Agenda and minutes

There were no apologies.

To confirm and sign the minutes of the Cabinet meeting held on 26 March 2019, previously circulated.

The minutes of the meeting held on 26 March 2019 were presented.

Resolved:

To approve as a correct record and sign the minutes of the meeting held on 26 March 2019.

To receive any declarations of disclosable interests or dispensations granted by the Standards Committee.

There were no declarations of interest.

The Leader of the Council reported that the Children’s Centres Building Consultation report would be considered earlier in the meeting due to the public attendance for the agenda item.

The Council welcomes contributions from members of the public. This meeting is open to the public, who may ask a question or make a statement. Questions may also be asked by members of the Council.  Written notice of questions or statements should be given to Stuart Figini of Democratic Services stuart.figini@wiltshire.gov.uk/  01225 718221 by 12.00 noon on Wednesday 24 April 2019. Anyone wishing to ask a question or make a statement should contact the officer named above.

1.    Philip Salaman, Vice-Chair of Governors of Five Lanes VC Primary School, spoke in support of the proposals for the closure of the Potterne site of Five Lanes primary School with effect from 31 August 2019.

The Leader thanked Mr Salaman for his comments.

2.    A question from Adrian Brabazon was received in relation to agenda item 7 – Wiltshire Local plan Review Update, and the housing figures for Options CH-A and CH-C detailed in appendix 4 of the report. 

A response from the Cabinet Member for Spatial Planning, Development Management and Property had been provided to Mr Brabazon prior to the Cabinet meeting and published on the Council’s website.

3.    The Cabinet received statements and questions from Nadine Crook, Hebe Mitchell, Lydia Wiltshire, Delcey Orchard-Smith and Cllr Ian Cunningham (Mayor of Westbury) in relation to the proposals detailed at agenda item 11 – Children’s Centre Buildings Consultation.

Responses from the Cabinet Member for Children, Education and Skills had been provided prior to the Cabinet meeting and published on the Council’s website.

    Report by Executive Director Terence Herbert.

Cllr Laura Mayes, Cabinet Member for Children, Education and Skills presented the report which provided information about the proposed closure of the Potterne Site of Five lanes Primary School. 

Cllr Mayes explained that since 2006 the School has run Key Stage 1 classes at its Potterne site and Key Stage 2 classes at its Worton site.  Following informal consultation, the Governors of the school published a statutory Notice in January 2019 proposing to close the Potterne site from August 2019, with all pupils being taught at the Worton site. The majority of those responding supported the closure.  The Cabinet noted that, due to declining numbers of pupils, the number of classes had reduced to three across the two sites, with only one class at the Potterne site.

The Leader of the Council welcomed Philip Salaman, Vice-Chair of Governors of Five Lanes VC Primary School, who spoke in support of the proposals to close the Potterne site.

The Cabinet heard from Cllr Anna Cuthbert, local member for Bromham, Rowde and Potterne, in support of the closure. Cllr Cuthbert explained that Five Lanes Primary School provided outstanding care and learning for all the children at both sites, however the needs of the children would be better served at one site.  The desire of the younger children, currently at the Potterne site is to be with the older children at the Worton site, which amongst other things, would provide suitable play or sports areas for all the children. Cllr Cuthbert indicated that one of her children had attended Five Lanes Primary School and the other one was a current pupil.     

Resolved:    That the proposal to discontinue (close) the Potterne site of

Five Lanes Primary School with effect from 31 August 2019 be approved, with all pupils being educated at the Worton site from 1 September 2019.

Reason for Decision:

There is insufficient demand for places at Five Lanes Primary School to sustain two school sites. Surplus places on the Potterne site will be over 50% from September 2019 and the school faces a rising deficit budget if it continues to try and maintain two sites, making the school financially unsustainable.

    Report by Executive Director Alistair Cuningham.

Cllr Toby Sturgis, Cabinet Member for Spatial Planning, Development Management and Property, presented the report which (i) set out the next stage of plan making in the light of the changes to national policy and the outcome of consultations; and (ii) sought agreement for the appropriate scale of housing growth to be tested for Wiltshire and the alternative development strategies to be considered through the plan-making process to inform a preferred

strategy.

