Meeting documents

Venue: Room 6, Capswood, Oxford Road, Denham

Contact: Mat Bloxham / Elly Cook 

Items
No. Item

135.

Minutes pdf icon PDF 92 KB

To approve the minutes of the Cabinet held on 17 April 2018.

Minutes:

The minutes of the meeting of Cabinet held on 17 April 2018 were approved and signed by the Cabinet Leader as a correct record.  

136.

Declarations of Interest

Minutes:

There were no declarations of interest.

137.

Recommendations of the Overview & Scrutiny Task & Finish Group - Medium Term Financial Strategy pdf icon PDF 226 KB

Decision:

The Cabinet received a presentation which set out the recommendations of the Task and Finish Group established by the Overview and Scrutiny Committee following their review of the Financial Strategy.

 

The Task and Finish Group had considered the following elements and the basis of the assumptions underpinning them:-

 

·       External Funding – Government Tariff payments, Business Rates, New Homes Grant

·       Expenditure pressures

·       Savings plans – a) Corporate b) Service specific

 

RESOLVED that

1)     A written response to each of the recommendations made by the Task and Finish Group in the report be given by the beginning of September to allow the response to be considered at the October meeting of the Overview and Scrutiny Committee.

2)     A challenge/scrutiny session with Portfolio holders be agreed. This could be achieved by the Portfolio Holders discussing with Overview and Scrutiny members their draft budgets that will be presented to the PAGs. Part of this process could include the extent to which they have taken on board the recommendations of the Task and Finish Group.

3)     That the Joint Overview and Scrutiny Committee establish a Work Programme which couldinclude a review of all Joint Service arrangements to clarify whether the project outcomes have been achieved and to monitor new joint working programmes e.g. Customer Experience Strategy and ICT Strategy.

 

Minutes:

The Cabinet received a presentation which set out the recommendations of the Task and Finish Group established by the Overview and Scrutiny Committee following their review of the Financial Strategy. The Director of Resources reported that over the next few years the Council could face a funding gap because of the reduction in Government funding to local authorities.

 

The Task and Finish Group had considered the following elements and the basis of the assumptions underpinning them:-

 

·       External Funding – Government Tariff payments, Business Rates, New Homes Grant

·       Expenditure pressures

·       Savings plans – a) Corporate b) Service specific

 

Cabinet noted the need to maximise income from the New Homes Bonus/Business Rates Retention Scheme and in particular whether the Council should adopt a more enabling approach to encouraging housing and business growth in the District. Reference was made to the recent development in Pinewood which produced the highest business rates and also further development was expected.

 

One of the recommendations related to Cabinet reviewing the use of recycling facilities in car parks as this space could generate extra income. The Cabinet Member for Environment made reference to a public consultation which was being carried out in the Autumn on recycling facilities which would support this recommendation.

 

In relation to the recommendation relating to the development of Consilio, Cabinet Members recognised that it was an ambitious programme and that it was important that it was resourced appropriately to ensure the right professional advice could be given on increasing returns and taking advantage of market opportunities.

 

The report asked for a response in writing to each of the recommendations referred to in the presentation by the beginning of September to allow the response to be considered at the October meeting of the Committee.

 

The Leader expressed his thanks to the Members of the Financial Strategy Task and Finish Group for their Inquiry work and the thorough nature of their investigation. He commented that Cabinet Members would look at the recommendations in more detail to report back in the Autumn. A Cabinet Member commented that it would be helpful to have some timelines from officers of when future strategies would be discussed at Cabinet so that this could be fed back to the Overview and Scrutiny Committee.

 

RESOLVED that

1)     A written response to each of the recommendations made by the Task and Finish Group in the report be given by the beginning of September to allow the response to be considered at the October meeting of the Overview and Scrutiny Committee.

2)     A challenge/scrutiny session with Portfolio holders be agreed. This could be achieved by the Portfolio Holders discussing with Overview and Scrutiny members their draft budgets that will be presented to the PAGs. Part of this process could include the extent to which they have taken on board the recommendations of the Task and Finish Group.

3)     That the Joint Overview and Scrutiny Committee establish a Work Programme which couldinclude a review of all Joint Service arrangements to clarify whether  ...  view the full minutes text for item 137.

138.

28 Day Notices of Executive Decisions

Minutes:

The Cabinet received a copy of the 28 day Notice and Forward Plan prepared in accordance with Regulation 9 of the Local Authorities (Executive Arrangements) (Meetings and Access to Information) (England) Regulations 2012 setting out the key (and non-key) decisions the Cabinet was intending to make at public and private meetings.

 

The Cabinet also received a copy of the 28 day Notice setting out the key (and non-key) decisions the Chiltern and South Bucks Joint Committee were intending to make at public and private meetings.

 

RESOLVED that the 28 day Notices and Forward Plan be noted.      

139.

Cabinet Appointments pdf icon PDF 41 KB

Decision:

The Cabinet received a list of Cabinet appointments to be confirmed by Cabinet.

 

RESOLVED that

 

a)     the following Cabinet appointments be confirmed:

 

Representation of Joint Committees and other bodies:

 

Chiltern and South Bucks Joint Committee ~

 

1. B. Gibbs

2. P. Hogan

3. N. Naylor

4. J. Read

5. D. Smith

6. L. Sullivan

 

(Plus CDC Members, see CDC appointments)

The Cabinet Leader of the Council hosting the meeting will chair the meeting

 

Joint Waste Collection Committee ~

 

1. (Cabinet Member) Luisa Sullivan

2. (Non-Cabinet Member) – Vacancy

 

(Plus CDC and WDC Members)

 

Chairman/Vice-Chairman to be elected at the first meeting of the Municipal Year, except where an appointment has been made for two years

 

Evreham Sports Centre Joint Management Committee ~

 

South Bucks representatives:               1. J. Jordan

                                                             2. P. Hogan (Portfolio Holder)

                                                             3. R. Sangster

 

