Meeting documents
Venue: Council Chamber, King George V House, King George V Road, Amersham
Contact: Democratic Services 01895 837236; Email: democraticservices@chilternandsouthbucks.gov.uk
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Presentation from Housing Interaction Trust To receive
a presentation from Rosalind Convery, Housing Interaction Trust. Minutes: Rosalind
Convery and Sharon Allen, from the Housing Interaction Trust (HIT) were
welcomed to the meeting and gave a presentation to Council on the work the
Trust undertook in supporting the young people, aged 16-25, of the district who
were homeless or at risk of homelessness. Council was
informed of the background of the Trust and the services it provided. HIT
merged with Connection Support in 2015 and received funding from Chiltern
District Council and Buckinghamshire County Council. It was noted that HIT had
twelve units of accommodation and provided support, drop-ins, mediation,
general advice, informal tenancy support and outreach work. HIT currently
employed four staff members, who were passionate about supporting young people
and possessed a broad range of qualifications and skills. The Trust
aimed to support young people before they reached crisis point, discussing
parental relationships, drug and alcohol misuse and homelessness. As part of
this, mediation was offered to assist in keeping families together. An
independent living skills work book had been developed to cover all aspects of
independent living. This included tenancy rights and responsibilities,
budgeting, cooking on a budget, effective communication and active living.
Young people would work with HIT until they were ready to live independently.
Various methods were used to support young people to live independently such as
using roleplay, assisting with interview skills and attending meetings with the
young person. Referrals
could be received from anyone, although these were more commonly received
through self-referrals, education staff or outside agencies. In order to be
eligible for housing the young person must be deemed vulnerable. Council was
advised that the majority of those who engaged with the service completed the
programme in its entirety and two case studies were discussed where positive
intervention had significantly helped vulnerable young people engage with
services, progress to independent living and secure jobs or re-enter education.
Members raised
questions on the percentage of young people accessing the service who gain
accommodation; the length of the waiting list; prime causes of homelessness in
young people; tenancy conditions; sources of funding and the impact of
universal credit. In response to
the number of people who receive accommodation, if a young person was deemed
suitable and was positively engaging with the service they would be offered a
property. A young person would be in supported housing, which was a one
bedroomed flat, for up to two years and when ready would be encouraged to move
on to apply for social housing, house shares or private tenancies. The length
of the waiting list was ever changing, as five young persons had moved on in a
relatively short period there were presently no vacancies with a further eight
people on the waiting list. If it was thought that there was an immediate risk
of homelessness or there would be a longer need for housing, a referral could
be made to Padstones or other supported housing
providers, although understandably most young people wished to remain in the
area. The main cause
of homelessness for those aged 16-25 was said to be family relationship
breakdowns. To qualify for a tenancy, as well as engaging with the service,
property needed to be kept in good repair and the young person must understand
the issues of living independently. In response to
the funding question, it was said that the Trust wished to provide a more
extensive service and was presently looking to raise money to create a welcome
pack which would include household essentials and cleaning items for when a
young person first moved in. Along with Council funding, the Trust made its own
attempts to raise funds with corporate companies, amongst others funding some
services. The Trust also made use of food banks for its clients. A Member
recommended the King’s Church in Amersham as a possible support provider as
they had recently provided item packs for vulnerable people. Universal
credit remained a difficulty and delays in benefits being received had
continued. This had generally seen an increase in youth homelessness and
regular discussions were held with Paradigm and the Council to anticipate
potential problems and find solutions. This also caused further uncertainty for
young people who did not wish to commence a tenancy owing money. The Chairman,
on behalf of all Members thanked Rosalind Convery and Sharon Allen for the
presentation and recognised the Housing Interaction Trust for its excellent
work and the positive impact made to the lives of some of the District’s most
vulnerable young people. Note 1: Councillor H Wallace entered
the meeting at 6.41 pm |
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To approve
the minutes of Full Council held on 8 January 2019. Minutes: The minutes
of Full Council held on 8 January 2019 were approved and signed by the Chairman
as a correct record. |
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Declarations of Interest In
relation to item 8.1 Revenue Budget and Council Tax 2019/20 dispensations under
Section 33 of Localism Act 2011 have been granted to all Members previously in
relation to the setting of Council Tax. Minutes: Dispensations
under Section 33 of Localism Act 2011 had been granted to all Members
previously in relation to the setting of Council Tax, agenda item 8.1. There
were no other declarations of interest. |
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Announcements To receive
any announcements from: a)
