Agenda and minutes

Members are reminded that at the start of the meeting they should declare any known interests in any matter to be considered, and also during the meeting if it becomes apparent that they have an interest in the matters being discussed.

The Chair reminded Members of the need to declare known interests in any matters to be considered at the meeting. No declarations were made.

To receive the minutes of the meeting held on 7^th December 2022.

Resolved – That the minutes of the meeting held on 7^th December 2022 be confirmed and signed as a correct record.

See the explanatory note on the full agenda pack (pdf). Please contact the Committee Officer whose details appear at the top of this agenda if you need further guidance.

Those wishing to submit questions are requested to send them to CommitteeServices@swindon.gov.uk no later than 15:00 two clear days before the meeting (Monday 30^th January 2023).

Mr Bob Barrett, a Swindon resident, submitted questions in advance concerning communications from Swindon Borough Council regarding the work required at David Murray John Tower. A written response was provided. Mr Barrett asked a supplementary question concerning the future of David Murray John Tower, and whether engagement with residents could be improved. Alison Barker, the Corporate Director of Adults Health and Housing, Mike Ash, Director of Housing, Councillor Renard and Councillor Williams responded to Mr Barrett at the meeting.

Ms Pam Webb from Voluntary Action Swindon submitted questions in advance regarding the Budget Report 2023/24, and attended the meeting in person. A written response was provided. Ms Webb also asked a supplementary question concerning the potential for increased demand on the voluntary sector due to budgetary pressures. Councillor Ford, The Cabinet Member for Adults and Health agreed to meet with Ms Webb separately to discuss the finer details of the budget proposals.

Certain items are expected to include the consideration of exempt information and the Cabinet is, therefore, recommended to resolve "That, in accordance with Section 100A(4) of the Local Government Act 1972, the public be excluded during the discussion of the matters referred to in the items listed below, on the grounds that they involve the likely disclosure of exempt information, as defined in the respective paragraph of Part 1 of Schedule 12A of the Act".

Resolved: ‘That, in accordance with Section 100A(4) of the Local Government Act 1972, the public be excluded during the discussion of the matters referred to in the items listed below, on the grounds that they involve the likely disclosure of exempt information, as defined in the respective paragraph of Part 1 of Schedule 12A of the Act.’

Councillor Keith Williams, the Cabinet Member for Climate Change, Finance and Commercialisation, along with the Corporate Director of Finance and Assets (Section 151 Officer), submitted joint report setting out the current budget management position for the 2022/23 financial year and proposing a Budget for 2023/24. It was noted that, under the Council’s Constitution, the Cabinet is required to recommend a budget to Council as part of its formal Council Tax Setting responsibilities.

Councillor Williams introduced the joint report and informed Members about the following. (1) The improvement in the current financial year’s position by £4m since the last report.

(2) That Council would be recommended to approve a Council Tax increase of 4.99%, which would include 2% Adult Social Care precept.

Councillors James Robbins, and Dale Heenan asked questions on the following matters:

1.    That opposition Councillors had not been involved in budget discussions prior to the report being written due to the challenging timescales around involved with finding unprecedented savings

2.    The level of confidence around making the savings detailed in the report and that the Council would still be able to deliver successfully against the Priorities and Pledges

3.    That the increase in Council Tax was only half the rate of current inflation, and was in line with increases throughout the country

4.    That the Council Tax booklet will be published as soon as possible after agreement at Council

5.    How the Council can highlight the good work that is taking place in the midst of the budget pressures, and how residents can be made more aware that the majority of the budget is spent supporting vulnerable Children and Adults

6.    That there are high-level task forces working within Directorates to focus on achieving the savings that have been identified

The Cabinet Member for Adults and Health offered Members the opportunity hold a joint seminar for Members to help improve knowledge around where budget is being spent to support vulnerable residents. The Cabinet Member for Children’s Services stated that the Council’s statutory services will not fail, and work was in progress with officers to ensure that funds are reaching those residents who require support.

The Leader went to thank all officers who have been involved with developing proposals in what has been a challenging period.