Buckinghamshire County

Representatives:                            1. Require confirmation from Bucks County Council

2. Require confirmation from Bucks County Council

 

Chairman/Vice-Chairman to be elected at the first meeting of the Municipal Year

 

The South Buckinghamshire Members Advisory Panel (8) ~

 

1. J. Read (Chairman)

2. R. Bagge

3. M. Bradford

4. T. Egleton

5. B. Gibbs

6. L. Hazell

7. P. Hogan

8. N. Naylor

 

 


 

OUTSIDE BODIES

 

Outside Body

Executive functions ~

 

Representative[s]

 

Relevant

Portfolio

Officer Contact

Buckinghamshire Advantage

Nick Naylor

Leader

Bob Smith

District Council’s Network

Nick Naylor

Leader

Bob Smith

Buckinghamshire Thames Valley Local Enterprise Partnership

Nick Naylor

Leader

Bob Smith

Bucks Planning Group

John Read

Planning and Economic Development

Andrew Ashcroft (Interim)

Chiltern and South Bucks Strategic Partnership

Nick Naylor

Paul Kelly

Ralph Bagge

John Read

Leader

Rachel Prance

Colne Valley Park Community Interest Company

Luisa Sullivan

Environment

Chris Marchant

Country Parks and Green Spaces Liaison Group

Luisa Sullivan

Environment

Chris Marchant

Groundwork South Trust Ltd

Luisa Sullivan

Environment

Simon Gray

Healthy Communities Partnership

Patrick Hogan

Healthy Communities

Martin Holt

Heathrow Airport Community Engagement Board

John Read

Planning and Economic Development

Tracy Farrell

Local Government Association

Nick Naylor

John Read(Deputy)

Leader

Bob Smith

L & Q Shires Neighbourhood Committee

Patrick Hogan

Healthy Communities

Michael Veryard


 

Outside Body

Executive functions ~

 

Representative[s]

 

Relevant

Portfolio

Officer Contact

Natural Environment Partnership

 

Luisa Sullivan

Environment

Chris Marchant

New Denham Minerals Liaison Group

Luisa Sullivan

Environment

Tracy Farrell

Padstones

Patrick Hogan

Wendy Matthews [Deputy]

Healthy Communities

Michael Veryard

Park Lodge Farm Liaison Committee

Luisa Sullivan

Environment

Tracy Farrell

Pinewood Community Liaison Group

Ralph Bagge

Malcolm Bradford

Wendy Matthews

Luisa Sullivan

Leader

Bob Smith

South East England’s Council

Ralph Bagge

on behalf of Leader

Leader

Bob Smith

 

 

 

 

Minutes:

The Cabinet received a list of Cabinet appointments to be confirmed by Cabinet.

 

RESOLVED that

 

a)     the following Cabinet appointments be confirmed:

 

Representation of Joint Committees and other bodies:

 

Chiltern and South Bucks Joint Committee ~

 

1. B. Gibbs

2. P. Hogan

3. N. Naylor

4. J. Read

5. D. Smith

6. L. Sullivan

 

(Plus CDC Members, see CDC appointments)

The Cabinet Leader of the Council hosting the meeting will chair the meeting

 

Joint Waste Collection Committee ~

 

1. (Cabinet Member) Luisa Sullivan

2. (Non-Cabinet Member) – Vacancy

 

(Plus CDC and WDC Members)

 

Chairman/Vice-Chairman to be elected at the first meeting of the Municipal Year, except where an appointment has been made for two years

 

Evreham Sports Centre Joint Management Committee ~

 

South Bucks representatives:               1. J. Jordan

                                                             2. P. Hogan (Portfolio Holder)

                                                             3. R. Sangster

 

Buckinghamshire County

Representatives:                            1. Require confirmation from Bucks County Council

2. Require confirmation from Bucks County Council

 

Chairman/Vice-Chairman to be elected at the first meeting of the Municipal Year

 

The South Buckinghamshire Members Advisory Panel (8) ~

 

1. J. Read (Chairman)

2. R. Bagge

3. M. Bradford

4. T. Egleton

5. B. Gibbs

6. L. Hazell

7. P. Hogan

8. N. Naylor

 

 


 

OUTSIDE BODIES

 

Outside Body

Executive functions ~

 

Representative[s]

 

Relevant

Portfolio

Officer Contact

Buckinghamshire Advantage

Nick Naylor

Leader

Bob Smith

District Council’s Network

Nick Naylor

Leader

Bob Smith

Buckinghamshire Thames Valley Local Enterprise Partnership

Nick Naylor

Leader

Bob Smith

Bucks Planning Group

John Read

Planning and Economic Development

Andrew Ashcroft (Interim)

Chiltern and South Bucks Strategic Partnership

Nick Naylor

Paul Kelly

Ralph Bagge

John Read

Leader

Rachel Prance

Colne Valley Park Community Interest Company

Luisa Sullivan

Environment

Chris Marchant

Country Parks and Green Spaces Liaison Group

Luisa Sullivan

Environment

Chris Marchant

Groundwork South Trust Ltd

Luisa Sullivan

Environment

Simon Gray

Healthy Communities Partnership

Patrick Hogan

Healthy Communities

Martin Holt

Heathrow Airport Community Engagement Board

John Read

Planning and Economic Development

Tracy Farrell

Local Government Association

Nick Naylor

John Read(Deputy)

Leader

Bob Smith

L & Q Shires Neighbourhood Committee

Patrick Hogan

Healthy Communities

Michael Veryard


 

Outside Body

Executive functions ~

 

Representative[s]

 

Relevant

Portfolio

Officer Contact

Natural Environment Partnership

 

Luisa Sullivan

Environment

Chris Marchant

New Denham Minerals Liaison Group

Luisa Sullivan

Environment

Tracy Farrell

Padstones

Patrick Hogan

Wendy Matthews [Deputy]

Healthy Communities

Michael Veryard

Park Lodge Farm Liaison Committee

Luisa Sullivan

Environment

Tracy Farrell

Pinewood Community Liaison Group

Ralph Bagge

Malcolm Bradford

Wendy Matthews

Luisa Sullivan

Leader

Bob Smith

South East England’s Council

Ralph Bagge

on behalf of Leader

Leader

Bob Smith

 

 

 

 

140.