Chairman b) Cabinet
Leader c) Head of
Paid Service Minutes: (a)     Chairman’s Engagements A
list of Engagements carried out by the Chairman and Vice-Chairman of the
Council between 1 January 2019 and 17 February 2019 had been circulated. (b)     Chairman’s Announcements The
Chairman announced that the Annual Chairman’s Reception would be taking place
on 1 March 2019. The
Chairman, on behalf of all Members congratulated Cllr C Ford and his wife on
the arrival of their son, Toby on 14 February. (c) Announcements
from the Leader of the Cabinet The
Leader of the Cabinet had no announcements to make. (d) Announcements
from the Head of Paid Service The
Chief Executive reported that the installation of a new access pass system at
King George V House and Capswood was underway and
that in anticipation of the new readers being installed Members had been
provided with a new access pass. Members were advised to continue using their
previous access pass until the installation was complete. Democratic Services
would notify all Members when the new cards were ready for use. Any Member not
in attendance could collect their card from the Democratic Services team. Further,
the Chief Executive advised that the Declaration of Related Parties Transaction
forms for 2018/19 had been given to Members at the meeting. Relevant guidance
was attached to the form and Members were asked to return these to the Finance
team before 5 April 2019. Â |
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Pay Policy Statement 2019/20 - Joint Staffing Committee - 28 January 2019 PDF 51 KB Minutes: The Localism
Act 2011 required all Councils to produce and publish a Pay Policy Statement
each year. As such, Full Council was asked to agree the Pay Policy Statement
2019/20, as recommended by the Joint Staffing Committee meeting held on 28
January 2019. It was moved
by Councillor I Darby, seconded by Councillor M Stannard and RESOLVED: That the Pay Policy
Statement 2019/20 be adopted as recommended by the Joint Staffing Committee
meeting held on 28 January 2019. |
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Cabinet Recommendations To receive
and consider the recommendations of the Cabinet for the meeting held on 5
February 2019 and to receive questions and answers on any of those
recommendations in accordance with Rule 11.1 of the Procedural Rules. |
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Budget and Council Tax 2019/20 PDF 90 KB To approve, following a recorded vote, the Council’s Budget for Financial year 2019/20 and the District’s Council Tax for 2019/20. Minutes: Full Council
had before them the following two reports: ·
The
Budget and Council Tax Report 2019/20 as considered at the Cabinet meeting held
on 5 February 2019, and ·
The
supplementary report: Council Tax 2019/20 which contained final information
from the precepting authorities leading to the total Council Tax for the
district which Full Council was required to approve at this meeting. Councillor I
Darby, Leader of the Council, presented the budget to the Council. With the new unitary Authority coming
in to existence on 1 April 2020 this was the last Budget and Council Tax to be
set by the Council. The Budget and Council Tax setting had continued to be
based on the principal of providing residents value for money and delivering
quality services. The budget reflected the procurement
being undertaken on a new joint waste collection contract between Chiltern,
South Bucks and Wycombe District Councils, a service which was amongst the most
appreciated in the County and would ultimately deliver cost savings whilst
still providing an excellent service to residents. The budget further reflected the
commitment of the Council to invest for the benefit of its residents. The
former ambulance site in Amersham would be re-developed to provide affordable
housing and there was an ambitious plan to develop the Chiltern Pools site which
would deliver financial savings whilst delivering services in an energy
efficient manner. This was also the year that the new crematorium in
partnership with Aylesbury Vale and Wycombe District Councils would open in
Bierton, Aylesbury. Now that this had been paid for, a surplus of funds
totalling £197,000 was accounted for in the budget and would be set aside to
fund community projects. The shared service delivery with South
Bucks District Council had continued to benefit residents and was a scalable model
to a new unitary authority. The development of the Joint Local Plan
continued and the budget reflected the continuing commitment to resource this
important work by £217,000. It was planned that the Joint Local Plan would be
submitted for inspection and consultation in the coming months. Councillor Darby was proud to announce
that the budget made no use of general reserves and recognised that Government
funding cuts from 2020/21 would be challenging. As such future years had been
considered whilst setting the budget to ensure that the new authority had
sufficient funds to continue the culture and values set by Chiltern. The
Council remained in a sound financial position and continued to deliver high
quality services. The increase in Council Tax to a Band D
property would amount to 10p per week. Councillor Darby then paid tribute to
the Deputy Leader for leading the budget work and expressed thanks for the
contributions of Officers. Councillor P Jones gave thanks to the
Leader and commended the Cabinet for their enthusiasm, commitment and efforts
over the past year. It had been credibly noted that the Council had taken into
consideration the funds required for a new unitary authority and had not
elected to use its general reserves. Councillor P Jones further thanked all
officers and Members who had contributed to the Council over the many years of
its existence. Concern was raised that challenges may arise from the impending
Joint Local Plan submission which Members would need to carefully review when
