Meeting documents

To sign the Minutes of the meeting held on 6 September 2016.

The Minutes of the Cabinet meeting held 6 September 2016, copies of which had been previously circulated, were approved and signed by Councillor I A Darby, Cabinet Leader, as a correct record.

Councillor I A Darby declared a personal interest in Agenda Item 10 - Chalfont St Peter Neighbourhood Plan as a member of Chalfont St Peter Parish Council

The Cabinet received a report attaching the draft 28-Day Notice which provided a forward look at the Agenda for the next meeting of the Cabinet.  The Notice would be published on 14 November 2016.

The Acting Chief Executive advised that in relation to the Amersham Multi Storey Car Park members were to receive an update on progress at the meeting of Cabinet on 13 December 2016 and the business case was to be considered at a meeting of Cabinet on 7 February 2017.

RESOLVED -

That the Draft 28-Day Notice / Forward Plan, to be published on 14 November 2016, be noted.

(i)        Councillor Darby - Local Government Review

Councillor Darby advised that stakeholder engagement was now underway and that parish clerks and chairmen had been invited to a meeting on 31 October 2016 where the Leader of the Council had delivered a presentation on the subject of unitary governance and the key challenges that Buckinghamshire was currently facing.  Two further events were scheduled on 22 November 2016 at Chiltern District Council and 29 November 2016 at South Bucks District Council. Councillor Darby offered to deliver presentations to individual Town & Parish Councils if invited.  Councillor Wilson added that the brochures for Modernising Local Government were excellent.

(ii)      Councillor Martin - Local Plan

Councillor Martin advised that the preferred options consultation had commenced with stakeholder events; and exhibitions were due to commence across the District including static exhibitions at both Council’s offices.  All members were invited to attend meetings if they wished to.

A meeting of the Joint Member Reference Group was scheduled on 16 November 2016 which all members were invited to attend to receive an update on progress.  Members collectively thanked the Planning Policy and Communications teams for their hard work and commitment on this work which was particularly onerous.

(iii)     Councillor Harris - Review of CCTV

Councillor Harris reported that Chiltern District Council were currently working with Thames Valley Police on a review of all CCTV cameras throughout the district and to aim to replace fixed analogue cameras with mobile digital devices.

(iv)     Councillor Harris - 2017 Chiltern Youth Awards

Councillor Harris advised that the nomination period for the 2017 Chiltern Youth Awards had commenced and would end in March.

Consideration was given to the report that contained the Council’s Medium Term Financial Strategy, which was integral to complying with the Prudential Code that will enable the Council to undertake external borrowing as part of the financing of the Strategy.  It expressed in a financial context how the authority will progress its key objectives and manage major financial risks over the medium term.

The Director of Resources advised members that the Medium Term Financial Strategy provided a stable financial environment for the Council to progress its aims and objectives but would remain under review to reflect any changes in the financial environment.  It will underpin the forthcoming decisions on the budget and council tax for 2017/18, and would be updated as part of finalising the 2017/18 budgets. It was noted that the proposed Medium Term Financial Strategy had been considered by the Resources Overview Committee and Support Services Policy Advisory Group, who had commented on the importance of robust business cases to underpin major investment decisions, and the sensitivity of some of the resource assumptions to housing growth numbers.

In response to a question from Councillor P Jones, the Director of Resources advised that current indications from government were that funding for new homes was to continue but the basis and system of funding would be changing and therefore this area would be kept under review.  Councillor Stannard added that the delivery of new homes would also help to provide additional funding back into Council budgets from an increase in the volume of council tax being collected due to more properties in the District.

RECOMMENDED TO COUNCIL:

i)       That the updated Medium Term Financial Strategy (Appendix A) be approved;

RESOLVED:

ii)    That the Treasury Management Strategy be updated to reflect the implications of the Medium Term Financial Strategy; and

iii)  That it be noted that the Council has indicated it was interested in taking up the Government’s Four Year Funding Offer, and the Joint Efficiency Plan produced with South Bucks DC (Appendix B) that is a requirement of taking up the offer.

Consideration was given to the report on the Treasury Management operation of the Council for July - September 2016.

RESOLVED:

That the Treasury Management performance for Quarter 2 2016/17 is noted.

Consideration was given to the report which outlined the performance of Council services against performance indicators and service objectives during Q1 April - June 2016.

Councillor Stannard requested that the performance report information was submitted to the Cabinet, as soon as possible after the end of each quarter.  The Communications, Policy and Performance Manager advised that the process of collating information from all service areas to be completed and presented to Cabinet did take a period of weeks in view of the validation of the figures that was required in some instances.  However, the performance team were proposing to produce monthly updates that could be reported informally to members and the formal quarterly report to be presented to Cabinet as soon as practicable after the end of a quarter.

Councillor P Jones requested that the Portfolio Holder for Sustainable Development work with officers to review the processes for minor planning applications to establish whether any improvements could be made.

RESOLVED:

That the performance reports be noted.

Following the legal challenge after the first referendum a second referendum was held on 8 September 2016 for the Chalfont St Peter Neighbourhood Plan.  Given the referendum result was in favour of the plan becoming part of the Development Plan for the Chalfont St Peter area Cabinet was advised to recommend to full Council that the neighbourhood plan be made (adopted).