Review of the Council's Constitution pdf icon PDF 52 KB

Decision:

The Cabinet received a report asking for agreement to the rules and delegations in the revised Constitution that relate to executive (Cabinet) functions following Full Council approval on 27 February to the overall Constitution.

 

RESOLVED that the proposed revisions to the Constitution relating to Cabinet functions as recommended by Governance and Electoral Arrangements Committee be agreed.

 

Minutes:

The Cabinet received a report asking for agreement to the rules and delegations in the revised Constitution that relate to executive (Cabinet) functions following Full Council approval on 27 February to the overall Constitution. The Head of Legal and Democratic Services outlined the changes including the revision to the Protocol on the operation of Policy Advisory Groups to clarify that PAGs could now comprise of up to five Members, updating the Framework to refer to the new Joint Policy documents and changes to the Schemes of Delegations.

 

The Cabinet expressed their thanks to the Governance and Electoral Arrangements Committee which was chaired by Cllr Hogan for their work on the constitution.

 

RESOLVED that the proposed revisions to the Constitution relating to Cabinet functions as recommended by Governance and Electoral Arrangements Committee be agreed.

 

141.

Refreshed Joint Business Plan 2018-19 pdf icon PDF 32 KB

Decision:

The Cabinet received a report which sought approval for the refreshed Joint Business Plan 2018 – 2019 as set out in the Appendix to the report.

 

RECOMMENDED to Council that the refreshed Joint Business Plan be approved.

 

Minutes:

The Cabinet received a report which sought approval for the refreshed Joint Business Plan 2018 – 2019 as set out in the Appendix to the report. Members noted that as this was part of the budget and policy framework this would need to be recommended to Council for approval. A Cabinet Member asked that the new Head of Planning photograph be updated for the structure chart.

 

RECOMMENDED to Council that the refreshed Joint Business Plan be approved.

 

142.

2017/18 End of Year Performance Report pdf icon PDF 70 KB

Decision:

Cabinet receive a report which outlines the annual performance of Council services against pre-agreed performance indicators and service objectives for Quarter 4 and end of year for 2017-18.

 

RESOLVED that Cabinet note the performance reports.

 

Minutes:

Cabinet receive a report which outlines the annual performance of Council services against pre-agreed performance indicators and service objectives for Quarter 4 and end of year for 2017-18.

 

The Quarter 4 Priority and Corporate PIs were at Appendices A and B respectively. Members noted that priority PI relating to household waste sent for reuse, recycling and composting was slightly under the target of 53% at 52.7%. Further, that the long-term absence cases detailed at 4.2.1 had been resolved. Through the survey feedback, it is apparent that the Licensing team were working hard to provide good customer service. However, as the response level to the survey was low officers would do more to publicise the survey the following year. Availability of ICT systems to staff was under target because of issues with vWorkspace, however these issues have now been resolved. The Leader asked Cabinet Members to look at their own service areas to identify performance improvements where required.

 

Cabinet Members were pleased to note the new format of the Annual Report at Appendix C of the report.

 

RESOLVED that Cabinet note the performance reports.

 

143.

Planning and Economic Development

143a

Western Rail Link to Heathrow (WRLtH) Consultation pdf icon PDF 112 KB

Decision:

The Cabinet received a report which provided additional technical comments in response to the WRLtH consultation. The PAG 11 June 2018 report attached at Appendix 1 to the report provides the necessary background to the consultation.

 

RESOLVED that

1       the proposed response to the WRLtH consultation outlined in the report and appendices together with any comments made by the Planning and Economic Development PAG be agreed.

2       the final wording of the response be delegated to the Director of Services in consultation with the Portfolio Holder for Planning and Economic Development based on the comments raised by the Cabinet and PAG.

 

Minutes:

The Cabinet received a report which provided additional technical comments in response to the WRLtH consultation. The PAG 11 June 2018 report attached at Appendix 1 to the report provides the necessary background to the consultation.

 

The Director of Services reported that this was a significant infrastructure project which would have an impact on South Bucks District Council and in particular would affect Iver. The response had included the impact on Iver, including the cumulative impact of other projects in the area and it was important to ensure that there was appropriate mitigation from Network Rail such as a contribution to the Iver Relief Road. He referred to the proposed closure of Hollow Hill Lane which would have a significant impact on traffic in this and surrounding areas as local roads were already congested. The response commented that Network Rail should undertake model runs using the Chiltern and South Bucks model to test impacts from construction traffic.

 

The Cabinet Members welcomed the proposed response and continued dialogue with Network Rail. The Council would work in partnership with Network Rail to try and minimise the impact on the community.

 

RESOLVED that

1       the proposed response to the WRLtH consultation outlined in the report and appendices together with any comments made by the Planning and Economic Development PAG be agreed.

2       the final wording of the response be delegated to the Director of Services in consultation with the Portfolio Holder for Planning and Economic Development based on the comments raised by the Cabinet and PAG.

 

144.

Customer Services and Business Support

144a

South Bucks District Council Arrears Collection Project pdf icon PDF 65 KB

Decision:

Cabinet received a report to update Members on the progress of the project to recover arrears of Council Tax, Business Rates and Housing Benefit overpayments.

 

RESOLVED that

1.     the progress of the South Bucks District Council Recovery Project be noted

2.     the write off of specified non domestic rates debts with values over £10,000 where all previous recovery attempts have failed and there are no further routes of recovery as set out in the confidential appendix be authorised.

