royal Borough of Windsor and Maidenhead and its Net Budget Requirement and associated Council Tax level for 2023/24.

Appended to the report are the various elements that form the basis of the budget, including:

·       Appendix 1 – the Revenue Budget, including its funding, growth and savings affecting service budgets, proposed Council Tax and the Council’s reserves and balances position. This appendix also includes the overall Equality Impact Assessment for the Budget.

·       Appendix 2 – the proposed Fees and Charges for 2023/24.

·       Appendix 3 – the Capital Budget, including the Capital Strategy and the proposed Capital Programme.

·       Appendix 4 – Treasury Management, including the Treasury Management Strategy which contains the counterparty lending criteria, the Minimum Revenue Provision and Prudential Code indicators.

·       Appendix 5 – the proposed Pay Policy Statement as required by statute.

·       Appendix 6 – the Proposed Pay Award for the year 2023/24.

·       Appendix 7 – Public Consultation and feedback from Overview and Scrutiny Panels. Please note this includes Part II minutes from the Place Overview and Scrutiny meeting which are not for publication by 31 - 360 virtue of Paragraphs 1 and 2 of Schedule 12A of the Local Government Act 1972.

·       Appendix 8 – Equality Impact Assessments

The Council considered the referral from Cabinet for the financial plans for the Royal Borough of Windsor and Maidenhead and its Net Budget Requirement and associated Council Tax level for 2023/24. Appended to the report were the various elements that form the basis of the budget.

Councillor Hilton presented the budget to the meeting and thanked officers across the council for the way they had worked collaboratively with their respective Cabinet Members and particularly thanked the Finance Team. He reflected that this was his fourth budget of which some had been set in some of the most challenging circumstances, from the impacts of the COVID pandemic, which left financial difficulties, to more recently high inflation and fuel costs. He highlighted that the Council was planning to add a minimum of £1 million to reserves and have the prospect of delivering an unprecedented fourth year of budget underspends.

He stated that the budget invested in residents’ priorities and delivered on the Corporate Plan continuing the transformation and modernisation programme which ensured the sustainability of crucial frontline services; exploited the power of technology and latest expert thinking as well as putting the needs of residents at the heart of everything the Council did to create a community-focussed and data-driven organisation.

He highlighted the Adult and Children’s Social Care teams for their work with the borough’s most vulnerable residents. As part of the Frimley ICS the Royal Borough had a productive partnership with the Clinical Commissioning Group and other health partners including GPs. Working with them all, the Adult Social Care team was creating a seamless service between health and social care. This would increase the capability of reablement support services to allow individuals to remain in their homes and in their community for longer. To secure longer independence the Council planned training partnerships with families, care providers, health partners and the wider community. He stated that the budget committed £41 million to the Adults & Housing Directorate.

He added that the proposed budget would invest £28 million to maintain support for the borough’s children and young people. Family Hubs were retained and the Council would recruit additional foster carers with an enhanced benefits package to improve recruitment and retention. The Council would invest in an Intensive Support Team to transform the support provided to children and young people on the edge of care; whilst they were in care and supporting them to leave care. This initiative would  reduce the number of children requiring longer term more costly interventions.

He explained the Council was investing in new systems that would improve the management and quality of the services,

•           £1.1M in a children's social care system

•           £1M in a new Adult Social Care system which would enable the Council to implement care charging reforms.

Tackling climate change was a key priority for the Council and this was being addressed at multiple levels. The borough’s recycling rates were above 51.5% and rising, CO2 emissions from the Council’s buildings were on track to meet net  ...  view the full minutes text for item 132.

To consider the referral from Cabinet regarding the outcome of the consultation into the proposed amendments to the Council Tax Reduction scheme for 2023/24.

Members considered the referral from Cabinet regarding the outcome of the  consultation into the proposed amendments to the Council Tax Reduction scheme for 2023/24.

Councillor Hilton proposed the recommendations and explained that the Council was obligated in law to review its Council Tax reduction scheme annually. He advised that the review left the council tax reduction rate unchanged at 80% but proposed a number of changes designed to make life easier for CTR recipients and to reduce the Council’s administrative burden. Councillor Hilton explained that five proposed changes were proposed and that three of the five changes only affected working age applicants who were in receipt of both Council Tax Reduction (CTR) and Universal Credit (UC).

He briefly ran through the changes:

Currently anyone in receipt of both Council Tax Reduction (CTR) and Universal Credit (UC) who was working had their CTR altered every time their UC changed as a result of fluctuating changes in earnings. This could result in up to 13 changes per year which was confusing for customers. The proposal was to only re-assess these claims three times per year, unless a customer had a significant change such as starting or stopping work. When re-assessed, all changes would be processed so the overall net financial effect would be the same. This would make things a lot easier for all parties.

The Universal Credit Customers – automatic re-awards proposal would mean that any UC customer who lost entitlement as a consequence of a slightly higher level of income for one UC assessment period of four weeks, would not need to submit a new claim for CTR if they subsequently re-qualified. He stated this would neither increase nor decrease the level of CTR for customers but would make life easier for customers. 

Currently, if a UC customer has a deduction from their UC income as a consequence of repaying a loan to the Department of Work and Pensions, the net UC income was taken into account when assessing entitlement to CTR. This was at variance with other Benefit Income where regulations require the gross income to be used. The proposal was to amend the scheme to equalise the treatment of UC customers by taking their gross award. He stated that this would not be beneficial to these UC customers who are repaying a loan as they would get less CTR but would be fair.

