Agenda, decisions and minutes

Executive - Thursday, 18th July, 2024 7.00 pm

Venue: David Hicks 1 - Civic Offices, Shute End, Wokingham RG40 1BN

Contact: Priya Patel  Head of Democratic and Electoral Services

Media

Items
No. Item

1.

Minutes of Previous Meeting pdf icon PDF 140 KB

To confirm the minutes of the meeting held on 14 March 2024.

 

Minutes:

The Minutes of the meeting of the Committee held on 14 March 2024 were confirmed as a correct record and signed by the Chair.

2.

Declaration of Interests

To receive any declarations of disclosable pecuniary interests, other registrable interests and any non-registrable interests relevant to any matters to be considered at the meeting.

Minutes:

There were no declarations of interest received.

3.

Statement from the Leader

Minutes:

I want to really take the opportunity to first of all welcome to the Executive, two of my colleagues, Jordan Montgomery and Mark Ashwell.  I am delighted to have them available, because I think their talents will be very, very helpful for the whole Borough, and I am looking forward to working with them and my other Executive colleagues in the year ahead. 

 

I want to take this opportunity if I may, to correct some of the mistaken views on the Council’s Local Plan that circulated during the recent Local and Parliamentary General Election.  The current administration at Wokingham inherited a draft Local Plan from the previous Conservative administration, which began work on the new Local Plan in 2015.  The new administration decided to review the draft it had inherited.  We sought advice from a planning barrister on the status of the draft and how much leeway we had to alter it.  In essence, our room for manoeuvre was limited.  Once a site is in the draft there is a general presumption in favour of its appearing in the final Local Plan.  It has been identified by planning professionals as suitable for development and unless circumstances materially change, if for example, a better site comes forward, or the advice of statutory consultees is altered, any attempt to withdraw a site is likely to be challenged successfully by the developers at the Inspectors Inquiry.  That Inquiry is a vital stage of the process.  A government appointed inspector decides whether the Plan is sound enough to be approved.  So, in short the draft is the point at which key decisions are made, which cannot, except in the most unusual circumstances be unmade.

4.

Public Question Time

To answer any public questions.

 

A period of 30 minutes will be allowed for members of the public to ask questions submitted under notice.

 

The Council welcomes questions from members of the public about the work of the Executive.

 

Subject to meeting certain timescales, questions can relate to general issues concerned with the work of the Council or an item which is on the Agenda for this meeting.  For full details of the procedure for submitting questions please contact the Democratic Services Section on the numbers given below or go to www.wokingham.gov.uk/publicquestions

 

Minutes:

In accordance with the agreed procedure the Chairman invited members of the public to submit questions to the appropriate Members.

 

 

4.1

Gary Cowan asked the Executive Member for Active Travel, Transport and Highways the following question. Due to his inability to attend a written answer was provided:

Question:

Part of the Loddon Garden Village site plan in the Local Plan update is the provision of a new bridge across the M4, linking up with Lower Earley Way at the Meldreth Way roundabout. How many vehicles will this bridge be designed to accommodate when the village scheme is complete?

Minutes:

Question 

Part of the Loddon Garden Village site plan in the Local Plan update is the provision of a new bridge across the M4, linking up with Lower Earley Way at the Meldreth Way roundabout. How many vehicles will this bridge be designed to accommodate when the village scheme is complete? 

 

Answer 

The transport modelling for the Local Plan is currently being updated, and we anticipate that this work will be completed soon.  This is transport modelling for the whole Local Plan not just any specific site within it.

 

A new bridge over the M4 is part of the access strategy put forward by the promoters of Loddon Garden Village and will need to be appropriately designed taking into consideration likely traffic flows, active and sustainable travel users, landscape impact and other matters, in consultation with the local community, National Highways, transport operators and others.  

 

I think this is the crucial point.  Detailed design would be a matter for any future planning application, informed by the conclusions of traffic modelling that would accompany that planning application. 

 

It is important I think to add that to support the Council’s Climate Emergency Action Plan and Local Transport Plan, officers are also working with the site promoters on their active travel and public transport strategies, exploring where new and enhanced cycle routes, bus/mobility services and potential bus priorities could be delivered to manage traffic growth and optimise active and sustainable travel mode shifts. 