Resolved: (1) That the medium term financial context and impact on Swindon of the draft Local Government Finance settlement be noted;

(2) That Cabinet noted the projected out-turn for 2022/23;

(3) That the consultation feedback summarised in Appendix 3 be noted;

(4) That it be noted that the detailed Dedicated Schools Grant budget for 2023/24 would be based on a provisional funding envelope of £219.519m;

(5) That the report by the Corporate Director of Finance and Assets, regarding the robustness of the estimates underlying the recommended budget and adequacy of reserves, as set out in Section 5 be noted;

(6) That the virements set out in Appendix 2 be approved;

(7) That the medium term financial strategy, set out in Appendix 6 be  ...  view the full minutes text for item 44.

Councillor Keith Williams, the Cabinet Member for Climate Change, Finance and Commercialisation, along with the Corporate Director of Finance and Assets, submitted joint report to provide an update to the Capital Strategy and report new capital investment requirements through to 2027/28.

Councillor Williams introduced the joint report and drew Members’ attention to the recommendations.

Councillor James Robbins raised a question regarding the removal of funding for improvements to Rodbourne Road, and Councillor Sumner, Cabinet Member for Strategic Infrastructure, Transport and Planning advised that as the project was still in the planning stage, there would be wider funds available nearer the time for work that needed to be completed.

Resolved: (Minute for Confirmation)

(1) That Council be recommended to approve the additions to the Capital Programme and funding sources for the schemes set out at Appendix 1 and notes the impact on long term borrowing of the approvals sought in this report, as set out at paragraph 3.7;

(2) That Council be recommended to agree that further updates to the Capital Programme can be approved by Cabinet within the approved capital financing revenue budget and prudential indicators;

(3) That Council be recommended to approve the allocation of schools grant funding as detailed in paragraph 3.10;

(3) That Council be recommended to  allocate S106 developer funding as detailed in paragraph 3.13;

(4) That Council be recommended to remove the schemes detailed at paragraph 3.14 from the Capital Programme;

(5) That Council be recommended to approve the Capital Strategy attached at Appendix 2

The reasons for the decision and alternative options are as set out in the report to the meeting.

Councillor Keith Williams, the Cabinet Member for Climate Change, Finance and Commercialisation, along with the Corporate Director of Finance and Assets submitted a joint report on the Treasury Management Strategy for 2023/24, including Prudential Indicators up to 2027/28 and the Minimum Revenue Provision Policy Statement.

Councillor Williams introduced the joint report as tabled and advised Cabinet that the Treasury Management Strategy and associated policies had been endorsed by the Council’s Audit Committee on 31^st January 2023.

Councillors James Robbins and Dale Heenan asked questions on the following matters:

1.    That due to investments in the town which included building new schools, the total debt of the Council was currently £406.3m, with an annual charge of £7.8m to service the debt

2.    That £43.1m of the debt was due to borrowing as part of the PFI scheme for building new schools, and that £94m was debt that the Council had carried due to Council housing. This had been reduced from a level of £150m

Resolved: (Minute for Confirmation)

That Council be recommended to approve the Treasury Management Strategy, Minimum Revenue Provision Policy and Prudential Indicators, as set out in Appendix 1.

The reasons for the decision and alternative options are as set out in the report to the meeting.

Councillor David Renard, Leader of the Council along with the Director of Housing submitted a joint report setting out the proposed rents, service charges, support charges for 2023/24 and proposed Housing Revenue Account (HRA) budget for 2023/24.

Councillor Renard introduced the joint report and advised Cabinet of the context for how the rent levels were determined along with the rationale for the proposed increases.

1.    There was consultation with various tenant groups, in community cafes and online where rent increases of 3, 5 or 7% were discussed

2.    All three options are below the 11.1% that would have been allowed under the previous rent cap formula of September CPI + 1%

3.    The general consensus at these consultations was to increase rents by 5%

4.    Due to this, there will be 3.4m less in the HRA for repairs and maintenance, affordable housing, and work towards achieving energy efficiency.