 

Minutes:

Cabinet received a report to update Members on the progress of the project to recover arrears of Council Tax, Business Rates and Housing Benefit overpayments.

 

The Director of Resources updated Cabinet Members on the progress of the project to recover arrears of Council Tax, Business Rates and Housing Benefit overpayments. When the business case for the Joint Service was submitted in November 2015 the estimated income to be achieved was £98,096. The project commenced in August 2016 and was planned to last two years. At the final stages of the project the total net income is £140,000 and the expected income figure has been exceeded by over 42%. However, in some circumstances the only option available to the Council is to write the debt off as the companies in question no-longer exist and the debtors cannot be traced. Members were asked to write off 19 non domestic rates debts that have a balance outstanding of over £10,000 each as set out in the confidential appendix.

 

The Leader asked that the Joint Customer Services Team be thanked for their hard work on this project which had exceeded targets in a difficult area of work.

 

RESOLVED that

1.     the progress of the South Bucks District Council Recovery Project be noted

2.     the write off of specified non domestic rates debts with values over £10,000 where all previous recovery attempts have failed and there are no further routes of recovery as set out in the confidential appendix be authorised.

 

 

144b

Credit Card Payments for Council Tax and Business Rates pdf icon PDF 58 KB

Decision:

Cabinet received a report to ask Members to consider revising the current policy not to accept credit card payments in respect of Council Tax and Business Rates.

 

RESOLVED that credit card payments in respect of Council Tax and Business Rates be accepted.

 

Minutes:

Cabinet received a report to ask Members to consider revising the current policy not to accept credit card payments in respect of Council Tax and Business Rates.

 

The Director of Resources informed Cabinet of the reasons to revise the current policy not to accept credit card payments in respect of Council Tax and Business Rates. Historically this Council have had a policy not to accept credit cards and in addition it previously attracted an additional charge. However, in response to the views of some taxpayers on the desirability of having the option to pay by credit card it would be consistent with the Customer Experience strategy to offer this choice, alongside all the other payment means.

 

RESOLVED that credit card payments in respect of Council Tax and Business Rates be accepted.

 

 

145.

Environment

145a

Waste Contract - Joint Working pdf icon PDF 44 KB

Decision:

The Cabinet received a report which sought approval of the Cabinet for South Bucks District Council, Chiltern District Council and Wycombe District Council to work together to procure the delivery of waste collection, recycling and street cleansing services at the expiry of the current contracts with Serco and Biffa.

 

RESOLVED that

(i) the report is noted;

(ii) the longer term strategy to procure a three way single joint contract for South Bucks District Council, Chiltern District Council and Wycombe District Council be agreed;

(iii) an Inter District Authority Agreement (IDAA) reflecting the Heads of Terms at Appendix 1 of the report be agreed;

(iv) authority be delegated to the Head of Environment in consultation with the Head of Legal and Democratic Services and the relevant Portfolio Holder to approve the detailed terms of the IDAA.

 

Minutes:

The Cabinet received a report which sought approval of the Cabinet for South Bucks District Council, Chiltern District Council and Wycombe District Council to work together to procure the delivery of waste collection, recycling and street cleansing services at the expiry of the current contracts with Serco and Biffa. The Cabinet Member for Environment commented that these recommendations aligned with one of the recommendations in the Overview and Scrutiny Financial Strategy review.

 

RESOLVED that

(i) the report is noted;

(ii) the longer term strategy to procure a three way single joint contract for South Bucks District Council, Chiltern District Council and Wycombe District Council be agreed;

(iii) an Inter District Authority Agreement (IDAA) reflecting the Heads of Terms at Appendix 1 of the report be agreed;

(iv) authority be delegated to the Head of Environment in consultation with the Head of Legal and Democratic Services and the relevant Portfolio Holder to approve the detailed terms of the IDAA.

 

 

146.

Healthy Communities

146a

Designation of an Air Quality Management Area (AQMA) In Iver pdf icon PDF 88 KB

Decision:

In 2017, the Healthy Communities Policy Advisory Group received an update on air quality where it was noted that further additional monitoring in the Iver area was required to confirm the requirement for an Air Quality Management Area (AQMA).

 

Upon conclusion of the additional monitoring, the findings were debated at the PAG of 22nd February 2018 where 3 options for an AQMA were considered, with a recommendation for a parish wide AQMA being taken forward to formal consultation. This consultation ran from the 1st March to the 31st March 2018.

 

Over 90% of respondents agreed that the boundary should be aligned with the Parish Boundary, However, in light of two supplementary responses, the matter returned back to the PAG on the 12th June 2018 to allow the full range of consultation responses to be considered by Members. At this PAG after further careful consideration it was agreed that the parish wide AQMA remained the best option based on local circumstances to present to Cabinet for approval.

 

RESOLVED that an AQMA be declared based on the Iver Parish boundary as consulted upon under section 83 (1) of the Environment Act 1995 with the final wording of the necessary order be delegated to the Head of Legal & Democratic Services.

 

Minutes:

In 2017, the Healthy Communities Policy Advisory Group received an update on air quality where it was noted that further additional monitoring in the Iver area was required to confirm the requirement for an Air Quality Management Area (AQMA).

 

Upon conclusion of the additional monitoring, the findings were debated at the PAG of 22nd February 2018 where 3 options for an AQMA were considered, with a recommendation for a parish wide AQMA being taken forward to formal consultation. This consultation ran from the 1st March to the 31st March 2018.

 

Over 90% of respondents agreed that the boundary should be aligned with the Parish Boundary, However, in light of two supplementary responses, the matter returned back to the PAG on the 12th June 2018 to allow the full range of consultation responses to be considered by Members. At this PAG after further careful consideration it was agreed that the parish wide AQMA remained the best option based on local circumstances to present to Cabinet for approval.

 

Cabinet Members referred back to the item on Network Rail and the cumulative impact from infrastructure projects that were impacting on Iver. They also commented on the AQMA on the M25 and the need to be co-terminous. Members agreed that this report was very timely and referred to the high response from residents on this issue.

