Agenda and minutes

There were no apologies.

To confirm and sign the minutes of the Cabinet meeting held on 11 January 2022, previously circulated.

The minutes of the meeting held on 11 January 2022 were presented.

Resolved:

To approve and sign the minutes as a true and correct record.

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

There were no Leader announcements.

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 26 January 2022. Anyone wishing to ask a question or make a statement should contact the officer named above.

General questions were submitted from the following members of public:

• Dr Jimmy Walker – Transport and parking
• Mel Boyle – County Farms, affordable housing and transport
• Richard Curr – Funding, financial, loans and responses to correspondence
• Nick Parry – Housing, council responses and transport

Cllr Clewer, Leader of the Council and Cabinet Member for MCI, Economic Development, Heritage, Arts, Tourism and Health & Wellbeing and interim Cabinet member for Finance & Procurement, Commissioning and Commercialisation explained that the above questions had received written responses which were published on the Council’s website prior to the meeting in the agenda supplement, which can be accessed here.

      Report of the Chief Executive

The Leader introduced the report which proposed the 2022/2023 Budget and Medium-Term Financial Strategy (MTFS) 2022/2023 to 2025/2026 that will resource the Councils new Business Plan. The report also set out the Council’s Capital Programme 2022/23 to 2029/30, the Housing Revenue Account (HRA) budget 2022/23 and the Dedicated Schools Grant (DSG).

The Cabinet received questions submitted by Nick Parry and Colin Gale in relation to this agenda item. A copy of the questions and responses are available to read in agenda supplement 1 on the Council’s website here.

Supplementary questions were asked by Mr Gale who commented on the lack of detail in the budget papers in relation to concessions for blue badge holders in light of the forthcoming introduction of car parking charges, the charges for the disposal of waste items at Household Recycling Centres detailed in the budget and the status of Town/Parish election costs in between the normal round of elections. The Leader confirmed that the detail for the three areas listed above would be available in due course and be part of future consultation processes.  

The Leader reported that the process undertaken to consult on the Budget was open and transparent. He summarised the budget timetable and confirmed that the budget papers had been discussed in detail with members at their briefing on 18 January 2022, the Financial Planning Task Group on 18 and 21 January 2022 and the Overview and Scrutiny Management Committee on 25 January 2022 prior to its consideration by the Cabinet, Group Leaders meetings with the Trade Unions Representatives and Non-Domestic Ratepayers, a further meeting of the Overview and Scrutiny Management Committee and Council on 15 February 2022.

In presenting the report, the Leader indicated that whilst managing the impact of the on-going effect of the COVID-19 pandemic and its impact on services, the council is forecasting an underspend position for the 2021/22 financial year, putting the Council in a strong position going into 2022/23 with further provision now being set aside within the Budget Equalisation Reserve to help manage the budget gaps over the MTFS period and also ensuring funds continue to be set aside to mitigate risks that may arise for example latent demand for services.

The Leader reported that the 2022/23 budget will ensure that vital services to the residents, businesses and communities of Wiltshire will continue to be provided during the ongoing pandemic, as well as delivering on the commitments as set out in the new Business Plan. Having sound and sustainable finances is key to the delivery of the Business Plan.

The report recognised the one year nature of the current government funding, the uncertainty of future reform and set out the likely state of the Council’s finances beyond 2022/23 with an estimated budget gap in year three (2024/25) of the MTFS. 

Cabinet members then had an opportunity to comment more specifically on the impact of the budget proposals for their areas of responsibility. In summing up, the Leader indicated that the budget was designed around  ...  view the full minutes text for item 14.

Report of the Chief Executive

The Leader introduced the Treasury Management Strategy for 2022/23. The report included information about:

·         Prudential and Treasury Indicators for the next three years

·         Debt management decisions required for 2022/2023 that do not feature within the Prudential or Treasury Indicators (paragraphs 59 to 63)

·         Minimum Revenue Provision Policy 2022/2023; and

·         Annual Investment Strategy for 2022/2023

Cllr Pip Ridout, Chair of the Financial Planning Task Group confirmed that the Task Group would be considering the report at its meeting on 11 February 2022 prior to Full Council on 15 February 2022. 