Cllr Sturgis commented on the consultation undertaken in relation to the Local Plan to date and referred to the previous update report considered by Cabinet at their meeting on 26 March 2019. He also referred to the alternative development strategies for each housing market area that had been developed, as an example he highlighted the figures for Westbury and the high need for affordable housing in that area. The Cabinet noted that: the figures and strategies would be tested and this may lead to a hybrid development strategy being created; wider work is continuing on reviewing Core Strategy policies, which would include climate change issues and subject to testing for their compliance with the National Planning Policy Framework (NPPF).

The Cabinet noted that maintaining an up-to-date Local Plan in accordance with the NPPF would support Plan led growth across the county to support sustainable and resilient communities, safeguarding the authority from speculative and unplanned development.

The Cabinet received a statement from Adrian Brabazon about the housing numbers for Option CH-C.  Cllr Sturgis reported that in light of the issues raised by Mr Brabazon, an addendum had been published to update and clarify some of the figures detailed in the original report. 

In response to a question from Cllr Thorn about (i) the potential for the Government to impose a further increase in the housing numbers for Wiltshire, and the timing and methodology for this; and (ii) the possibility of repeating the workshops undertaken during the autumn of 2018, for communities (parish councils and neighbourhood planning groups) on the options detailed in the report, Cllr Sturgis explained that (i) the critical part related to the response from the Government on changes to the formula and updated figures, this was not anticipated any time soon.  However, once the process was at the submission stage, the figures were fixed for two years, and (ii) that the responses from the earlier consultation with Parish Councils were included in the report. The report highlighted that further consultation would take place similar to that undertaken in the autumn 2018.

In response to questions from Cllr Wickham, Cllr Clewer and the Leader of the Council in relation to a previous resolution of the Cabinet on 12 September 2017 (minute 117 – Wiltshire Local Plan Development Scheme Update) and 10 October 2017 (minute 130 – Wiltshire Core Strategy Review – Regulation 18 Consultation) about the Cabinet being satisfied that plans are in place to maintain a deliverable 5 year housing land supply in both Wiltshire Council and Swindon Borough  ...  view the full minutes text for item 50.

    Report by Executive Director Dr Carlton Brand

Cllr Ian Blair-Pilling, Portfolio Holder for IT and Digitalisation, presented the report seeking approval for the Council’s ICT and Digital Strategy to cover the period April 2019 to April 2022.

Cllr Blair-Pilling reported that Information Technology (IT) was fundamental to all the operations undertaken and services delivered by the Council. With technology constantly evolving, users expectations continue to change and appropriate investment in IT is required. The last ICT strategy was written to cover the period up to 2015. Since that time the infrastructure has become old, expensive to maintain and increasingly unfit for purpose, especially since the recent introduction of the Microsoft Digital Programme.  He explained that the adoption of coherent ICT and Digital Strategy would ensure that the operational services in the Council are undertaken efficiently, through the provision of appropriate technology that is supportable and updated when needed, and users are assisted in making best use of it.  The Cabinet noted that this approach would extend to users of Council services in the community.

Cllr Philip Whitehead referred to the addendum attached at supplement 2 to the Cabinet papers, detailing the costs associated with the ICT and Digital Strategy which had been refined since the publication of the main report.  The addendum identified those budget elements already approved, and those seeking approval by Full Council.      

The Cabinet heard from Cllr Graham Wright, Chair of the Overview and Scrutiny Management Committee. Cllr Wright reported that the Digital Strategy and Implementation Task Group raised concerns at their February meeting about the pace of work within ICT and the Task Group felt that the Strategy did not adequately detail how the Council would achieve its ambitions.  It was confirmed that this was now identified in the most recent version of the Strategy.  Following a meeting with Senior Management it was agreed that the task Group would help the Programme Office to shape Policy in this area.

In response to a question from Cllr Thorn about the identification of savings against investments for each scheme, Cllr Whitehead explained that the decisions already taken by Cabinet detailed the savings to be made.  and future schemes would identify savings to be made. Financial implications of future schemes would be considered by Cabinet at the appropriate time.

In response to a question from Cllr Jones MBE about the recent internal ICT survey not being made available for Councillors to complete, Cllr Whitehead apologised that the survey had not been available for Councillors and that arrangements would be made for this to take place.

Cllr Blair-Pilling thanked the Interim Director, Digital Transformation & IT for his contributions in the preparation of the Strategy.  

Resolved:  To recommend Full Council

1.    To approve the ICT & Digital Strategy, which covers the period April 2019 to April 2022.

2.    Approve an additional capital budget for Applications and Key IT of £11.100m for the period 2019/2020 to 2023/2024.

