Agenda and minutes

Apologies were received from Cllr Ashley O’Neill.

To confirm and sign the minutes of the Cabinet meeting held on 11 October 2022.

The minutes of the meeting held on 11 October 2022 was presented.

Resolved:

To approve as a correct record and sign the minutes of the meeting held on 11 October 2022.

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

The Leader made the following announcements:

·       Cost of Living

·       Homes for Ukraine

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 23 November 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:

• Mel Boyle – Barrow farm, Chippenham, Future Chippenham and UK100
• Margaret Willmot – Land north of Netherhampton Road, Salisbury
• Dr Gill Anlezark – Responses to consultations
• Dr Celia Beckett – Local Plan Review
• Colin Gale – Local Highway and Footpath Improvement Group and Community Infrastructure Levy
• Susan McGill – Council finances
• Steve Perry – Transport Schemes for Chippenham
• Dr Jimmy Walker – Safety for cyclists in Salisbury, parking issues in Salisbury and the surrounding area

Cllr Clewer, Leader of the Council and Cabinet Member for MCI, Economic Development, Heritage, Arts, Tourism and Health & Wellbeing explained that 66 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.

Supplementary questions were asked by:

·       Dr Celia Beckett, Chair of Hilperton Area Action Group asked a supplementary question about the Local Plan and the type of information that can be shared with public.

·       Colin Gale asked a supplementary question about Local Highway and Footway Improvement Group funding process compared to CIL funding.

·       Steve Perry asked a supplementary question about road options in Chippenham and press coverage in the Wiltshire Gazette and Herald.

Cabinet members responded verbally at the meeting, details of which can be accessed at the recording of the meeting here.

In addition to the above public questions, a number of questions and comments were received from:

·       Cllr Martin Smith – Air Quality in Wiltshire

·       Cllr Ian Thorn – Parking Policy for Blue Badge Holders

·       Cllr David Vigar – Homes for Ukraine programme

·       Cllr Nick Murry – Traffic studies, active travel schemes and use of Community Infrastructure Levy funding,

The above questions and comments received written responses which were published on the Council’s website prior to the meeting in the agenda supplement, which can be accessed here.

Supplementary questions were asked as follows:

·       Cllr Martin Smith – additional questions about air quality in Wiltshire

·       Cllr David Vigar – Homes for Ukraine

Cabinet members responded verbally at the meeting, details of which can be accessed at the recording of the meeting here.

Report of the Chief Executive

Cllr Botterill, Cabinet Member for Finance, Development Management and Strategic Planning presented the report setting out the revenue forecast position for 2022/23 as at 30 September 2022 for the second quarter budget monitoring period.

Cllr Botterill explained that the quarter 2 position provided a clearer picture in relation to the forecasts available for quarter 1. The current forecast indicated an underlying overspend for the year of £13.401m with one off mitigations in place resulting in a net overspend for the year of £3.755m. No proposals were made for this variance however, more certain forecasts would be provided in quarter 3 leading into the final year end position and set out recommendations for any adverse or favourable variance, with the fall back being the utilisation of the reserve held for inflation pressures being experienced during 2022/23. 

Cllr Ian Thorn paid tribute to the work undertaken by officers and the Financial Planning Task Group/Overview and Scrutiny Management Committee, and commented on the following:

·       Reductions in the Education and Skills budget. In response, officers signposted to paragraphs 32-34 of the report, which detailed the reasons for reductions, which in the main was the reduction, since quarter one, in the forecast overspend on SEND Transport.

·       Overspends on the Planning budget. In response, The Leader, Cllr Botterill and officers explained that this was due to the need for agency staff to cover existing vacancies, and increased costs associated with Planning Appeals.

·       Holding vacancies as a driver to reduce costs and the impact on the delivery of services. In response, officers reported that a number of services were holding vacancies open in order to balance budgets, and this varied across the organisation. Agency staff were also employed where necessary to provide services.

·       The sustainability of a Cabinet member being responsible for two major portfolio areas. In response, Cllr Botterill confirmed that he had successfully dealt with multiple layers of complexity in the past and noted that his portfolio areas were sustainable in the long term, especially with the assistance and support of other Cabinet members and officers.

Cllr Graham Wright, Chair of the Overview and Scrutiny Management Committee and Cllr Pip Ridout, Chair of the Financial Planning Task Group reported that the Committee and Task Group met on the 25^th of November 2022 to consider the report. Cllr Pip Ridout reported that Overview and Scrutiny Management Committee would be reviewing future Cabinet reports with input from the Financial Planning Task Group. They recognised that, being halfway through the financial year, that this is an improving position from Q1 in terms of the net overspend 2022/23. They explored the reasons for this decrease and were reassured that revenue budgets were being managed effectively. They also considered:

·       The savings forecasts and whether there is confidence that the savings will be delivered

·       How increased demand, in some areas, will mean calling upon the Latent Demand Reserve

·       Whether the Council were using agency staff and how those costs were being managed

·       How the close management of some contracts were  ...  view the full minutes text for item 109.