 

 

4.2

Lucy Watts asked the Executive Member for Housing, Partnerships and the Local Plan the following question: 

 

Question:

The Government have announced an urgent review of the National Planning Policy Framework (NPPF) with the intention of ‘loosening of planning rules’ in order to address the housing crisis in a community-led rather than the failed developer driven approach. Given that we have waited nearly three years now for an update from Wokingham Borough Council to their own Local Plan is it not best that the Council holds off publishing the plan a little longer to ensure that our Local Plan is compliant with changes to the NPPF? 

Minutes:

Question:? 

The Government have announced an urgent review of the National Planning Policy Framework with the intention of ‘loosening of planning rules’ in order to address the housing crisis in a community-led rather than the failed developer driven approach. Given that we have waited nearly three years now for an update from Wokingham Borough Council to their own Local Plan is it not best that the Council holds off publishing the plan a little longer to ensure that our Local Plan is compliant with changes to the NPPF? 

 

Answer?? 

That you for the question Lucy and raising an important issue that I am sure is in a lot of people’s minds.

 

The new government has indicated its intention to consult on changes to the National Planning Policy Framework.  No details have yet been published and I have not seen anything in public conversation that might suggest delaying our local plan process would be acting in the best interests of residents or other stakeholders.  Indeed, I believe our best interests are represented by progressing the local plan as expeditiously as a robust process allows. 

 

Supplementary Question:

Clive Jones won a significant victory at the General Election, standing on a Liberal Democrat platform that included a commitment to increase the building of new homes, including 150,000 social homes a year, through new garden cities and community lead development of cities and towns.  Ed Davey said that he supported a community led approach, where more affordable homes were built in the right places, alongside infrastructure like schools, GP surgeries and transport.  Will you commit to ensuring that when our updated Local Plan is published it will be based on these Liberal Democrat policies?

 

Supplementary Answer:

Thanks very much for that supplementary Lucy.  I think the point about affordable housing which is at the heart of what you are asking is a really big concern for the Council.  It has been a big concern throughout this Local Plan process, that we find means to deliver genuinely affordable housing because there is a problem, as you have suggested in the lack of affordable housing. 

 

This area has experienced very extensive housing development over the last two decades and more.  Its impact on affordability has been negligible, in fact prices have risen rather than fallen in that period.  So, it has been more and more difficult to meet local housing need through market housing.  So, we are committed to trying to secure a greater proportion of affordable housing through the Local Plan process.  How successful we will be on that will depend on the final stages of viability work, because we have to ultimately persuade the government appointed Inspector at the Inquiry, which is the final stage of the process, that our Plan is sound, and he or she will judge that soundness on a range of things.  But if we are seen to be asking of developers, things that they cannot reasonably be asked to provide and still make a profit on their developments, then  ...  view the full minutes text for item 4.2

5.

Member Question Time

To answer any member questions.

 

A period of 20 minutes will be allowed for Members to ask questions submitted under notice.

 

Any questions not dealt with within the allotted time will be dealt with in a written reply.

 

Minutes:

There were no Member questions received.

6.

Treasury Management 2023-24: Outturn pdf icon PDF 348 KB

Decision:

RESOLVED that the Executive supported the Treasury Management Outturn Report 2023-24, recommended it to Council and noted:

 

1) that all approved indicators set out in the Treasury Management Strategy had been adhered to; with the exceptions of the following which have already been reported as part of the mid year report;

Capital financing requirement HRA.

Ratio of financing costs to net revenue stream - HRA

2) As at the end of March 2024, the total external general fund debt was £128m, which reduces to £103m after taking into account cash balances (net indebtedness) reducing interest costs in the current economic climate. This was an improved position from the forecast at mid-year stage of £129m external borrowing and £110m net indebtedness.

3) An improved position for the ratio of financing costs to net revenue stream GF prudential indicator from the mid year forecast. This means the overall cost of capital is fully funded from investment income and income received from commercial, regeneration and invest to save schemes.

4) A reduction in capital financing requirement (CFR) at 31st March 2024 representing an improved position to £355m from £398m forecast in the mid-year report. This was achieved through reducing in year capital spending and maintaining significant levels of debt repayment (MRP).

Minutes:

The Executive Member for Finance and Governance presented the Treasury Management Outturn Report 2023-24. 