Reason for Decision:

The council has not had an ICT strategy since 2015, and it is vital that it has one to allow:  ...  view the full minutes text for item 51.

    Report by Executive Director Alistair Cunningham

Cllr Philip Whitehead, Cabinet Member for Finance, Procurement, ICT and Operational Assets, presented the report which provided information about planned procurements in the financial year 2019/20 and seeking authority for named Directors to award the resulting contracts.

Cllr Whitehead explained that the report identified the contracts within the Procurement Plan for the year 2019-20 that are mainly limited to contracts considered Key Decisions. They are also considered low risk operational re-procurements of existing works, services or supplies contracts but fall in to the Key Decision category because of their value.

The Cabinet heard from Cllr Ian Thorn, Chairman of the Financial Planning Task Group.  Cllr Thorn thanked the Director of Finance and Procurement for the recent briefing on the Procurement Plan and expressed support for the report.

Resolved: 

1.    To approve the planned contract awards for the financial year 2019-20 as detailed in appendix A to the report.

2.    To delegate authority for each contract to the alongside named Director to authorise officers to do all those things necessary to conduct a proper process, finalise the documentation, and execute the resulting contracts following consultation with the relevant Cabinet Member, plus, Director of Legal Services and Director of Finance.

Reason for Decision:

The reason for this report is to inform Cabinet of the Procurement Plan for the financial year 2019/20 and by providing this consolidated information in advance. This approach for the procurements listed will support the wider objective of being an efficient and effective council.

    Report by Executive Director Alistair Cunningham.

Cllr Bridget Wayman, Cabinet Member for Highways, Transport and Waste, presented the report seeking approval to extend the novated idVerde Grounds and Streetscene Maintenance Services contract from 30 November 2020 to 30 November 2022.

Cllr Wayman explained that the request to extend the contract to 2022 was due to a significant financial risk to the Council if a new contract was to be awarded in 2020, due to the unknown implications resulting from the Council’s new Asset Transfer and Service Delegation Programme.

The Cabinet heard from Cllr John Smale, Chairman of the Environment Select Committee.  Cllr Smale reported that the Select Committee had considered the proposed Key Performance Indicators (KPI’s) for the proposed extended contract at their meeting on 12 March 2019.  The Select Committee supported the proposed KPI’s and requested that the colour scheme for the KPI’s could be aligned with Wiltshire Council colours and listed in numerical form.

In response to a question from Cllr Ruth Hopkinson about the idVerde contract and asset transfers to town and parish councils, Cllr Wayman confirmed that the proposal did not tie the town or parish council into the proposed contract extension.

Resolved:  That the extension of the idVerde novated subcontract to 30 November 2022 be approved.

Reason for Decision:

Extending the current idVerde sub-contract to 30 November 2022 will mitigate the financial risk that tendering a new Street Cleansing and Grounds Maintenance Contract in 2020 would create due to the unknown changes in: volumes, processes and requirements caused by the Service Delegation Programme which will run until January 2022.

Report by Executive Director Terence Herbert

Cllr Laura Mayes, Cabinet Member for Children, Education and Skills, presented the report which outlined proposals to move Children’s Centre Services from buildings to community venues.

Cllr Mayes reported that Children’s Centre Services are a vital resource for parents with very young children, they provide a one stop service of advice and support.  Due to the rurality of Wiltshire it is not easy for all parents to access services in a building in a particular area of a community. It is more important to offer services in the places that are accessible to families and to ensure that the delivery of outreach services in the home to those who are most in need is available.  Children’s centre services are an important part of the early help offer in Wiltshire and they must be aligned with all partner services to ensure that there is a joined up streamlined service for families.

Cllr Mayes, in confirming the proposals for consideration by the Cabinet and in light of the statements and questions received from concerned parents, indicated that there was an additional proposal in relation to the Westbury Children’s Centre, as detailed below:

‘To delay the Westbury Children’s Centre closure until September 2019 to allow advantage to be taken of Wiltshire Council’s transfer of Old Westbury Youth Centre, Edenvale Road to the Westbury Community Project Trust (WCPT).  Children Centre services can be run from this building when it is ready.   Should the transfer not take place, then the services will be run from alternative venues in the town. ‘

The Cabinet noted that the report comments on the consultation and responses to consider the proposal to extend the activities of Children’s Centres into more community venues. This would achieve savings and further develop the outreach work of Children’s Centres, bringing services closer to families.