 

RESOLVED that an AQMA be declared based on the Iver Parish boundary as consulted upon under section 83 (1) of the Environment Act 1995 with the final wording of the necessary order be delegated to the Head of Legal & Democratic Services.

 

 

146b

Joint Food and Health and Safety Business Plan pdf icon PDF 63 KB

Decision:

The Cabinet received a report which sought approval for the adoption of the joint Food and Health and Safety Service Plan and Food and Health and Safety Enforcement Policies for the year 2018/2019.

 

RESOLVED that the joint Food and Health and Safety Service Plan and the Food and Health and Safety Enforcement Policies be approved.

 

Minutes:

The Cabinet received a report which sought approval for the adoption of the joint Food and Health and Safety Service Plan and Food and Health and Safety Enforcement Policies for the year 2018/2019.

 

The Food Standards Agency’s (FSA) Code of Practice and the Health and Safety Executive (HSE) required local authorities to produce and publish an annual service plan that demonstrated how the authorities were working to deliver its food safety and health and safety services. The Office for Product Safety and Standards also required local authorities to produce and publish their enforcement policies and to ensure that they complied with the Regulator’s Code.

 

RESOLVED that the joint Food and Health and Safety Service Plan and the Food and Health and Safety Enforcement Policies be approved.

 

 

146c

Unauthorised encampments pdf icon PDF 84 KB

Decision:

The Cabinet received a report which sought approval for the adoption of the Thames Valley police and Buckinghamshire County Council protocols for dealing with unauthorised encampments.

 

RESOLVED that

1. the final decision to adopt the Thames Valley Police (TVP) and Local Authority Joint Protocol and the Buckinghamshire Councils’ and TVP Memorandum of Understanding on unauthorised encampments be delegated to the Head of Healthy Communities in consultation with the Portfolio Holder for Healthy Communities.

2 the Council works with all Bucks authorities to see if there is any scope to identify a tolerated temporary site(s) somewhere in Bucks to support the move on of unauthorised encampments

 

Minutes:

The Cabinet received a report which sought approval for the adoption of the Thames Valley police and Buckinghamshire County Council protocols for dealing with unauthorised encampments. The Director of Services reported that this protocol should clarify responsibilities from different agencies and stated that District Councils had limited powers in this area. With reference to identifying a tolerated temporary site this could be anywhere in Buckinghamshire and would provide an area for police to move travellers onto should there be an incursion on private land which would be beneficial for residents.

 

Cabinet Members commented on the clarity of the flowchart diagram for unauthorised encampments. Members also welcomed the multi agency approach to this issue in dealing with unauthorised encampments in communities swiftly and sensitively.

 

RESOLVED that

1. the final decision to adopt the Thames Valley Police (TVP) and Local Authority Joint Protocol and the Buckinghamshire Councils’ and TVP Memorandum of Understanding on unauthorised encampments be delegated to the Head of Healthy Communities in consultation with the Portfolio Holder for Healthy Communities.

2 the Council works with all Bucks authorities to see if there is any scope to identify a tolerated temporary site(s) somewhere in Bucks to support the move on of unauthorised encampments

 

 

146d

Asylum Seekers pdf icon PDF 59 KB

Decision:

The Cabinet received a report which sought approval to adopting an agreement in principle with the Home Office to accommodate Asylum Seekers.

 

RESOLVED that the final decision to adopt an ‘in principle agreement’ with the Home Office to accommodate Asylum Seekers be delegated to the Head of Healthy Communities in consultation with the Portfolio Holder for Healthy Communities.

 

Minutes:

The Cabinet received a report which sought approval to adopting an agreement in principle with the Home Office to accommodate Asylum Seekers. All Local Authorities were required to participate in the resettlement programme.

 

RESOLVED that the final decision to adopt an ‘in principle agreement’ with the Home Office to accommodate Asylum Seekers be delegated to the Head of Healthy Communities in consultation with the Portfolio Holder for Healthy Communities.

 

 

146e

2017/18 Grant funding review and future proposals pdf icon PDF 97 KB

Decision:

The Cabinet received a report which provided information on the key outcomes of the 2017/18 grants programme and also sought approval to introduce Crowdfunder as an additional mechanism to increase funding to local community groups.

 

RESOLVED that

1. the 2018/19 grant funding through Heart of Bucks continue to be delivered with a contribution of £10,000 to be match funded

2. a project to deliver a crowd funding initiative in South Bucks in partnership with Heart of Bucks and Chiltern District Council be established to enable improved opportunities for the community, to be funded from resources within the existing community projects budget.

 

Minutes:

The Cabinet received a report with information on the 2017/18 grants programme and which also sought approval to introduce Crowdfunder as an additional mechanism to increase funding to local community groups. Cabinet welcomed this innovative project which would provide improved opportunities for communities.

 

RESOLVED that

1. the 2018/19 grant funding through Heart of Bucks continue to be delivered with a contribution of £10,000 to be match funded

2. a project to deliver a crowd funding initiative in South Bucks in partnership with Heart of Bucks and Chiltern District Council be established to enable improved opportunities for the community, to be funded from resources within the existing community projects budget.

 

 

146f

Leisure Centre Operator Contract Renewal pdf icon PDF 60 KB

Decision:

The Cabinet received a report informing Members of the requirement to commence with the process of retendering the leisure centre operator contract and advise the way forward in order to secure best value in appointing the next operator. If a joint procurement with Chiltern District Council is advised, a further recommendation to agree to a formal joint procurement would be required by both Councils.

 

RESOLVED to seek specialist advice on whether integrating the retendering of the next leisure centre operator contract with the Chiltern District Council procurement framework would secure best value for the Council.