 

She indicated that the report was a retrospective view which detailed the handling of debt and cash finances for the last financial year.  The indicators set in the Treasury Management Strategy had been met.  Whilst there were some differences in the Housing Revenue Account, this was due to mid-year agreement to fund the Ukrainian and Afghan housing settlements schemes.  The Executive Member highlighted that external debt as at the end of March was £128million, reducing to £103million when net indebtedness was factored in.

 

RESOLVED that the Executive supported the Treasury Management Outturn Report 2023-24, recommended it to Council and noted:

 

1)     that all approved indicators set out in the Treasury Management Strategy had been adhered to; with the exceptions of the following which have already been reported as part of the mid year report;

              Capital financing requirement HRA.

              Ratio of financing costs to net revenue stream – HRA

 

2)    As at the end of March 2024, the total external general fund debt was £128m, which reduces to £103m after taking into account cash balances (net indebtedness) reducing interest costs in the current economic climate. This was an improved position from the forecast at mid-year stage of £129m external borrowing and £110m net indebtedness;

3)    An improved position for the ratio of financing costs to net revenue stream GF prudential indicator from the mid year forecast. This means the overall cost of capital is fully funded from investment income and income received from commercial, regeneration and invest to save schemes;

4)    A reduction in capital financing requirement (CFR) at 31st March 2024 representing an improved position to £355m from £398m forecast in the mid-year report. This was achieved through reducing in year capital spending and maintaining significant levels of debt repayment (MRP).

7.

Productivity Plan pdf icon PDF 97 KB

Additional documents:

Decision:

 

 

RESOLVED:  That the Productivity Plan be approved for submission to the Department of Housing, Leving Up and Communities (DHLUC).

Minutes:

The Leader of the Council presented the Productivity Plan.

 

The Department of Housing, Levelling Up and Communities (DHLUC) had requested that all Local Authorities submit a Productivity Plan which detailed how they had considered operational efficiencies, assessment of the current and future needs and opportunities.  The Leader indicated that the Plan outlined the key drivers and enablers of productivity, such as digital transformation, workforce development, innovation, partnership working, and customer focus, and explained how they had and would be embedded and aligned across the Council's services and operations.

 

RESOLVED:  That the Productivity Plan be approved for submission to the Department of Housing, Leving Up and Communities (DHLUC).

8.

Proposal to re-introduce Lifetime Tenancies to the Housing Revenue Account pdf icon PDF 137 KB

Additional documents:

Decision:

RESOLVED:  That the Executive approves:

 

1)    The cessation of Fixed Term Tenancies in the Council’s HRA and, upon expiry of existing Fixed Term Tenancies, to convert these into Lifetime Tenancies subject to the completion of a consultation with residents.

2)    The Director of Place and Growth to have delegated authority to approve this policy change following a review of consultation responses in consultation with the lead Executive Member for Housing.

Minutes:

The Leader presented a report regarding the proposal to reintroduce lifetime tenancies to the Housing Revenue Account.

 

The Leader advised that there was no evidence that the implementation of Fixed Term Tenancies had led to an increase in the mobility of the Council’s housing stock as intended.  It was therefore proposed to revert to the use of Lifetime Tenancies.  This would increase resident satisfaction and stability, strengthen communities, and also reduce administrative costs for the Council.

 

RESOLVED:  That the Executive approves:

 

1)    The cessation of Fixed Term Tenancies in the Council’s HRA and, upon expiry of existing Fixed Term Tenancies, to convert these into Lifetime Tenancies subject to the completion of a consultation with residents.

2)    That the Director of Place and Growth have delegated authority to approve this policy change following a review of consultation responses in consultation with the lead Executive Member for Housing.

9.

New dedicated Special Education Needs provision at two primary schools pdf icon PDF 125 KB

Additional documents:

Decision:

RESOLVED:  That the Executive approves the following proposals

 

a)               a 21-place SEND (Special Education Needs and Disabilities) Unit for children with Autism and associated and additional needs at the Radstock Primary School in Earley and

b)               a 21-place Resource Base for Primary School pupils with social communication needs (which may or may not include a diagnosis of autism) and additional associated needs at the Loddon Primary School in Earley.

Minutes:

The Executive Member Children’s Services presented a report regarding new dedicated Special Education Needs provision at two primary schools.