The Leader invited statements and questions as detailed below:

Nadine Crook read out a statement and asked for detailed evidence to show how, through the proposals put forward in Westbury, it will be meeting its statutory duties under the Childcare Act 2006.  Ms Crook also presented a petition to Cllr Mayes in support of the retention of Westbury Children’s Centre.

Lydia Wiltshire read out statements from herself and Hebe Mitchell and asked (i) if there were only 4 families in Westbury who receive outreach support that meet the intervention level or are targeting methods not finding other families; and (ii) the methods used to advertise the services that Westbury Children’s Centre provides and the improvements needed to improve advertising in the future.

Delcey Orchard-Smith read out a statement and asked about the privacy required for people using the Centre and the need for a neutral location for the services run from the Centre.

Cllr Ian Cunningham (Mayor of Westbury) read out a statement and asked if the Cabinet agreed that deprivation, rather than specific need for services, should be the main factor for the receipt of support.

The Leader thanked the parents and Mayor of Westbury for their  ...  view the full minutes text for item 54.

Report by Executive Director Terence Herbert.

Cllr Richard Clewer, Cabinet Member for Housing, Corporate Services, Arts, Heritage and Tourism, presented the report which provided an overview of the results of the 2018 staff engagement survey, including a summary of the key themes from the survey results and an assessment of the results against the four “enablers” contained within the adopted engagement model.  The report also contained the agreed corporate priorities following the results of the staff survey 2018.

Cllr Clewer was pleased to report that the staff engagement index score (which measures the extent that staff feel emotionally connected with their organisation i.e. that staff believe in the organisation’s goals and priorities and therefore care about doing the best job they can), had risen from 58% in 2016 to 70% in 2018.    

The Cabinet noted that there were a number of issues in connection with ICT, in particular the intranet, and staff engagement would be key to the development of any revisions to the current format.  

In response to a question from Cllr Clare Cape about recruitment and retention Cllr Clewer reported that the Staffing Policy Committee would be the most appropriate forum to consider issues of recruitment and retention of staff.  

In response to a question from Cllr Ian Thorn about the visibility of Senior Management, Cllr Clewer reported that the figures from previous years indicated that staff considered improvements were needed in this area, and he was pleased to report that there had been a significant improvement in this area between 2016 – 30% positive response and 2018 – 76% positive response. It was suggested that the rise in positive responses were the result of changes within the Senior Management team over the last two years and a challenge from Cabinet to be more visible to staff.

Resolved:  To note the report.

Reason for Decision:

To update Cabinet on the results of the 2018 staff engagement survey and to highlight the agreed corporate priorities for corporate and service action planning.

Report by Executive Director Alistair Cunningham

Cllr Richard Clewer, Cabinet Member for Housing, Corporate Services, Arts, Heritage and Tourism, presented the report which provided an update of the Council’s Housing Board activities between December 2017 and November 2018, in compliance with its Terms of Reference to provide an update to Cabinet.

Cllr Clewer explained that throughout the period of the Annual report, the Board had engaged in a range of activities to shape the service offered to residents and their families, increased service quality via appropriate monitoring mechanisms, encourage resident engagement and protected the reputation of the council as a landlord by ensuring a robust Business Plan is implemented.

The report set out the areas focused on by the Board during the year, with the primary focus of the Board being (i) the Housing Revenue Account (HRA) Business Plan; and (ii) the Asset Management Strategy (AMS).

In response to a question from Cllr Jonathan Seed about the Chairmanship of the Housing Board and whether it was in accordance with the Governance review. Cllr Clewer reported that when the Housing Board was originally established, it was envisaged that the Cabinet Member or Portfolio Holder would take on the role of Chair.  Currently, Cllr Clewer, as Cabinet Member was Chair. Cllr Clewer indicated that he would check the current arrangements were in accordance with the recommendations of the Governance review.      

Resolved:    To note the Housing Board Annual Report.

Reason for Decision:

Wiltshire Council’s Housing Board’s Terms of Reference require an Annual

Report to be presented to Cabinet.