RECOMMENDED TO COUNCIL:

That the Chalfont St Peter Neighbourhood Plan be made (adopted) as part of the Development Plan for the Chalfont St Peter area.

Members considered the report which proposed that the Chiltern and South Bucks District Councils run a local authority lottery and both councils commission Gatherwell to operate the local authority lottery on behalf of both Chiltern and South Bucks District Councils.

Cllr MacBean entered the meeting at 5.00pm.

The Head of Communities, Health and Housing reported that many voluntary and community organisations were funded by local charity donations and /or grants from public bodies and in a period of austerity such public funding was reduced and organisations were finding it more difficult to access.  It was explained that a local authority lottery could become a valuable source of additional fund raising for local community and voluntary organisations and be used as an exemplar fund raising platform.  It was noted that the Vale Lottery run by Aylesbury Vale District Council had raised over £60,000 in ‘Good Causes’ funding in less than 9 months.

Members were advised that the proposed cost of establishing a lottery for Chiltern and South Bucks was £3,000, and it had been noted that the Community, Health and Housing Policy Advisory Group supported the proposal but some members had raised concerns that the reputation of councils should be maintained and it was agreed that the identity of the lottery would not be specifically linked to the Councils.  The funding available from the lottery was to be ring fenced and supported good causes to link into the local community.

Councillor Harris suggested that the views of the Policy Advisory Group were that more information was required prior to pursuing a local authority lottery and this should include a presentation to local voluntary and community groups to gauge their support and potential take up of the lottery if established.

RESOLVED:

That consideration to establish a local authority lottery in partnership with South Bucks District Council be deferred until a meeting of Cabinet on 7 February 2017; following obtaining further information on the proposal.

Consideration was given to the report which recommended delegated authority to agree detailed terms of a new lease of Buryfield car park.

RESOLVED:

i)       That, authority be delegated to the Parking Manager and Head of Environment in consultation with the relevant Portfolio Holder to agree detailed terms of a new lease and to proceed with the transaction; and

ii)    That, authority be delegated to the Parking Manager and Head of Environment in consultation with the relevant Portfolio Holder to agree detailed terms of subsequent leases for Buryfield car park, where it is deemed necessary to help protect the local economy and support the local community.

Cabinet Members agreed to defer consideration of the Minutes of the following Joint Executive Committee meeting to the next meeting of Cabinet:

·       Chiltern & South Bucks Joint Committee - 12 October 2016

Paragraph 1 - Information relating to any individual

Paragraph 3 - Information relating to the financial or business affairs of any particular  person (including the authority holding that information)

Paragraph 4 - Information relating to any consultations or negotiations, or contemplated consultations or negotiations, in connection with any labour relations matter arising between the authority or a Minister of the Crown and employees of, or office holders under, the authority

Cabinet Members agreed to defer consideration of the Minutes of the Support Services Policy Advisory Group meeting held on 17 October 2016 to the next meeting of Cabinet.

Paragraph 3 - Information relating to the financial or business affairs of any particular  person (including the authority holding that information)

Consideration was given to the report which updated the work undertaken by the HS2 Project Team on the High Speed Rail (London - West Midlands’) Bill (HS2 Hybrid Bill) since the last report to Members in June 2016 as the Bill moves towards Royal Assent.  The report updated the current position reached in negotiations with HS2 on the Service Level Agreement and updated resource implications for the local authority.  It covered the following issues:-

·         Parliamentary Process Update

·         The Hybrid Bill process going forward

·         Qualifying Authorities

·         Service Level Agreement and potential resources implications.

RESOLVED:

i)     That funding for the HS2 team be agreed as set out in paragraph 9.8 of the report to provide a basic level of resource to meet targets delivery.  This option will require up to £30,401 (taking into account the South Bucks DC Contribution) to be transferred from the General Reserve to the HS2 Reserve to cover any gap in funding from HS2 under the Memorandum of Understanding, proposed Service Level Agreement and the Information Paper new burdens until 30 April 2017 with the resources identified in the report.  A further report will be brought to Members thereafter

ii)    That the Council’s registration and intention to sign the Planning Memorandum prior to the close of the House of Lords Select Committee process be noted and for Head of Sustainable Development to sign the Planning Memorandum to enable the Council to become a “Qualifying Authority” for the purposed of the Bill and the Act subsequently.

RECOMMENDED TO COUNCIL:

iii)   That Council note the Cabinet functions for the determination of any Schedule 17 Approvals under the Bill and Act after royal assent, be delegated to the Head of Sustainable Development and/ or the Development Control Manager under Regulation 3 of the Local Authorities Arrangements for the Discharge of Functions regulations 2012; and

iv)  That Council note the new delegations and the Constitution to be updated accordingly.

Paragraph 3 - Information relating to the financial or business affairs of any particular  person (including the authority holding that information)

Members considered a report which updated on the outcome of the Chiltern Pools Feasibility study and sought agreement to undertake a public consultation to test the key findings recommended in the report and identify any unmet needs.

RESOLVED:

i)       That Cabinet agree to undertake an informed public consultation to gauge the views and overall appetite of the public to develop a new replacement community / leisure facility and identify any gaps in leisure provision; and

ii)    That Cabinet agree an additional £50K from the earmarked Leisure reserve to support the consultation and initial project expenditure