 

The Executive was informed that the proposal would increase the number of specialist places for children who had high levels of Special Educational Needs, within the Borough.  This would help improve the quality and quantity of local provision, and would also reduce the future spend from the Home to School Transport budget and the High Needs Block of the Dedicated Schools Grant. 

 

Councillor Conway commented that the proposal needed to be seen in the context of other ways in which the Council was trying to increase local SEN provision.  He referred to additional SEN provision at Addington School and the new SEND school that would be opening in Winnersh, and the two new forthcoming SEN schools in the south of the Borough.

 

RESOLVED:  That the Executive approves the following proposals

 

a)               a 21-place SEND (Special Education Needs and Disabilities) Unit for children with Autism and associated and additional needs at the Radstock Primary School in Earley and

b)               a 21-place Resource Base for Primary School pupils with social communication needs (which may or may not include a diagnosis of autism) and additional associated needs at the Loddon Primary School in Earley.

10.

Bus Service Improvement Plan pdf icon PDF 122 KB

Additional documents:

Decision:

RESOLVED:  That the Revised Local Bus Service Improvement Plan be approved for publication, with the delivery of proposals subject to Department for Transport funding being available.

Minutes:

The Executive Member Active Travel, Transport and Highways introduced the Bus Service Improvement Plan.

 

The National Bus Strategy published in March 2021 required all Local Transport Authorities (LTA) in England and outside of London, to publish a local Bus Service Improvement Plan (BSIP) and agree an Enhanced Partnership (EP), a legal agreement between the Council and local bus operators and is the mechanism for implementing the BSIP.  It was noted that Bus Service Improvement Plans now had to be updated annually.

 

The Executive Member outlined the likely funding levels attached to the Plan, and the deadline by which it must be spent. 

 

RESOLVED:  That the Revised Local Bus Service Improvement Plan be approved for publication, with the delivery of proposals subject to Department for Transport funding being available.

11.

Procurement of Corporate Insurances pdf icon PDF 104 KB

Decision:

RESOLVED:  That

 

1)             the request to conduct a competitive procurement exercise to enable the Council to obtain the best value insurance policies to provide adequate cover for the Council be approved;

2)             the design of the contract specification be delegated to the Director of Resources & Assets in consultation with the Council’s insurance brokers.

Minutes:

The Executive considered a report on the procurement of Corporate Insurances.

 

It was noted that the Council’s insurance programme was last tendered in 2018 and must therefore be retendered and the contracts in place by 30th June 2025 if the Council was to continue to be insured.

 

RESOLVED:  That

 

1)             the request to conduct a competitive procurement exercise to enable the Council to obtain the best value insurance policies to provide adequate cover for the Council be approved;

2)             the design of the contract specification be delegated to the Director of Resources & Assets in consultation with the Council’s insurance brokers.

12.

Capital Monitoring 2023/24 - Outturn pdf icon PDF 150 KB

Additional documents:

Decision:

RESOLVED:  That the Executive

 

1)               notes the outturn position of the capital programme for 2023/24 as summarised in the report below and set out in detail in appendix A;

2)               approves and notes the proposed carry forwards in the capital programme as set out in Appendix B;

3)               notes and approves the following budget adjustments to the capital programme which include; a. an additional £1,150,000 capital budget to be added to the capital programme for road improvements. This is funded from the additional ”Highway Maintenance Funding – Network North” grant funding announced recently by central Government. b. An additional £58,000 capital spend on bringing temporary accommodation properties back into use during 2023/24. This is funded from HRA non RTB reserve.

 

Minutes:

The Executive Member for Finance and Governance presented the report, which detailed the final position of the Council in delivering its capital programme for the financial year 2023/24.

 

1)               notes the outturn position of the capital programme for 2023/24 as summarised in the report below and set out in detail in appendix A;

2)               approves and notes the proposed carry forwards in the capital programme as set out in Appendix B;

3)               notes and approves the following budget adjustments to the capital programme which includes;

a.    an additional £1,150,000 capital budget to be added to the capital programme for road improvements. This is funded from the additional ”Highway Maintenance Funding – Network North” grant funding announced recently by central Government.

b.    An additional £58,000 capital spend on bringing temporary accommodation properties back into use during 2023/24. This is funded from HRA non RTB reserve.