 

Minutes:

The Cabinet received a report informing Members of the requirement to commence with the process of retendering the leisure centre operator contract and advise the way forward in order to secure best value in appointing the next operator. If a joint procurement with Chiltern District Council is advised, a further recommendation to agree to a formal joint procurement would be required by both Councils. Following specialist advice a report would be brought back to Cabinet.

 

RESOLVED to seek specialist advice on whether integrating the retendering of the next leisure centre operator contract with the Chiltern District Council procurement framework would secure best value for the Council.

 

 

146g

Dog and Pest Control Contract pdf icon PDF 91 KB

Decision:

The Cabinet received a report which sought approval to continue with the joint arrangements with the other Buckinghamshire authorities for dog control, stray dog collection and kennelling and pest control and to tender for a new Framework Agreement to commence in June 2019.

 

RESOLVED that

1. a new Service Level Agreement for services be called off under the existing terms and conditions comprising dog control, stray dog collection and pest control from the existing Framework Agreement between Chiltern DC, Aylesbury Vale DC, Wycombe DC and South Bucks DC.

2. the development of a new joint Buckinghamshire Framework Agreement between Chiltern DC, Aylesbury Vale DC, Wycombe DC and South Bucks DC for services comprising dog control, stray dog collection, kennelling and rehoming and pest control be approved to commence from 1st June 2019.

3. the Council agrees to enter into an Inter District Authority Agreement (IAA) reflecting the Heads of Terms to be agreed by the Head of Healthy Communities in consultation with the Head of Legal and Democratic Services and the relevant Portfolio Holder. To note the principles of the  apportionment of procurement costs are within existing budgets and if additional funds are required then further approval is sought from Members.

4. delegated authority be given to the Head of Healthy Communities in consultation with the Head of Legal and Democratic Services and the relevant

Portfolio Holder to approve the detailed terms of the IAA.

5. a four year Framework Agreement be tendered for to commence from 1st June 2019 with the ability to call off Service Level Agreements for dog control, stray dog collection, kennelling and rehoming and pest control services.

6. the Head of Healthy Communities be authorised to draw up tender documents for the agreed services to commence from 1st June 2019.

7. the Head of Healthy Communities, in consultation with the Portfolio Holder for Healthy Communities, be authorised to accept the tender that represents best value and to call off specific Service Level Agreements for dog control, stray dog collection, kennelling and rehoming and pest control services.

8. That the Head of Healthy Communities, in consultation with the Portfolio Holder for Healthy Communities be authorised to call off additional Service Level Agreements for dog control, stray dog col lection, kennelling and rehoming and pest control services within the period of the Framework Agreement on receipt of good performance.

 

Minutes:

The Cabinet received a report which sought approval to continue with the joint arrangements with the other Buckinghamshire authorities for dog control, stray dog collection and kennelling and pest control and to tender for a new Framework Agreement to commence in June 2019.

 

RESOLVED that

1. a new Service Level Agreement for services be called off under the existing terms and conditions comprising dog control, stray dog collection and pest control from the existing Framework Agreement between Chiltern DC, Aylesbury Vale DC, Wycombe DC and South Bucks DC.

2. the development of a new joint Buckinghamshire Framework Agreement between Chiltern DC, Aylesbury Vale DC, Wycombe DC and South Bucks DC for services comprising dog control, stray dog collection, kennelling and rehoming and pest control be approved to commence from 1st June 2019.

3. the Council agrees to enter into an Inter District Authority Agreement (IAA) reflecting the Heads of Terms to be agreed by the Head of Healthy Communities in consultation with the Head of Legal and Democratic Services and the relevant Portfolio Holder. To note the principles of the  apportionment of procurement costs are within existing budgets and if additional funds are required then further approval is sought from Members.

4. delegated authority be given to the Head of Healthy Communities in consultation with the Head of Legal and Democratic Services and the relevant

Portfolio Holder to approve the detailed terms of the IAA.

5. a four year Framework Agreement be tendered for to commence from 1st June 2019 with the ability to call off Service Level Agreements for dog control, stray dog collection, kennelling and rehoming and pest control services.

6. the Head of Healthy Communities be authorised to draw up tender documents for the agreed services to commence from 1st June 2019.

7. the Head of Healthy Communities, in consultation with the Portfolio Holder for Healthy Communities, be authorised to accept the tender that represents best value and to call off specific Service Level Agreements for dog control, stray dog collection, kennelling and rehoming and pest control services.

8. That the Head of Healthy Communities, in consultation with the Portfolio Holder for Healthy Communities be authorised to call off additional Service Level Agreements for dog control, stray dog collection, kennelling and rehoming and pest control services within the period of the Framework Agreement on receipt of good performance.

 

 

146h

Affordable Housing Contributions Update pdf icon PDF 66 KB

Decision:

The Cabinet received a report which provided an update of the receipt and expenditure of section 106 Affordable Housing Contributions (AHCs), and to identify funds that are available for opportunities to deliver affordable housing, temporary or move-on accommodation.

 

RESOLVED that

1. the update on receipt and expenditure of Affordable Housing Contributions and the status of the existing schemes be noted

2. £358,248 of allocated funding be withdrawn as it is no longer required by existing schemes.

3. £462,636 be allocated to temporary or move-on accommodation initiatives subject to final decisions on schemes including the terms of any necessary funding agreements with Housing Associations being delegated to the Head of Healthy Communities in consultation with the Portfolio Holders for Healthy Communities and Resources.

 

Minutes:

The Cabinet received a report which provided an update of the receipt and expenditure of section 106 Affordable Housing Contributions (AHCs), and to identify funds that are available for opportunities to deliver affordable housing, temporary or move-on accommodation.

 

An area of focus was to explore affordable housing opportunities and ways to move people out of temporary nightly paid accommodation and this was welcomed by Cabinet Members. The recommendation had been amended to also include consultation with the Cabinet Member for Resources which was agreed.