In response to comments from Cllr Gavin Grant about the Council maintaining an under-borrowed position, and direction of travel for the use of environmental, social and governance (ESG) investments, the Leader and officers explained:

·         That capital borrowing need had not been fully funded with loan debt as cash supporting Council reserves, balances and cash flow had been used as a temporary measure. Interest rates continued to be monitored and fixed rate funding would be drawn whilst interest rates were lower.

·         ESG investments may be utilised by the Council in the future, following full evaluation of risk management, and maintaining critical principles of security, liquidity and yield.

Resolved:

The Cabinet is requested to recommend that the Council:

a)    Adopt the Minimum Revenue Provision Policy (paragraph 25 – 27)

b)    Adopt the Prudential and Treasury Indicators (paragraphs 19 – 24, 36 – 42 and Appendix A)

c)    Adopt the Annual Investment Strategy (paragraph 66 onwards).

d)    Delegate to the Corporate Director of Resources & Deputy Chief Executive (S151 Officer) the authority to vary the amount of borrowing and other long-term liabilities within the Treasury Indicators for the Authorised Limit and the Operational Boundary

e)    Authorise the Corporate Director of Resources & Deputy Chief Executive (S151 Officer) to agree the restructuring of existing long-term loans where savings are achievable or to enhance the long-term portfolio

f)     Agree that short term cash surpluses and deficits continue to be managed through temporary loans, deposits and money market funds

g)    Agree that any surplus cash balances not required to cover borrowing are placed in the most appropriate specified or non-specified investments, particularly where this is more cost effective than short term deposits; and delegate to the Corporate Director of Resources & Deputy Chief Executive (S151 Officer) the authority to select such funds

h)    Approve the use of Property Funds (paragraph 73 - 75)

Reason for Decision:

To enable the Council to agree a Treasury Management Strategy for 2022/23 and set Prudential Indicators that comply with statutory guidance and reflect best practice.

Report of the Chief Executive

The Leader introduced the report which informed members of the third quarterly revenue budget monitoring forecast position (as at 31 December 2021) for the financial year 2021/22 as well as an update on the specific COVID-19 funding received and the MTFS and budget gap for the financial year 2022/23.

The Leader explained that the Council set a one-year holding position budget for 2021/22 recognising the negative impact of COVID-19 on funding and income generating services. He referred to the Budget Equalisation and Collection Fund Volatility reserve, set up in 2020/21 to mitigate the impact on services and manage the collection fund deficit over the next three years, and  a one-off Hardship and Emergency Funding Grant from Government in 2021/22 of £20.301m.

Cllr Pip Ridout, Chair of the Financial Planning Task Group confirmed that the Task Group would be considering the report at its meeting on 11 February 2022. 

In response to comments from Cllr Ian Thorn, the Leader and Cllr Botterill explained:

·       Budgets have been set at the correct level to address anticipated latent demand, in addition, £2m of underspend forecasts would be transferred to the Pay Award reserve.

·       Underspends in the Economy & Regeneration budgets refer the delivery of the Welcome Back and Additional Restrictions programmes which are being maximised in the first instance and the underspends in the Towns Recovery budget would be moved to a reserve for future initiatives.

·       Planning budgets were in line with budget forecasts, although the impact of an increase in the level of appeals would need to managed carefully.

Resolved:

Cabinet is asked to approve:

a)    the transfer of £1.4m into the General Fund reserve, £3.299m into a Transformation reserve and £0.397m into a Business Plan Priority reserve as a result of the earmarked reserve review;

b)    the transfer of £2m into the Pay Award reserve;

c)    The transfer of £0.500m into a new an ear marked reserve for Depot Phase Two Feasibility in 2022/23 from the 2021/22 underspend in Assets and Commercial budget.

Cabinet is asked to note:

a)    the current revenue budget is forecast to underspend by £14.824m by the end of the financial year

b)    the current savings delivery performance for the year

c)    the current forecast position of the use of Capital Receipts flexibilities of £3.905m

d)    the forecast level of reserves and budgeted draw down of £10.444m and £34.076m of section 31 Grant

e)    the in-year savings achieved through contractual activity and subsequent budget movements

Reason for decision:

To inform effective decision making and ensure sound financial management as part of the Councils overall control environment.

To inform Cabinet on the forecast revenue financial position of the Council for the financial year 2021/22 as at quarter 3 (31 December 2021), including delivery of approved savings for the year.

(The meeting was adjourned between 11.30am and 11.35am)

Report of the Chief Executive

The Leader introduced the report setting out the Capital Programme for 2021/22 as of 31 December 2021 for the third quarterly budget monitoring period.