Councillor Hilton explained that the current system limited the time that working age customers may be able to have their new claim backdated to one month but they need to have proven good cause for failing to have applied earlier. It was proposed to extend that current one-month period to three months where the customer has proven good cause for failing to apply at an earlier date. This brought working age customers in line with pensioners who receive CTR. He stated that this would be beneficial to customers.

The final proposal was to ensure the scheme aligned to changes introduced to the national Housing Benefit  ...  view the full minutes text for item 133.

To approve the statutory appointments of Section 151 Officer and Monitoring Officer on an interim basis.

Members considered proposals to approve the statutory appointments of Section 151 Officer and Monitoring Officer on an interim basis.

It was noted that the officers being considered as part of the report left the meeting for the duration of the discussion.

Councillor Johnson proposed the recommendations within the report by thanking both of the departing officers for their contributions to the borough. Adele Taylor, Section 151 Officer for her strong stewardship of the Council’s finances. Emma Duncan, Monitoring Officer for her work creating the Corporate Plan, changing communications, and steering the Council through the LGA Peer Review. He supported their ambition to progress their careers. In relation to the interim appointees he stated that Andrew Vallance had proven himself as effective in his role as Deputy 151 Officer and Head of Finance, the fact that the Council now had a balanced budget was proof of that. He noted that Elaine Browne had steered the Council through significant legal challenges and issues with great success, determination and a measured approach.

Councillor Raynor seconded the proposals but had nothing to add to the debate.

Councillor Werner commented that he had been looking forward to working with Adele Taylor and wished her well in her new role in Slough. He was really pleased that Andrew Vallance was being given the interim post as he was looking foreward to working with him from his reputation at the Fire Authority as well. He stated that it had been interesting working with Emma Duncan and wished her well in Cambridgeshire and said it would be good to get to work with Elaine Browne.

On the proposition of Councillor Johnson, Leader of the Council and seconded by Councillor Rayner it was

RESOLVED UNANIMOUSLY that:

i)               The report be noted;

ii)             Andrew Vallance, Head of Finance and Deputy Section 151 Officer, be appointed as the Council’s Section 151 Officer effective 20 March 2023 on an interim basis until such time as permanent arrangements have been determined; and

iii)            Elaine Browne, Head of Law and Governance and Deputy Monitoring Officer, be appointed as the Council’s Monitoring Officer effective 27 March 2023 on an interim basis until such time as permanent arrangements have been determined.

To consider a number of proposals to support the delivery of elections:

·       Appointments to the role of Returning Officer and Electoral Registration Officer

·       Appointments to Deputy Electoral Registration Officer with duties limited to completing the Temporary Voter Authentication Certificate process as required by the Elections Act 2022

·       increase the hourly rate paid to staff working in key roles to deliver the elections in May and future elections as set out in Appendix B of the report

Members considered a number of proposals to support the delivery of elections including appointments to the role of Returning Officer and Electoral Registration Officer, appointments to Deputy Electoral Registration Officer with duties limited to completing the Temporary Voter Authentication Certificate process as required by the Elections Act 2022 and an increase in the hourly rate paid to staff working in key roles to deliver the elections in May and future elections as set out in Appendix B of the agenda report.

It was noted that the officers being considered as part of the report left the meeting for the duration of the discussion.

Councillor Rayner proposed the recommendations as set out in the report noting that as per the previous agenda item Emma Duncan was leaving the Council and therefore the Council needed to appoint an alternative Returning Officer in preparation for the upcoming elections. Due to the change in law in the Elections Act 2022 and the introduction of Voter ID the process for issuing temporary Voter Authority Certificates needs to be robust. The deadline to apply for a Voter Authority Certificate (VAC) for the local elections in England on 4 May 2023 was Tuesday 25 April 2023 at 5pm. If officers were not confident that the VAC would be delivered in time a temporary certificate could be put in place, this needed to be signed by the Electoral Registration Officer or their deputy and be collected in person. It was prudent to appoint Deputy Electoral Registration Officers to support this and ensure the process. During a review of the current election payments in comparison to other Berkshire authorities it was proposed that the payment structure be increased for election roles.

On the proposition of Councillor Rayner, Cabinet Member for Business, Corporate & Residents Services, Culture & Heritage, & Windsor and seconded by Councillor Johnson it was

RESOLVED UNANIMOUSLY that:

i)               the report be noted;

ii)             Stephen Evans, Chief Executive Designate be appointed as Returning Officer and Electoral Registration Officer for the Royal Borough of Windsor and Maidenhead with effect from 17 April 2023 until further notice;

iii)            Tony Reeves, Interim Chief Executive be appointed as Returning Officer and Electoral Registration Officer for the Royal Borough of Windsor and Maidenhead with effect from 27 March 2023 until 16 April 2023;

iv)            Kirsty Hunt, Service Lead Electoral and Democratic Services and Wendy Allum, Electoral Services Team Leader be appointed as Deputy Electoral Registration Officers with limited powers in relation to authorising Temporary Voter Authority Certificates and

v)             increased staff pay rates for future election roles as detailed in Appendix B of the report be agreed.