5.    Choosing the 5% increase rather that 7% would help to mitigate the rise in energy and service charge costs for tenants

6.    There will be an average weekly rent increase from £86.20 to £90.51

7.    That it is a key priority of Neighbourhood Housing Officers to help those struggling with rent payments. There is also a continuation of the discretionary housing payment fund for HRA tenants.

8.    There is £17m available for capital investment in housing stock which includes £3.5m for energy efficiency work. There may also be match-funding available for these measures.

9.    That the Council is committed to providing additional affordable housing, including the Queen’s Drive development and £2m for existing properties.

10.That Council Housing stock numbers have gone up by 28 during 22/23

11.That the Council has been awarded £2.3m for homes for refugees from the Ukraine and Afghanistan

Resolved: (Minute for Confirmation)

(1) That Council be recommended to approve the proposed average social rent for Housing Revenue Account (HRA) dwellings for 2023/24 of £90.51 per week (52-week basis), which is an increase of 5.0% (£4.31 per week per average dwelling), as set out in full in paragraph 3.9.

(2) That Council be recommended to approve the proposed average affordable rent for Housing Revenue Account (HRA) dwellings for 2023/24 of £128.45 per week (52 week basis), which is an increase of 5.0% (£6.11 per week per average dwelling), as set out in full in paragraph 3.10.

(3) That Council be recommended to authorise the Director of Housing to seek authority from the Secretary of State to extend permission to continue providing a budget of £200k within the HRA for payments to Council’s tenants under the Discretionary Housing Payments scheme in 2023/24 as detailed at paragraph 3.27. (4) That Council be recommended to Approve the housing related support charges for 2023/24 and service charges for

2023/24 as outlined in Appendix 2.

(5) That Council be recommended to approve the leaseholder service charges for 2023/24 as shown in Appendix 3.

(6) That Council be recommended to approve both the Housing Revenue Account (HRA) proposed budget 2023/24,  ...  view the full minutes text for item 47.

Councillor Oladapo Ibitoye, Cabinet Member for Education and Skills, along with the Commissioner Education Place Planning and Admissions, submitted a joint report seeking Cabinet’s agreement to put in place the co-ordinated admission arrangements for the normal point of entry (Reception, Year 3, Year 7), In-year admission arrangements for all Swindon Schools, and the Admissions Policy and Published Admission Numbers (PAN) and Catchment Areas for Community and Voluntary Controlled Schools in Swindon for September 2024.

Councillor Ibitoye introduced the joint report as tabled.

Resolved: (1) That the co-ordinated scheme of admission arrangements for the normal point of entry (Reception Year, Year 3 and Year 7) for all primary schools and secondary schools in Swindon from September 2024 (attached at Appendix 1) be approved;

(2) That the co-ordinated In Year admission arrangements for all primary schools and secondary schools in Swindon from September 2024 (attached at Appendix 4) be approved;

(3) That the admission numbers and arrangements for Community and Voluntary Controlled schools from September 2024 (attached at Appendix 2) be approved;

(4) That the Final Delayed and Deferred Admissions Policy be approved.

The reasons for the decision and alternative options are as set out in the report to the meeting.

The Leader of the Council, alongside the Cabinet Member for Organisational Excellence introduced a report which detailed why the Council’s Customer Feedback and Complaints Handling Policy needs to change to reflect guidance from the Housing Ombudsman and a recent change in legislation.

Councillor Renard went on to explain that the process was currently a three-stage process for Swindon Council tenants. A Tenant Complaint Panel was established as the ‘designated person’ and heard any complaints which had been raised as a Stage 3 complaint. Advice from the Housing Ombudsman suggested there should be no more than two stages to the process.

Resolved: That Cabinet authorise the Director of Housing to:

(1)Remove from the Customer Feedback and Complaints Handling Policy all reference to Stage 3 of the complaints process for housing tenants

(2) Add in to the Customer Feedback and Complaints Handling Policy guidance to Council tenants on contacting the Housing Ombudsman after Stage 2 of the complaints process.

The Cabinet Member for Organisational Excellence introduced the report which sets out the Council’s Pay Policy Statement for April 2023 for consideration prior to referral to Council for approval.