The report detailed the movements from the original budget set by Full Council in February 2021 to the revised programme and sets out how the programme is forecast to be financed. It provided an update on the significant programmes that are planned to be delivered and those that have been reprofiled to future years.

Cllr Pip Ridout, Chair of the Financial Planning Task Group confirmed that the Task Group would be considering the report at its meeting on 11 February 2022.

In response to comments from Cllr Ian Thorn about the experiences of other Local Authorities in meeting their Capital Programme targets, the Leader and officers explained that delivery of the Councils Capital programme has been optimistic in previous years which resulted in the reprogramming and slippage of certain schemes. However, the current programme has been developed to deliver achievable schemes, although there were a number of factors impacting the deliverability and price of capital projects, as detailed in the report, resulting in the reprofiling of some schemes.

In response to a question from Cllr Gavin Grant about financing the Capital Programme through Government and third party grants, and the Community Infrastructure Levy, the Leader and officers reported that a report would be considered at a future Cabinet meeting.

Cllr Grant also paid tribute to Sam Fox, Corporate Director Place, who had recently left the Council.    

Resolved:

Cabinet is asked to note:

a)    the reduced capital budgets of £0.007m under Chief Finance Officer delegated powers;

b)    the reprofile of £2.510m of budgets into future years under Chief Finance Officer delegated powers;

c)    Budget Movements between Schemes;

d)    the revised 2021/22 Capital Programme as at quarter 3 of
£163.822m; and

e)    the capital spend as of 31 December 2021 of £76.634m

Reason for decision:

To inform effective decision making and ensure sound financial management as part of the Councils overall control environment.

To inform Cabinet on the financial position of the Council on the 2021/22 capital programme as at quarter 3 (31 December 2021).

        Report of the Chief Executive

The Leader of the Council, Cllr Richard Clewer introduced the report which detailed the draft Business Plan 2022-2032 for submission to Full Council on 15 February 2022.

It was noted that engagement has been undertaken with a range of stakeholders and that a workshop will take place in March 2022 following the appointment of the new Youth Council. Feedback on the Business Plan Principles 2022-2032 has been positive. Proposed performance metrics in the form of a Corporate Scorecard were attached as an appendix and would form the foundation of quarterly reviews between Cabinet Members and Directors.

The Leader explained that the Business Plan sets out thecouncil’s strategic direction and priorities. It outlines the intended annual corporate planning cycle and key performance measures in line with the corporate performance and risk management policy.  It continues to build on and extend the vision and achievements from previous business plans – and incorporates the priority areas for Wiltshire following the recent local elections. Also reflected are the significant external challenges that the council will face over the coming years and the way the council’s services will have to operate to manage these.

Cllr Graham Wright, Chair of the Overview and Scrutiny Management Committee, reported that the Committee met on 25 January 2022 to consider the Cabinet report. Robust Scrutiny was undertaken, and the Committee were satisfied with the updates and responses to questions received and supported the proposals in the report.

In the absence of the Chairman of the Children’s Select Committee, Cllr Jon Hubbard, Cllr Graham Wright confirmed that Cllr Hubbard had received a briefing on the report on 19 January 2022.

In response to questions from Cllr Ian Thorn about a possible addition of a key for the scoresheet and targets in place, the Leader confirmed that targets being set would need to be sensible, challenging and realistic to assist the monitoring process. The targets would evolve during the lifetime of the Business Plan.

In response to comments from Cllr Gavin Grant about the risks detailed in the scorecard being accurate and containing representative information, and detail about the frequency of reporting, the Leader confirmed that reporting would be undertaken on a quarterly basis and include explanations for any changes within the scorecard.

Cllr Pip Ridout asked about the process for the Financial Planning Task Group to comment on the Business Plan quarterly reports. The Leader, in response explained that any process would naturally evolve, and consideration would be given to the most effective way for the Task Group to consider these reports, as there was potential for significant impact on the workload of the Task Group.

Cllr Helen Belcher asked about the possibility of comparing KPI’s with other Local Authorities, as in isolation the KPI’s can prove to be difficult to interpret. The Leader and Deputy Leader commented on the importance of capturing and reporting information in the scorecard, so that it was clear and easy to analyse.