Report of the Chief Executive

Cllr Botterill, Cabinet Member for Finance, Development Management and Strategic Planning presented the report setting out the Capital Programme for 2022/23 as at 30 September 2022 for the second quarter budget monitoring period.

Cllr Botterill explained that the report included movements from July 2022 and sets out how the programme is forecast to be financed. It provided updates on significant schemes that are planned to be delivered and those that have been reprofiled to future years.

Cllr Ian Thorn commented on the following:

·       The reprofiling of the Property Carbon Reduction Programme and Generation and Public Sector Decarbonisation projects and whether these could be prioritised. In response, the Leader indicated that the issue with a number of projects is the speed of delivery.

·       Clarification in relation to the transformation review of libraries. In response, Cllr Ian Blair-Pilling commented on improvements in the services being offered and how libraries were evolving into local community hubs. He referred to recent reviews successfully undertaken at Market Lavington and Melksham.

Cllr Graham Wright, Chair of the Overview and Scrutiny Management Committee and Cllr Pip Ridout, Chair of the Financial Planning Task Group reported that the Management Committee and Task Group met on the 25^th of November 2022 to consider the report. They noted the reprogramming of capital spend into the following financial year and welcome the focus on re-profiling the forecast spend to bring into in line with actual spend. They considered how the Q2 updates do not include committed spend and therefore understated and the impacts on revenue spend and borrowing. They thanked the Cabinet member and officers for continuing to work on improving the capital budget monitoring.

Cllr Gavin Grant commented on the reprofiling of £78m of capital schemes to future years and the remaining £191m in the Capital Programme for 2022/23. In response, officers explained that Capital Schemes were captured within a new process, which influenced their reprofiling and the new process of assessing schemes would be applied to reviewing the remaining capital schemes. Cllr Grant also asked for clarity about the inclusion of £5m funding for Stone Circle Companies. In response, officers explained that this was part of the £10.8m loan to the Stone Circle Companies.

Cllr Tony Jackson asked about repairs to Warminster squash courts. In response, Cllr Ian Blair-Pilling agreed to discuss this further after the meeting.

Resolved:

Cabinet notes:

a)    the additional budgets added to the programme of £1.748m under Chief Finance Officer delegated powers;

b)    the movement of £78.816m of budgets into future years under Chief Finance Officer delegated powers;

c)    the removal of £0.451m from the capital programme under Chief Finance Officer delegated powers;

d)    budget movements between schemes;

e)    the revised 2022/23 Capital Programme as at Quarter 2 of £191.908m and

f)     the capital spend as at 30 September of £47.454m

Cabinet approves:

a)    the movement of £0.800m budget from the centrally held Corporate budget to Depot & Office Strategy to cover inflationary increases for Hindon Stagger Salt Depot

b)    to recommend to Full Council  ...  view the full minutes text for item 110.

Report of the Chief Executive

Cllr Botterill, Cabinet Member for Finance, Development Management and Strategic Planning presented the report which provided information about the performance of the Council up to 30 September 2022 against the parameters set out in the approved Treasury Management Strategy for 2022/23.

The Cabinet noted the following:

·       The Council has not taken out any new PWLB borrowing during 2022/23

·       Projected underspend in respect of interest receivable/payable of £1.265m, against budget

·       No breaches of any of the Council’s performance indicators for the period

·       The Council has breached the counterparty monetary limit for an investment held with Handelsbanken (35 day notice account).

Cllr Ian Thorn commented on the current level of borrowing compared to the maximum amount of borrowing allowed. In response, officers raised no concerns about the level of borrowing, approved by Full Council in February 2022.  

Cllr Graham Wright, Chairman of the Overview and Scrutiny Management Committee and Cllr Pip Ridout, Chair of the Financial Planning Task Group reported that the Management Committee and Task Group met on the 25 November to consider the report. It was acknowledged that managing the council’s investments and borrowing is now more challenging, and the assumptions behind not borrowing further in this financial year and the risks involved in borrowing to lend to Stone Circle were understood. They did not raise any significant concerns.

Cllr Gavin Grant commented on the Council borrowing £80m in March 2022 and asked for the detail of interest rates at that time in comparison to current rates and the impact on the Council. In response, officers explained that there were 4 amounts of £20m borrowed at interest rates of 1.95%, 1.98%, and 2 at 2%. This is in comparison to the prevailing rate of 3.5%. It was noted that the Council was now investing surplus cash at a more favourable rate.

Cllr Dr Brian Mathew and Cllr Clare Cape commented on their concerns in relation to the Council investing £10m in Qatar. The Leader and Cllr Botterill explained that investment decisions had a level of risk and decisions are taken about investments within those clear risk defined boundaries which are annually approved by Full Council under the Treasury Management Strategy.

Resolved:

a)    that the contents of this report are in line with the Treasury Management Strategy 2022/23.

b)    the performance of the Council’s investments and borrowings against the parameters set out in the approved Treasury Management Strategy for 2022/23.

Reason for Decision:

To give members an opportunity to consider the performance of the Council in the period to 30 September 2022 against the parameters set out in the approved Treasury Management Strategy for 2022/23.