    Report by Executive Director Alistair Cunningham

Cllr Toby Sturgis, Cabinet Member for Spatial Planning, Development Management and Property, presented a report recommending the transfer of ownership of the two council-owned gypsy and traveller sites that remain undeveloped at Dairy House Bridge, Oak Tree Field and the transit site adjacent to Oak tree Field (Odstock transit site) to enable them to receive the much needed investment to remain in use as Gypsy, Roma and traveller (GRT) sites.

Cllr Sturgis reported that the Council owned a number of permanent gypsy and traveller sites and one transit site. Of these sites, those detailed above required investment to enable them to continue in use to provide gypsy and traveller accommodation.

The Cabinet noted that resident engagement continued throughout the marketing process, with the key concerns and issues raised by residents being addressed. 

Resolved:

1.    That Bidder B is selected as preferred purchaser of the Diary House Bridge, the Oak Tree Field site and the Odstock transit site.

2.    To transfer the Diary House Bridge, the Oak Tree Field site and the Odstock transit site to Bidder B, on the terms of the bid received.

3.    The Director of Housing & Commercial, in consultation with the Director of Legal and Democratic Services, be authorised to complete the necessary legal documentation for the transfer.

Reason for Decision:

Dairy House Bridge site, Oak Tree Field site and the Odstock transit site are in need of substantial investment. Transfer of ownership of the sites to a new owner will enable this investment to ensure the sites are able to remain in use as gypsy and traveller sites within Wiltshire.

There were no urgent items.

This is to give further notice in accordance with paragraph 5 (4) and 5 (5) of the Local Authorities (Executive Arrangements) (Meetings and Access to Information) (England) Regulations 2012 of the intention to take the following item in private.

To consider passing the following resolution:

To agree that in accordance with Section 100A(4) of the Local Government Act 1972 to exclude the public from the meeting for the business specified in Item Numbers 17 and 18 because it is likely that if members of the public were present there would be disclosure to them of exempt information as defined in  paragraph 3 of Part I of Schedule 12A to the Act and the public interest in withholding the information outweighs the public interest in disclosing the information to the public.

Reason for taking item in private:

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

Resolved:

To agree that in accordance with Section 100A(4) of the Local Government Act 1972 to exclude the public from the meeting for the business specified in Minute Number 60 and 61 because it is likely that if members of the public were present there would be disclosure to them of exempt information as defined in paragraph 3 of Part I of Schedule 12A to the Act and the public interest in withholding the information outweighs the public interest in disclosing the information to the public.

    Report by Executive Director Alistair Cunningham

This item is exempt due to the financial information provided in the report.

Cllr Toby Sturgis, Cabinet Member for Spatial Planning, Development Management and Property, presented a report recommending the transfer of ownership of the two council-owned gypsy and traveller sites that remain undeveloped at Dairy House Bridge, Oak Tree Field and the transit site adjacent to Oak tree Field (Odstock transit site) to enable them to receive the needed investment to remain in use as Gypsy, Roma and traveller (GRT) sites.

Resolved: That the recommendation in the report referring to the preferred bidder for the purchase of Dairy House Bridge site and the Oak tree Field site and the transit site at Odstock be agreed.

Reason for Decision:

Dairy House Bridge site, Oak Tree Field site and the Odstock transit site are in need of substantial investment. Transfer of ownership of the sites to a new owner will enable this investment to ensure the sites are able to remain in use as gypsy and traveller sites within Wiltshire.

    Report by Executive Director Alistair Cunningham

This item is exempt due to the financial information provided in the report.

Cllr Toby Sturgis, Cabinet Member for Spatial Planning, Development Management and Property, presented a report seeking approval to enter into a contract with Homes England, consideration of the terms the Council is prepared to agree to secure the housing infrastructure funds for the Ashton park development.

Resolved:

1.    To agree that the Council enters into a contract with Homes England to access £8.784m Housing Infrastructure Fund offered through the Marginal Viability Programme for the Ashton park development.

2.    Agree to delegate authority to the Corporate Director for Growth, Investment and Place in consultation with the Cabinet Member for Spatial Planning, Development Management and Property and Cabinet Member Finance, Procurement, IT and Operational Assets to undertake detailed contract negotiations to secure funding including those relating to meeting the conditions presented by Homes England associated with the drawdown of funding.

Reason for Decision:

Homes England have indicated that they are willing to provide £ 8.784m of Housing Infrastructure Fund but require a number of conditions to be met by the 30 April to secure the offer of funding. This report recommends entering into a contract with Homes England to secure the offer of funding.