 

13.

Revenue Monitoring 2023/24 Outturn pdf icon PDF 161 KB

Additional documents:

Decision:

RESOLVED:  That the Executive

 

1)    notes the outturn position of the revenue budget and the level of balances in respect of the General Fund, Housing Revenue Account and Dedicated Schools Grant.

2)    agrees the General Fund carry forward requests of £0.47m as set out in Appendix B to the report.

3)    notes the general fund balance as at 31 March 2024 is c£9.25m, this balance remains in line with the reasonable level of balances set out in the general fund reserves policy statement as part of the Medium Term Financial Plan.

Minutes:

The Executive received the Revenue Monitoring 2023/24 – Outturn Report.

 

The Executive Member for Children’s Services referred to some of the financial pressures in Children’s Services, particularly in relation to SEN.

 

RESOLVED:  That the Executive

 

1)    notes the outturn position of the revenue budget and the level of balances in respect of the General Fund, Housing Revenue Account and Dedicated Schools Grant.

2)    agrees the General Fund carry forward requests of £0.47m as set out in Appendix B to the report.

3)    notes the general fund balance as at 31 March 2024 is c£9.25m, this balance remains in line with the reasonable level of balances set out in the general fund reserves policy statement as part of the Medium Term Financial Plan.

14.

Capital Monitoring 2024-25: Q1 pdf icon PDF 106 KB

Additional documents:

Decision:

RESOLVED:  That the Executive

 

1)    notes the position of the capital programme at the end of Quarter 1 (to 30 June 2024) as summarised in the report below and set out in detail in Appendix A to the report;

2)    approves and notes the proposed reprofiling of budgets to future years in the capital programme as set out in Appendix B;

3)    notes and approves the following budget adjustments to the capital programme which include;

a)    the reduction of the schools devolved capital budget for 2024/25 from £250,000 to £211,543 to ensure the revised budget allocation matches the latest provisional ringfenced grant funding announced by the DfE and approve future adjustments to the budget to ensure these match the final confirmed funding from the DfE.

b)    an additional £15,000 capital budget in 2024/25 towards Twyford Library refurbishment. This additional contribution is to be funded from the Parish Council.

c)    An additional £26,850 capital budget in 2024/25 towards WayFinder toten poles in Wokingham Town and Southern Western Railway (SWR) Stations in the Borough. This additional contribution is to be funded from the SWR Community Funding Agreement (CCIF).

d)    An additional £150,000 capital budget in 2024/25 towards Residential Children’s Home / Multifaceted Placement Hub. This additional contribution will be funded from revenue contributions achieved through cost reductions from this investment.

e)    An additional £150,000 capital budget in 2024/25 towards social housing decarbonisation scheme. This is part of the HRA and funded from SHDF Wave 2.1 Ringfenced Grant.

4)    Update the terms of the community investment policy (CIP) to follow the principles of service delivery in accordance with the latest Public Works Loan Board (PWLB) guidance.

Minutes:

The Executive Member for Finance and Governance presented the Capital Monitoring 2024-25 Q1.

 

The Executive highlighted a number of necessary budget adjustments but commented that overall, it was a positive picture.

 

RESOLVED:  That the Executive

 

1)    notes the position of the capital programme at the end of Quarter 1 (to 30 June 2024) as summarised in the report below and set out in detail in Appendix A to the report;

2)    approves and notes the proposed reprofiling of budgets to future years in the capital programme as set out in Appendix B;

3)    notes and approves the following budget adjustments to the capital programme which include;

a)    the reduction of the schools devolved capital budget for 2024/25 from £250,000 to £211,543 to ensure the revised budget allocation matches the latest provisional ringfenced grant funding announced by the DfE and approve future adjustments to the budget to ensure these match the final confirmed funding from the DfE.

b)    an additional £15,000 capital budget in 2024/25 towards Twyford Library refurbishment. This additional contribution is to be funded from the Parish Council.

c)    An additional £26,850 capital budget in 2024/25 towards WayFinder totem poles in Wokingham Town and Southern Western Railway (SWR) Stations in the Borough. This additional contribution is to be funded from the SWR Community Funding Agreement (CCIF).

d)    An additional £150,000 capital budget in 2024/25 towards Residential Children’s Home / Multifaceted Placement Hub. This additional contribution will be funded from revenue contributions achieved through cost reductions from this investment.

e)    An additional £150,000 capital budget in 2024/25 towards social housing decarbonisation scheme. This is part of the HRA and funded from SHDF Wave 2.1 Ringfenced Grant.