Resolved – (1) That subject to approval by Council, the Director of People, Customer and Organisational Resilience be authorised to update the salary information on 1st April 2023 prior to publication

(2)That Council be recommended to approve the Council’s pay policy statement for April 2023 set out in Appendix 1 of the Officer’s report

The Cabinet Member for Organisational Excellence introduced the report which provided an update on the Pay and Reward project and sought Cabinet’s agreement on a number of recommendations related to the project. Full details of the proposed changes to the Council’s pay model and terms and conditions were noted in Appendix 1 and included further detail regarding how the scheme is to be established to be within the Collective Agreement.

Councillor Heenan advised that the project was necessary to attract a high quality of staff and to move the Council’s offer to a mid-market position. There was expected to be an increase in staff costs initially, but the work would enable a reduction in agency staff costs over time. He went onto say that the terms and conditions had been negotiated with union members, and the target for implementation was late-summer 2023.

The Leader went on to say that there was a national challenge with recruiting staff, and thanked officers for their hard work in developing the project.

Resolved: - (1) That Cabinet recommend that Council Approves the Pay and Reward proposal outlined in the body of the text and Appendix 1 for inclusion in the Council’s budget for 2023/24

(2) That Subject to Council approving the budget as set out in recommendation 2 and all the dependencies outlined in 3.22 being satisfied, Cabinet authorise the Head of Paid Service to implement the model as per the plan

(3) That, if following the ballot, the recognised trade union request changes to the offer outlined in Appendix 1, Cabinet authorise the Head of Paid Service to make changes to the proposal, in consultation with the Leader of the Council, as long as the whole offer to be covered by Collective Agreement does not exceed the budget agreed and as set out in 5.1.

The Cabinet Member for Climate Change, Finance and Commercialisation introduced the report which provided Cabinet with an update on the current position regarding the condition and immediate future of the David Murray John Tower (DMJ), with recommended solutions. The report was deemed necessary due to recent survey work into the condition and long-term investment requirements for the building and confidential external legal advice.

Councillor Williams highlighted the following points:

1.      That following professional advice, a potential hazard has been identified which could provide a future health and safety risk to passers by

2.      That the structure of the Tower is safe

3.      Regular maintenance is already taking place to ensure that any loose cladding is identified and made safe

4.      A spend of c. £5m on scaffolding is needed to ensure that the required works are completed

5.      The shopping area also needs scaffolding to support the work, although this part of site is not the Council’s property

6.      Approximately half of the tower was occupied for commercial use, but these spaces are currently not used. There are 72 flats in the building, with some still occupied at present

7.      The work that has been identified will require an outer wrap on the building and will take up to two years to be completed. During that time there will limited natural light, so the recommendation is that residents seek alternative accommodation

Resolved – (1) That Cabinet approve and authorise the Director of Housing in consultation with a Head of Property Assets to:

(a)   Commission the works set out in paragraphs 3.5 and 3.6 over the next two financial years starting 2023/24

(b)   Approve an overall budget of £6.8m funded through £2.65m of HRA reserves and £4.15m of Council Borrowing, as detailed in exempt Appendix 1

(2) That the Head of Property Assets be authorised to purchase the leasehold interests of flat owners within the DMJ should they wish to sell, at the open market value of their property and on such terms and conditions as are required to protect the Council’s interests and to progress the action set out in exempt Appendix 1 attached

(3) That the Director of Housing be authorised to rehouse existing tenants of the Council from the DMJ, wishing to move with immediate effect

(4) That the requirement to account for the Secure Tenancies within the Housing Revenue Account as set out at paragraph 3.7 be noted

(5) That the vacant properties are declared surplus by the HRA and therefore

accounted for within the General Fund and the Director of Housing is able to declare all future vacated flats surplus to HRA use are approved

(6) The Cabinet Member for Climate Change Finance and Commercialisation and The

Cabinet Member for Health Inequalities and Housing along with the Head of Property Assets and the Director of Housing bring a further report to Cabinet on the longer term future for the building.

This Minute contains information considered exempt and will be circulated separately to relevant Members.

This Minute contains information considered exempt and will be circulated separately to relevant Members.