Report of the Chief Executive

Cllr Richard Clewer, Leader of the Council and Cabinet Member for Climate Change, MCI, Economic Development, Heritage, Arts, Tourism and Health & Wellbeing presented a report which provided an update on performance and emerging targets against the stated missions in the Council’s Business Plan 2022-32 for quarter two, along with a summary of strategic risk.

The Leader explained that the report provided the current corporate performance framework, with measures used to monitor progress against the 10 missions detailed in the Council’s current Business Plan. The Strategic Risk Summary captured and monitored significant risks facing the Council  in relation to in-service risks facing individual areas and in managing its business across the authority. Cabinet noted that the targets were flexible and would evolve over time. 

Cllr Ian Thorn commented on the following:

·       Concerns about the Educational Gap: Phonics and KS4 performance targets. In response, the Leader also stated his concern about the performance of the two targets. There was a need to understand the context and the plans to address these targets, through further detailed scrutiny by the appropriate Select Committee. The Deputy Leader confirmed that representatives of the Council attended the Wiltshire Learning Alliance and reported that expertise from well performing schools is shared to help improve the performance of all Wiltshire schools.

·       The regional cluster target was welcomed.

·       Voter turnout in Neighbourhood Plan Referendums and Unitary By-Elections and how the Council could influence turnout figures. In response, officers indicated that it was always the wish for more voter engagement although Council influence in these areas was limited, however officers would reflect further on those areas where the Council had an influence.

Cllr Graham Wright, Chairman of the Overview and Scrutiny Management Committee reported that due to the Management Committee meeting earlier in November, it hadn’t been able to review the report at a formal meeting. However, he confirmed that the Select Committee Chairs had all considered the indicators within their committee’s remit.

Cllr Gavin Grant commented on the ‘We have the Right Housing’ measure and the figures in relation to the increase in the number of people on the housing register and delivery of affordable housing. In response, Cabinet Members explained that the process for joining the Housing registered had been improved.

Resolved:

1. Note the updates and outturns against the measures and activities ascribed against the Council’s priorities and agree the initial targets.

2. Observe the Strategic Risk Summary.

Reasons for decision:

To provide Cabinet with a quarterly update on the current corporate performance framework, which is compiled of the measures used to monitor progress against the 10 missions laid out in Wiltshire Council’s Business Plan 2022-32.

For the first time, targets are now starting to be included. The Strategic Risk Summary captures and monitors significant risks facing the Council, in relation to in-service risks facing individual areas and in managing its business across the authority.

This is supported by, and in compliance with, the Council’s Corporate Performance and Risk Policy.

                 Report of the Chief Executive

Cllr Nick Botterill, Cabinet Member for Finance, Development Management and Strategic Planning presented a report detailing proposals to support the introduction and adoption of a Socially Responsible Procurement Policy in the Council’s procurement process.

Cllr Botterill explained that the Policy is in response to the Public Services (Social Value) Act 2012 which came into force on 31 January 2013 and requires public authorities to have regard to economic, social, and environmental well-being in connection with public services contracts; and for connected purposes. It was noted that consideration of the Act is embedded in the Council’s procurement and commissioning processes and the Policy enabled the Council to adopt a formal approach to social value. The report indicated that the Policy aimed to provide an overarching framework and unified approach and identified five priorities that represented the Council’s values and beliefs. This would ensure the Council maximises the social, economic, environmental and cultural well-being that it delivers through its procurement activity.

Cllr Ian Thorn welcomed the initiative and commented on the following:

·       Referenced a recent discussion by Cabinet on procurement process for a New Term Highways contract and asked how the objectives of the Policy were factored into the Council’s ambitions and impacting decisions made. In response, officers described the processes leading to discussions on these matters and the use of toolkits suitable to the procurement situation which led to appropriate decisions based on the category of spend.

·       A concern that the new approach would lend itself towards favouring larger organisations, with local and smaller organisation unable to bid for contracts due to their inability to demonstrate ethical procurement impacts. In response, officers referred to the Wiltshire first approach detailed in the appendix to the report and the prioritisation of local organisations.

·       Referred to the five priorities and how they would be employed during the procurement process. In response, the Leader and officers confirmed that all the priorities held equal importance and how they were employed would depend on the type of contract being considered.

Cllr Graham Wright, Chairman of the Overview and Scrutiny Management Committee reported that the Management Committee considered the draft Policy at its meeting on 15th November 2022 and supported the introduction of a Policy to help drive social value into the council’s procurement activities.  The Management Committee pointed out that there was no information within the policy to specifically outline benefits, timescales, requirements, how the council would buy better or how the potential impact would be measured. There was also some concern raised that the policy might limit the choice of who the Council could outsource to if the policy was over-prescriptive. Given this, the Committee resolved to receive a further item on implementation of the Policy in the New Year, specifically looking at how the impacts of the Policy will be measured and evaluated and the Socially Responsible Procurement Toolkits.

Cllr Dr Brian Mathew commented on the time difference between the Act coming into force and the adoption of the Policy. In response, Cllr Botterill confirmed  ...  view the full minutes text for item 113.