presented in draft format. Further concern was raised that if residents did not
use the Chalfont and Chesham Leisure Centres, these would be increasingly
uneconomic to operate should the Chiltern Pools redevelopment take place and
the forecast usage numbers of that centre materialise. The Council’s Procedure Rules required
the names of members voting for or against or abstaining from voting to be
recorded in the Minutes. Furthermore all
members had been granted dispensation under section 33 of Localism Act 2011 to
speak and vote on the Council Tax setting. It was moved by Councillor I Darby,
seconded by Councillor M Stannard and on being put to the recorded vote the
recommendations were agreed, with the votes being cast as follows: For (33): Councillors: A Bacon, D Bray,
J Burton, E Culverhouse, I Darby, M Flys, C Ford, A Garth, J Gladwin, M Harker,
G Harris, M Harrold, C Jackson, C Jones, P Jones, J MacBean, P Martin, V
Martin, S Patel, D Phillips, N Rose, C Rouse, J Rush, M Shaw, N Shepherd, L
Smith, N Southworth, M Stannard, D Varley, N Varley, J Waters, H Wallace and E
Walsh. Against (0) Abstained (0) Note 2: Councillor A Garth entered the
meeting at 7.18 p.m. RESOLVED: Revenue Budget 2019/20 1)
That the Revenue budget for
2019/209 as summarised in the table in paragraph 4.13 be approved. 2)
That the following use of
earmarked reserves for 2019/20 be agreed: - Local Development Plan                             £217,000 - Planning Digitalisation                               £81,000 - Economic Development Reserve                £62,000 - Waste Efficiency Reserve                           £66,000 - Leisure Fund                                               £50,000 3)
That the following
additions to earmarked reserves for 2019/20 be agreed: - Capital - Funding replacement refuse vehicles    £394,000 - Capital - Funding of capital programme              £189,000 4)
That the creation of a new
earmarked reserve of £1,995k for unitary implementation costs be agreed. Part
of this reserve will be drawn down in 2019/20 after approval by the Shadow
Authority. 5)
That the creation of a new
earmarked reserve of £250,000 for the creation of a Community Projects Reserve
be agreed. 6)
That a budget requirement
of £10,910,000 be approved which will result in a District council tax of
£186.30 for a Band D property. 7)
That the level of fees and
charges for 2019/20 (Appendix C) be confirmed. 8)
That the advice of the
Director of Resources (Appendix A) be noted. 9)
That the comments in the
report on the Council’s financial position in respect of the years following 2019/20
and the updated Medium Term Forecast be noted. Council Tax 2018/19 1.      That it be noted that the following amounts for 2019/20 have
been determined under delegated authority and in accordance with regulations
made under the local Government Finance Act 1992: a) 44,716.00 being the
amount calculated by the Council, in accordance with Regulation 3 of the Local
Authorities (Calculation of Council Tax Base) Regulations 1992, as its Council
Tax Base for the year. b) The amounts calculated
by the Council, in accordance with regulation 6 of the Regulations, as the
amount of its Council Tax Base for the year for dwellings in those parts of its
area to which one or more special items (i.e. Parish precepts) relate, are
shown below.
2.      That the Council
calculates the following amounts for 2019/20 in accordance with Sections 31A,
31B and 34 to 36 of the Local Government Finance Act 1992 (as amended by the
Localism Act 2011): a) £46,233,061 being the aggregate expenditure which the Council
estimates for the items set out in Section 31A(2) (a)
to (f) of the Act (including the General Fund and Parish Precepts). b)
£34,721,426 being the aggregate income which the Council estimates for the
items set out in Section 31A(3) (a) to (d) of the Act. c) £11,511,635 as its council tax requirement for the year
including Parish Precepts being the amount by which the aggregate expenditure
at 2(a) above exceeds the aggregate income at 2(b) above, calculated by the
Council, in accordance with Section 31A(4) of the Act. d) £257.44 as the basic amount of its Council Tax for the year,
being the council tax requirement at 2(c), divided by the Council Tax Base for
the year (44,716.00) at 1(a) above, calculated by the Council, in accordance
with Section 31B(1) of the Act. e) £3,181,044 being the aggregate amount of all special items
referred to in Section 34(1) of the Act (i.e. Parish Precepts, there being no
other special items). f) £186.30 as the basic amount of its Council Tax for dwellings in
its area, excluding Parish Precepts, being the amount at 2(d) above less the
result given by dividing the amount at 2(e) above by the amount at 1(a) above,
calculated by the Council, in accordance with Section 34(2) of the Act. g) The amounts given by
adding to the amount at 2(f) above the amounts of the Parish Precepts for the
relevant Parish divided in each case by the Council Tax Base for the Parish at
1(b) above, calculated by the Council, in accordance with Section 34(3) of the
Act, as the basic amounts of its Council Tax for the year for dwellings in each
Parish is:
h) The amounts given by multiplying the basic amounts for each
Parish 2(g) above by the number which, in the proportion set out in Section
5(1) of the Act, is applicable to dwellings listed in a particular valuation
band divided by the number which in that proportion is applicable to dwellings
listed in valuation band D, calculated by the Council, in accordance with
Section 36(1) of the Act, as the amounts to be taken into account for the year
in respect of categories of dwellings listed in different valuation bands. 3.      That it be noted
that for the year 2019/20 the main precepting authorities have stated the
following amounts in precepts issued to the Council, in accordance with s40 of
the Local Government Finance Act 1992.