Cllr Clair Cape commented on the outcome indicators detailed in the  ...  view the full minutes text for item 18.

      Report of the Chief Executive

Cllr Laura Mayes, Deputy Leader and Cabinet Member for Children,  Education and Skills presented a report which detailed the investment to improve the condition of maintained schools and expansion of mainstream schools.

Cllr Mayes commented on the Council’s statutory duty to provide sufficient school places to meet the demand arising across Wiltshire; the Schools Capital Programme 2021–2026 approved by Cabinet in March 2021 and the Wiltshire School Places Strategy 2017-2022 in December 2017. The current programme of work is based on the basic need priorities for capital investment in the short, medium and longer term.

The report highlighted that the Council has responsibilities for the effective management and ongoing maintenance of the schools’ estate and receives annual capital funding allocations from the Department for Education to meet basic need and condition only, with day to day revenue maintenance being funded from school budgets.

Cabinet noted that Full Council in 2020 approved an additional £5m of funding for school maintenance works over a 5 year period, and an additional £100k per year to improve the accessibility of schools. In line with the Wiltshire School Places Strategy 2017-2022, the report provided an update on the current capital programme of work and seeks approval for a small number of additional capital schemes and annual condition related works. 

In the absence of the Chairman of the Children’s Select Committee, Cllr Jon Hubbard, Cllr Graham Wright confirmed that Cllr Hubbard had received a briefing on the report on 20 January 2022.

In response to comments from Cllr Martin Smith about educational establishments replacing heating systems with the installation of insulation and heat pumps in order to reduce their carbon footprint; Cllr Mayes and Cllr Clewer explained that whilst recognising the importance schools play in reducing carbon emissions through innovation and newer greener technologies, the Council only maintains 40% of the school estate and there would need to be a transition period to incorporate carbon reducing measures. The remaining 60% of schools would always be encouraged to seek appropriate grant funding to reduce their carbon footprint.

Resolved:

1. To note the progress on previously approved schemes at Appendix A

2. To consider and approve the new schemes, subject to planning
   approval and completed S106 agreements, requiring a total commitment of £4.17m as outlined at Appendix B.

3. To approve the Schools Planned Maintenance Programme totalling £3m for 2022/23 as outlined at Appendix C.
   
   

4. To authorise the Director of Education and Skills to invite and evaluate tenders for the projects described in this report, and, following consultation with the Cabinet Member for Children’s Services, Education and Skills, to award the contract for the project (subject to approval of any necessary statutory proposals) and to authorise, in consultation with the Head of Estates and Development, in accordance with the relevant scheme of delegation (under Part 3 Section D1 of Wiltshire Council’s constitution), the acquisition of all land (and the completion of any legal documentation) reasonably required in order to facilitate the Schools Capital Investment Programme.

Reason for Decision:

The Council has  ...  view the full minutes text for item 19.

      Report of the Chief Executive

Cllr Nick Botterill, Cabinet Member for Development Management, Strategic Planning and Climate Change introduced the report which provided detail in relation to consultation responses for the Green and Blue Infrastructure Strategy (GBI) for Wiltshire – Wiltshire’s Natural Environment Plan and recommended the Plan to Council for adoption.

The Cabinet noted that the GBI Strategy had been subject to a series of stakeholder workshops and significant internal and external consultation. The Strategy would support the delivery of the Council’s Climate Strategy as both Strategies share a number of objectives. Cllr Botterill highlighted the 3 goals of the Strategy and the six delivery themes which received support during feedback on the consultation process.

The Leader welcomed the Strategy and highlighted the importance of linking this Strategy with the emerging Climate Strategy to achieve solutions to protect the environment.

Cllr Graham Wright, Chair of the Climate Emergency Task Group reported that the Task Group had received briefings on 5 August 2021 and 10 December 2021 and had provided supportive feedback to the Environment Select Committee.

Cllr Ian Thorn congratulated Cllr Botterill and his officer team for the progress made in developing the Strategy document. He commented further on achieving the delivery objectives detailed in the Strategy, the need for regular monitoring and the development of further identifiable targets. The Leader and Cllr Botterill indicated that information relating to targets and policies within the Strategy would be detailed in delivery plans which would be subject to appropriate monitoring and reporting.

Resolved:

That Cabinet:

1. Notes the consultation feedback on the draft Green & Blue Infrastructure Strategy for Wiltshire - Wiltshire’s Natural Environment Plan 2022-30.