4)    Update the terms of the community investment policy (CIP) to follow the principles of service delivery in accordance with the latest Public Works Loan Board (PWLB) guidance.

15.

Revenue Monitoring 2024-25: Q1 pdf icon PDF 237 KB

Additional documents:

Decision:

RESOLVED:  That the Executive:

 

1)    notes the overall forecast of the current position of the General Fund revenue budget, Housing Revenue Account (HRA) and Dedicated Schools Grant (DSG) illustrated in the Executive Summary and appendices attached to the report.

2)    approves the reintroduction of a maximum fee on pre-application planning advice of £39,000 for all types of development from the 19th of July 2024, other than where a bespoke fee is needed in relation to a highly complex development, which will continue to be a matter of negotiation through a Planning Performance Agreement (PPA).

Minutes:

The Executive received the Revenue Monitoring 2024-25 Q1 which detailed the current forecast outturn positions for 2024/25 for the Council’s net revenue expenditure, its General Fund Balance (GFB), the Housing Revenue Account (HRA), and the Dedicated Schools Grant (DSG).

 

RESOLVED:  That the Executive:

 

1)    notes the overall forecast of the current position of the General Fund revenue budget, Housing Revenue Account (HRA) and Dedicated Schools Grant (DSG) illustrated in the Executive Summary and appendices attached to the report.

2)    approves the reintroduction of a maximum fee on pre-application planning advice of £39,000 for all types of development from the 19th of July 2024, other than where a bespoke fee is needed in relation to a highly complex development, which will continue to be a matter of negotiation through a Planning Performance Agreement (PPA).

16.

2026 Waste Collection and Street Cleansing Procurement pdf icon PDF 160 KB

Additional documents:

Decision:

RESOLVED:  That the Executive

 

1)    seeks Full Council’s approval to delegate authority to the Director for Place and Growth, in consultation with the Executive Member for the Environment and Climate Emergency and the Council’s Section 151 Officer, to carry out the procurement process, as required, to deliver best value;

2)    notes the overall procurement strategy including seeking Full Council’s approval to issue the procurement to the open market for the 2026 Waste and Street Cleansing contract. This will enable the tender to be advertised in August 2024 with commencement of the new contract in late Spring/early Summer 2026;

3)    notes the decision to award the contract is separate to this report and will be presented through a second report early in 2025 once the procurement process has concluded;

4)    notes that Appendix 1 and 2 are exempt from disclosure on the grounds that they contain information relating to the financial or business affairs of a particular person (including the authority holding that information) under paragraph 3 of Schedule 12A of the Local Government Act 1972, and in all the circumstances of the case, the public interest in maintaining the exemption outweighs the public interest in disclosing the information.

Minutes:

The Executive Member for Environment and Climate Emergency presented the report which set out how the Council intended to procure the Waste Collection and Street Cleansing contract for Spring 2026.  At present the waste collection and street cleansing services were delivered under separate contracts.  The new contract would combine these increasing effectiveness and efficiency.

 

RESOLVED:  That the Executive

 

1)    seeks Full Council’s approval to delegate authority to the Director for Place and Growth, in consultation with the Executive Member for the Environment and Climate Emergency and the Council’s Section 151 Officer, to carry out the procurement process, as required, to deliver best value;

2)    notes the overall procurement strategy including seeking Full Council’s approval to issue the procurement to the open market for the 2026 Waste and Street Cleansing contract. This will enable the tender to be advertised in August 2024 with commencement of the new contract in late Spring/early Summer 2026;

3)    notes the decision to award the contract is separate to this report and will be presented through a second report early in 2025 once the procurement process has concluded;

4)    notes that Appendix 1 and 2 are exempt from disclosure on the grounds that they contain information relating to the financial or business affairs of a particular person (including the authority holding that information) under paragraph 3 of Schedule 12A of the Local Government Act 1972, and in all the circumstances of the case, the public interest in maintaining the exemption outweighs the public interest in disclosing the information.