4.      That, having
calculated the aggregate in each case of the amounts of the District’s and
preceptors requirements, in accordance with s30(2) of the Local Government
Finance Act 1992, hereby sets amounts of the council tax for the year 2019/20
for each category of dwelling as follows.
The council tax for each category of dwelling by parish is as
follows.
5.      Determine that the
Council’s basic amount of Council Tax for 2019/20 is not excessive, in
accordance with principles approved under Section 52ZB of the Local Government
Finance Act 1992, and thus there is no need to hold a Council Tax referendum. 6.      No changes are made
to the Council's current Council Tax Support scheme in respect of 2019/20 apart
from applying annual uprating. |
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Minutes: The Deputy
Leader introduced a report on the Capital Programme and Repairs & Renewals
Programme 2019/20 to 2023/24 which was reviewed as part of the Council’s budget
process in order to assess, as part of the overall financial strategy of the
Authority, what the scale and composition of the programme should be and the
consequential funding implications for the financial strategy. It was moved
by Councillor M Stannard, seconded by Councillor I Darby and RESOLVED: 1. That the Capital Strategy, including the Capital Programme for
2019/20-2023/24 (Appendix A), be approved. 2. That the Repairs & Renewals Programme for 2019/20 - 2023/24
(Appendix B) be approved. |
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Treasury Management Strategy 2019/20 PDF 46 KB Minutes: The Council
was required to formally review its treasury management policies each year as
part of determining what level of returns will be achieved from investments.
The format of the treasury management policies is defined by the Code of
Practice adopted by the Council, and is required to be approved by the Council
on recommendation from the Cabinet. As such, the Cabinet agreed at the meeting
held on 5 February 2019 to recommend that the Treasury Management Strategy
2019/20, including its appendices, be adopted by the Council. It was moved
by Councillor M Stannard, seconded by Councillor I Darby and RESOLVED: That the Treasury
Management Strategy 2019/20 including the following appendices to the Treasury
Management Strategy (Appendix 1) be adopted by the Council: •    Appendix 1A
- Annual Investment Strategy Policies •    Appendix 1B
- Prudential Indicators including the borrowing limits •    Appendix 1C - the MRP
method to be used in 2019/20. |
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Report on Special Urgency PDF 35 KB Minutes: As set out in
section 12.4 of the Council’s Overview and Scrutiny Procedure Rules, decisions
taken as a matter of urgency must be reported to the next available meeting of
Council, together with the reasons for urgency. Urgent items were considered by
Extraordinary Cabinet meetings held on 9 January 2019 and 24 January 2019.