 

RESOLVED that

1. the update on receipt and expenditure of Affordable Housing Contributions and the status of the existing schemes be noted

2. £358,248 of allocated funding be withdrawn as it is no longer required by existing schemes.

3. £462,636 be allocated to temporary or move-on accommodation initiatives subject to final decisions on schemes including the terms of any necessary funding agreements with Housing Associations being delegated to the Head of Healthy Communities in consultation with the Portfolio Holders for Healthy Communities and Resources.

 

 

147.

Resources

147a

Redevelopment of former Gerrards Cross Police Station site pdf icon PDF 86 KB

Decision:

The Cabinet received a report which updated Members on key matters of concern regarding construction cost reported to the SBDC joint Resource PAG 22 Mar 2018 and Cabinet 17 April 2018.

 

RESOLVED that

1. the current position be noted.

2. the draft business case for the project be noted.

3. the anticipated fixed cost of £7,831,569 is in line with the amount approved in the current Capital Programme.

4. the current approved pre-construction budget be increased from £800,000 to £950,000 to allow detail design to be developed. However, this does not reflect an increase in the total estimated project cost but is merely a timing issue to allow the works to proceed to programme.

 

Minutes:

The Cabinet received a report which update Members on key matters of concern regarding construction cost reported to the SBDC joint Resource PAG 22 Mar 2018 and Cabinet 17 April 2018. Cabinet Members clarified the increase in recommendation 4 and were reassured that this was not extra funding but was a timing issue to move the project forward. The final business case would be submitted to Cabinet at a future meeting.

 

RESOLVED that

1. the current position be noted.

2. the draft business case for the project be noted.

3. the anticipated fixed cost of £7,831,569 is in line with the amount approved in the current Capital Programme.

4. the current approved pre-construction budget be increased from £800,000 to £950,000 to allow detail design to be developed. However, this does not reflect an increase in the total estimated project cost but is merely a timing issue to allow the works to proceed to programme.

 

 

147b

Treasury Management Annual Report 2017/18 pdf icon PDF 102 KB

Decision:

The Cabinet received a report on the Treasury Management performance of the Council for 2017/18 as required under the Code of Practice for Treasury Management.

 

RESOLVED that the Treasury Management performance for 2017/18 as required by the Code of Practice for Treasury Management be noted.

 

Minutes:

The Cabinet received a report on the Treasury Management performance of the Council for 2017/18 as required under the Code of Practice for Treasury Management. The Director of Resources highlighted that the weighted average interest rate earned on fixed rate investments in the year was 0.58% and that there was an underachievement of £37k from the budget during 2017/18.

 

RESOLVED that the Treasury Management performance for 2017/18 as required by the Code of Practice for Treasury Management be noted.

 

 

147c

Farnham Park Playing Fields Strategy pdf icon PDF 62 KB

Decision:

The Cabinet received a report which set out the recommendations of the South Buckinghamshire Panel for the future of the Farnham Park Playing Fields. It seeks agreement for funding to undertake some initial work related to the recommendation.

 

RESOLVED that

1.   the options considered by the Panel and their recommended course of action be noted.

 

RECOMMENDED to Council that

2.   a budget of up to £50,000 funded from the General Reserve, to explore the feasibility of an enabling development be agreed.

 

Minutes:

The Cabinet received a report which set out the recommendations of the South Buckinghamshire Panel for the future of the Farnham Park Playing Fields. It seeks agreement for funding to undertake some initial work related to the recommendation. Members of the South Buckinghamshire Panel were strongly of the view that they would like to the Playing Fields to continue as a public sports facility, despite the need for significant investment to improve its usage and to be financially sustainable. However, this would be challenging as the whole site is in the Green Belt and it would be necessary to argue very special circumstances for any enabling development. Therefore if Members were minded to consider the enabling development a specialist planning consultant would need to be appointed to put forward a case on how a development would link to re-providing sporting facilities to improve usage and sustainability.

 

Cabinet Members supported this proposal as this was an important community asset, and important in the context of the Open Spaces and Playing Fields Strategy, including being used by people outside the area.

 

RESOLVED that

1.   the options considered by the Panel and their recommended course of action be noted.

 

RECOMMENDED to Council that

2.   a budget of up to £50,000 funded from the General Reserve, to explore the feasibility of an enabling development be agreed.

 

 

148.

Policy Advisory Group Minutes pdf icon PDF 67 KB

To note the attached PAG Minutes:-

 

Environment PAG                                                     7 June 2018

Planning & Economic Development PAG              11 June 2018

Healthy Communities PAG                                      12 June 2018

Resources PAG                                                          13 June 2018

Customer Services and Business Support PAG     18 June 2018

Additional documents:

Minutes:

The Policy Advisory Group Minutes were noted as follows:-

 

Environment PAG – 7 June2018

Planning and Economic Development PAG – 11 June 2018

Healthy Communities PAG – 12 June 2018

Resources PAG – 13 June 2018

Customer Services and Business Support PAG – 18 June 2018

 

149.

Exclusion of Public

To resolve that under Section 100(A)(4) of the Local Government Act 1972 the public be excluded from the meeting for the following item(s) of business on the grounds that it involves the likely disclosure of exempt information as defined in Part I of Schedule 12A of the Act.

 

Paragraph 1

Information relating to any individual

Paragraph 3

Information relating to the financial or business affairs of any particular persons (including the authority holding that information).

 

Minutes:

RESOLVED that under section 100 (A) (4) of the Local Government Act 1972 (as amended) the public be excluded from the meeting for the following item(s) of business on the grounds that they involved the likely disclosure of exempt information as defined in Part 1 of Schedule 12A of the Act.

 

150.

Waste Contract Options Appraisal

Decision:

The Cabinet received a report on the options for procuring the delivery of waste collection, recycling and street cleansing services at the expiry of the current contracts with Serco and Biffa.

 

RESOLVED that:

 

1.