2. Approves the final Green & Blue Infrastructure Strategy for Wiltshire - Wiltshire’s Natural Environment Plan and recommends it to Council for adoption as part of the council’s policy framework.

Reasons for decision:

To ensure Wiltshire has in place a strategy to support the council’s Business Plan missions on climate, wellbeing, and the natural environment and fulfil the requirement set out in the Core Strategy to have a Green Infrastructure Strategy for Wiltshire.

      Report of the Chief Executive

Cllr Nick Botterill, Cabinet Member for Development Management, Strategic Planning and Climate Change introduced the report which provided detail in relation to consultation responses, an update on the Council’s response to the Climate Emergency and to recommend the Climate Strategy for approval.

The Cabinet received questions from Andrew Nicolson, James Gladding and Bill Jarvis in relation to this report, copies of which are available to read in agenda supplement 1 on the Council’s website here. Supplementary questions were received from Andrew Nicolson and Bill Jarvis on behalf of James Gladding and himself. The Leader, Cllr Botterill and Cllr Dr McClelland  responded verbally at the meeting details of which can be found in the meetings recording at this link..

Cllr Botterill reminded Cabinet that a commitment was made to provide six monthly progress updates on actions the council is taking to tackle the climate emergency in Wiltshire. This is the fifth progress report to Cabinet following updates in October 2019, July 2020, February 2021 and July 2021. Cllr Botterill was pleased to report that the final Wiltshire Climate Strategy 2022-2027 was appended for consideration, and incorporated changes made in response to the recent consultation (September and October 2021). He further explained that comments on the significant progress against each of the seven Climate Strategy themes were detailed in the report.

Cllr Botterill welcomed the Councils recent excellent rating of 81% in Climate Emergency UK's Council Climate Plan Scorecards, ranking it as the fifth best unitary authority in the UK for its response to climate change.

The Leader thanked everyone involved in the development of the Strategy and explained that officers had been set some very challenging targets, which they were delivering on and highlighted that the Strategy provided a foundation to deliver on agreed targets.

Cllr Graham Wright, Chair of the Climate Emergency Task Group reported that the Task Group had received briefings on 15 December 2021 and had provided a detailed response.

Cllr Ian Thorn commented on the need for further discussion and engagement with partners, for the Delivery Plan to be more robust, and a document detailing achievement of milestones.

Comments from members included the importance of cross-party agreement to acknowledge the Climate Emergency in 2019, congratulations to all involved in the development of the Climate Strategy, the need for further developments in the areas of EV charging, agriculture and use of wind power, the impact of divesting assets and resources through SDAT, and the evolutionary process of setting and reaching targets.

Resolved:

That Cabinet:

1. Notes the consultation feedback on the draft climate strategy;

2. Approves the final Wiltshire Climate Strategy (2022-2027) and recommends it to Council for adoption as part of the council’s policy framework;

3. Delegates permission to the Corporate Director for Place, in consultation with the Cabinet Member for Development Management, Strategic Planning and Climate Change, to approve delivery plans for the climate strategy once developed;

4. Notes the actions taken in response to the climate emergency following the last update in July 2021.

Reasons for  ...  view the full minutes text for item 21.

Report of the Chief Executive

Cllr Laura Mayes, Deputy Leader and Cabinet Member for Children, Education and Skills presented a report which detailed the four elements of the School Admission Policy 2023/2024, as part of the statutory process for the determination of admission arrangements to maintained schools.

Cllr Mayes reported that one change being proposed for Voluntary Controlled, and Community Schools related to waiting lists. In previous years children refused a place at their preferred Voluntary Controlled or Community school were automatically placed on the waiting list. However, in the 2023/24 scheme, any parent who has been refused a place at one of these schools will now need to opt to go on the waiting list.

Resolved:

To approve the following:

a)    the proposed scheme for the co-ordination of admission to secondary schools for 2023/24.

b)    the proposed scheme for the co-ordination of admissions to primary schools for 2023/24.

c)    the proposed admission arrangements for Voluntary Controlled & Community Secondary Schools for 2023/24.

d)    the proposed admission arrangements for Voluntary Controlled & Community Primary Schools for 2023/24.

Reason for Decision:

The Local Authority has a statutory duty to have a determined admission policy for 2023/24 in place on or before 28 February 2022.

There were no urgent items.