Details of the decisions and reasons for urgency were set out in the report. RESOLVED: That the report be noted. |
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Verbal Reports from the Leader, Cabinet Members or Chairman of a Committee To receive and consider verbal update reports (if any) from the Members listed above, and to answer questions on any of those reports from any Member of the Council in accordance with Rule 11.1 of the Procedural Rules. Minutes: a) Councillor I Darby - Leader of
the Council Councillor
I Darby reported that Councillor L Walsh would take over as the Council’s
appointed representative on the Buckinghamshire Health and Wellbeing Board and
wished her success in the role. Councillor Darby said that she had been proud
to have been the Council’s appointed representative on the Buckinghamshire
Health and Wellbeing Board since the Board had started in its Shadow form. Along with
the Chief Executive, Councillor Darby advised that she had attended the
District Councils Network annual conference which showcased the work of
District Councils across the country. At the conference, informative addresses
were given by the Rt. Hon. James Brokenshire,
Secretary of State for Communities and Local Government, Rishi Sunak, the
Minister for Local Government, Liz Truss, the Chief Secretary to the Treasury
and Bill Grimsey, who spoke on the challenges faced by High Streets. Councillor
Darby reported that she had the privilege of chairing a session on ‘enhancing
the quality of life’ which had been a productive session looking at public
health and the methods of innovation District Council’s and the NHS planned to
put in to practice. In
relation to the ongoing Local Government re-organisation, Councillor Darby
reported that discussions with MHCLG and all of the existing Buckinghamshire
Councils continued to progress. Along with the other District Councils in
Buckinghamshire, the Council was committed to creating a new unitary authority
that was fit for purpose and was the very best it could be for all residents. b) Councillor P Martin - Portfolio
Holder for Planning and Economic Development Councillor
P Martin reported that the draft Chiltern and South Bucks Local Plan would be
presented and discussed at two upcoming meetings of the Joint Planning Policy
Members Reference Group and all Members were welcome to attend. The first
meeting would be taking place on 19 March 2019 at 6 pm in the Council Chamber
at Chiltern District Council with the second taking place on 20 March 2019 at 6
pm in Room 6 at South Bucks District Council. Councillor
Martin added that the results from the Government’s Housing Delivery Test had
been published, this test analysed Local Authorities delivery of houses
compared to houses required. Councillor Martin was pleased to announce that the
Council had overachieved and delivered 132% of its requirement. Members
were advised of an upcoming HS2 Community Liaison Forum which provided an
opportunity to hear from and question senior representatives from HS2 along
with contractors who would provide an update on the work schedule. The meeting
was scheduled for Monday 25 March at 6 pm in the Council Chamber. c) Councillor L Walsh - Portfolio
Holder for Healthy Communities Councillor
L Walsh reported that the Council’s Youth Awards ceremony would be taking place
on 14 March 2019 at the King’s Church in Amersham and Members were encouraged
to attend to show appreciation to the young people of the district. A high
number of nominations had been received and it had been particularly difficult
to choose winners. The Council was proud of the young people in Chiltern who
had volunteered to help others and made significant positive impacts on their
communities. Further,
Councillor Walsh advised that Operation Gauntlet, the Chiltern and South
Buckinghamshire scam awareness and prevention campaign was being launched on 5
March 2019. Operation Gauntlet was a joint scheme with Thames Valley Police,
the Council’s Community Safety Team and Trading Standards. Two sessions had
been scheduled for members of the public to raise awareness of current scams
and to receive advice on how to avoid becoming a victim of fraud. Members were
encouraged to promote the sessions to residents. Details of the sessions were
provided, both being held at the Council Offices: Tuesday 5
March, 4 pm to 5.30 pm Tuesday 5
March, 7 pm to 8.30 pm d) Councillor I Darby, on behalf of
Councillor F Wilson - Portfolio Holder for Customer Services Councillor
I Darby on behalf of Councillor F Wilson reported that there would be two
opportunities for Members to attend demonstrations of the ‘My Account’
functionality as part of the ongoing Customer Experience Programme. The session
details were provided: 28
February 2019 at 6.30 p.m. at Chiltern District Council offices 4 March
2019 at 6 p.m. at South Bucks District Council offices |
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Questions with Notice (if any) The
Chairman of the Council; Cabinet Leader or a Cabinet Member; or Chairman of any
Committee to receive a question on any matter in relation to which the Council
has powers or duties or which affects the District. Questions must be given in writing
to the proper officer 3 clear days before the meeting, or if it relates to
urgent business by 4pm on the day of the meeting, in accordance with Rule 11.2
of the Council Procedure Rules. Minutes: There were
no questions. |
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Petitions (if any) To
receive petitions and/or deputations (if any) from members of the public
including provisions allowing members to ask questions of clarification at the
discretion of the Chairman. Minutes: There were no petitions. |
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Joint Arrangements and Outside Organisations (if any) To
receive reports about and receive questions and answers relating to any joint
arrangements or external organisations. Minutes: There were
no reports. |
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Motions (if any) Written
notice of every motion, signed by at least 2 Members, must be delivered to the
proper officer at least 7 clear days before the meeting in accordance with
Procedure Rule 12. Minutes: No Motions
had been received. |
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Calendar of Meetings 2019/20 Minutes: It was moved by Councillor J MacBean, seconded
by Councillor G Harris and RESOLVED: That
the Calendar of Meetings for 2019/20 be agreed. |