 

(i)

 

 

Chiltern and Wycombe should negotiate a contract extension with Serco until the end of October 2021 to align the termination date with the South Bucks/Biffa contract, provided that such extension is compliant with the Public Contract Regulations 2015, and the three Councils should commence the procurement of a single joint three-way contract to commence in November 2021. However, if the said negotiations are unsuccessful, to commence the procurement of a single joint three-way contract with a staggered commencement of March 2020 in Chiltern and Wycombe and November 2021 in South Bucks.

(ii)

authority be delegated to the Head of Environment, in consultation with the Head of Legal and Democratic Services, Head of Finance and the relevant Portfolio Holder, to take the steps necessary to progress the option selected under Recommendation (i) above.

(iii)

authority be delegated to the Head of Environment in consultation with the Portfolio Holder to finalise the specification of the services to be delivered.

(iv)

authority be delegated to the Head of Environment in consultation with the Head of Legal and Democratic Services and the relevant Portfolio Holder to determine the procurement method under the Public Contract Regulations 2015.

RECOMMENDED to Council

(v)

that an initial budget of up to £300,000 be approved to fund the resources referred to in 2 (i) below, to be funded by the three Authorities in proportion to the number of households in each district (SBDC - 20.46%; CDC - 28.12%; WDC - 51.42%), with the release of funds to be delegated to the Head of Environment and Head of Finance in consultation with the relevant Portfolio Holder.

 

 

2.

the decision of the Chiltern, South Bucks & Wycombe Joint Waste Collection Committee be noted and that:

 

(i)

authority be delegated to the Head of Environment to procure sufficient professional and technical resources to enter into initial discussions and to prepare for and support the procurement project/s.

     

 

Minutes:

The Cabinet received a report on the options for procuring the delivery of waste collection, recycling and street cleansing services at the expiry of the current contracts with Serco and Biffa.

 

The report had been considered by the Chiltern, South Bucks & Wycombe Joint Waste Collection Committee on 23 April 2018. The Joint Waste team currently managed two contracts and agreement was sought for a long-term strategy for a 3 way contract. A contract option review had been carried out by independent consultants and the results presented to Portfolio Holders in March 2018. It was noted that the current contract with Biffa would expire in October 2021 and could not be extended. Chiltern and Wycombe’s contract would end earlier in March 2020, although there was a possibility of extension. The benefits of a 3 way Inter District Authority Agreement (IDAA) included cost efficiencies, risk sharing (particularly regarding the sale of recyclables) and economies of scale that would make the contract more attractive to bidders.

 

The IDAA is the formal governance mechanism that covers 3 phases; the pre contract phase, the active procurement phase and post contract operational commencement. This would set out the way costs would be apportioned and mutual indemnity.

 

RESOLVED that:

 

1.

 

(i)

 

 

Chiltern and Wycombe should negotiate a contract extension with Serco until the end of October 2021 to align the termination date with the South Bucks/Biffa contract, provided that such extension is compliant with the Public Contract Regulations 2015, and the three Councils should commence the procurement of a single joint three-way contract to commence in November 2021. However, if the said negotiations are unsuccessful, to commence the procurement of a single joint three-way contract with a staggered commencement of March 2020 in Chiltern and Wycombe and November 2021 in South Bucks.

(ii)

authority be delegated to the Head of Environment, in consultation with the Head of Legal and Democratic Services, Head of Finance and the relevant Portfolio Holder, to take the steps necessary to progress the option selected under Recommendation (i) above.

(iii)

authority be delegated to the Head of Environment in consultation with the Portfolio Holder to finalise the specification of the services to be delivered.

(iv)

authority be delegated to the Head of Environment in consultation with the Head of Legal and Democratic Services and the relevant Portfolio Holder to determine the procurement method under the Public Contract Regulations 2015.

RECOMMENDED to Council

(v)

that an initial budget of up to £300,000 be approved to fund the resources referred to in 2 (i) below, to be funded by the three Authorities in proportion to the number of households in each district (SBDC - 20.46%; CDC - 28.12%; WDC - 51.42%), with the release of funds to be delegated to the Head of Environment and Head of Finance in consultation with the relevant Portfolio Holder.

 

 

2.

the decision of the Chiltern, South Bucks & Wycombe Joint Waste Collection Committee be noted and that:

 

(i)

authority be delegated to  ...  view the full minutes text for item 150.

151.

Application for Discretionary Rate Relief (1)

Decision:

The Cabinet received a report which sought approval for an application for rate relief on hardship grounds.

     

RESOLVED that relief should not be awarded in this instance.

                

Minutes:

The Cabinet received a report which sought approval for an application for rate relief on hardship grounds.

     

RESOLVED that relief should not be awarded in this instance.

 

 

152.

Applications for Discretionary Rate Relief (2 )

Decision:

The Cabinet received a report to consider an application for Discretionary Rate Relief in respect of two premises occupied by the organisation.

 

RESOLVED

Reference 21108673

that an award of £19,763.38 be made under S49 LGFA 1989 in respect of periods   prior to 1 April 2017

that 50% Discretionary Rate Relief be awarded under S47 LGFA 1989 from 1 April 2017

Reference 21108666

That an award of £21,968.78 be made under S49 LGFA 1989 in respect of periods prior to 1 April 2017

that 50%  Discretionary Rate Relief be awarded under S47 LGFA 1989 from 1 April 2017

 

Minutes:

The Cabinet received a report to consider an application for Discretionary Rate Relief in respect of two premises occupied by the organisation.

 

RESOLVED

Reference 21108673

that an award of £19,763.38 be made under S49 LGFA 1989 in respect of periods   prior to 1 April 2017

that 50% Discretionary Rate Relief be awarded under S47 LGFA 1989 from 1 April 2017

Reference 21108666

That an award of £21,968.78 be made under S49 LGFA 1989 in respect of periods prior to 1 April 2017

that 50%  Discretionary Rate Relief be awarded under S47 LGFA 1989 from 1 April 2017