Agenda, decisions 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.

The Chair and Councillor Emma Bushell made personal, non-prejudicial declarations of interest as their employer, UK Research and Innovation (UKRI), was mentioned in the appendix to Agenda Item 9 – Vision for the Heart of Swindon.

To receive the minutes of the meeting held on 11^th September 2024.

Resolved – That the minutes of the meeting held on 11^th September 2024 be confirmed and signed as a correct record.

See the explanatory note below. 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 3.00pm two clear working days before the meeting [Friday 8^th November 2024].

The following submissions were made under this item:

• Neil Robinson, Save Oasis Swindon Campaign, submitted a number of questions relating to the funding for a new entertainment theatre and the re-opening of a sports hall at the Oasis, to which Councillor Kevin Small, Cabinet Member for Finance, responded at the meeting.
• Josie Lewis, Swindon resident, asked a question regarding the maintenance of the Tiverton Road and Cricklade Road open spaces to which Councillor Jim Robbin, Leader of the Council and Councillor Small responded at the meeting.
• Martha Parry, Chair of Swindon Civic Voice, asked a question on the support that the Council could provide to this organisation, to which Councillor Robbins responded at the meeting.
• Roy Worman, Swindon resident, asked a number of questions relating to: (1) the LGA Corporate Peer Review; (2) the ability of residents to contact the Council; (3) Councillor Surgeries, and; (4) topics for the upcoming Let’s Talk Swindon events, to which Councillor Robbins and Councillor Emma Bushell, Deputy Leader of the Council and Cabinet Member for Organisational Oversight, responded at the meeting.

The full details of all submissions under this item and the responses provided can be found in Annex 1.

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 any 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 relevant paragraphs of Part 1 of Schedule 12A of the Act.

Non-key Decision

Following consideration of the report, appendix and debate, the Cabinet resolved:

(1)   That the contents of the Corporate Peer Challenge report, outlined in Appendix 1 , be noted.

(2)   That the Council’s thanks to the Corporate Peer Challenge Review team be recorded.

(3)   That a paper with the Council’s action plan in response to the Corporate Peer Challenge be brought to Cabinet in December 2024 for approval.

(4)   That progress against the action plan be brought back for consideration by Cabinet in March 2025.

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

Councillor Jim Robbins, Leader of the Council, submitted a report which outlined the outcome of the recent Local Government Association (LGA) Corporate Peer Challenge, undertaken on 10-13^th September 2024. The report set out how it is good practice for all councils to undertake a corporate peer challenge at least every five years, and that Swindon Borough Council was committed to the process of peer assessment and support.

Councillor Robbins introduced the report and set out the background as to why the Administration had invited the LGA to undertake the peer challenge. He was pleased to note the positive feedback received with regards to the impact that events such as Let’s Talk Swindon had had on the culture of the organisation, and which had provided a positive way for residents to engage with the Council and understand its Missions.

Councillor Robbins made reference to the recommendations submitted by the peer review team, the financial difficulties faced by all local authorities, and the awareness of the Administration about the challenges being faced. Other positives highlighted by Councillor Robbins included the pace of the transformation programme and the clarity provided to officers on the redesign of services and structures, and the need to maintain momentum on the improvements being made to Children's Services. Councillor Robbins further noted their comments relating to communications and working more closely with partners to promote Swindon and drive improvements to the town forward.

Councillor Robbins made clear his thanks to officers for the support provided to the Administration since it had taken control of the Council, and for their hard work and dedication. He also remarked on the positive comments the peer review team had made about the Cabinet and his relationships with the Chief Executive and Deputy Leader of the Council.

Councillor Robbins concluded by reflecting on the importance of ensuring that the positive culture change within the Council is demonstrated to residents and acknowledged through improvements in service delivery.

Councillor Janine Howarth, Cabinet Member for Housing, wished to acknowledge the breadth of the work undertaken by the Administration since May 2023, its achievements during that time, and the positive improvements reflected in the report.

Councillor Chris Watts, Cabinet Member for the Environment and Transport, congratulated Cabinet, the senior leadership team and officers on their work to achieve the progress reflected in the report. He also commented on the achievements made in the last 18 months whilst acknowledging the work still to be done.

Councillor Paul Dixon, Cabinet Member for Children’s Social Care, welcomed the report, echoed the comments of Councillor Howarth and Councillor Watts, and highlighted that: internal communications had improved; self-awareness had improved, and; there was clarity on the issues and challenges being faced.

Councillor Jim Grant, Cabinet Member for Communities and Partnerships, reiterated that it would be important to ensure residents recognise the improvements made so far to the Council and acknowledge that this would be a continuous journey.

Following consideration of the report, appendix and debate, the Cabinet resolved:

(1)   That  ...  view the full minutes text for item 52.

Non-key Decision

Following consideration of the report, appendix and debate, the Cabinet resolved:

(1)   That the increase in participation in the Resident Survey by Swindon residents of nearly 25% in 2024 be noted.

(2)   That the improvement in all Council specific results of the 2024 Swindon Resident Survey, attached at Appendix 1, be noted.

(3)   That the importance of ongoing and meaningful engagement with residents, enabled by events such as Let’s Talk Swindon, be recognised and the next round of engagement events, as articulated in paragraph 3.15 of the report, be approved.

(4)   That the Chief Executive be requested to consider how further participation can be widened in the resident survey in future years, and ensure that engagement with under-represented groups happens in advance of the survey taking place in 2025 to understand barriers to participation.

(5)   That the Chief Executive be requested to ensure that the results of the survey are considered when preparing the next iteration of deliverables for the Swindon Plan throughout 2025.

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

Councillor Jim Robbins, Leader of the Council, submitted a report which provided details of the 2024 Swindon Resident Survey results. The report set out how the survey was conducted from 12^th August to 1^st September 2024, with the results providing an annual monitoring tool using the 2023 survey as the baseline. The report also set out how the results can be used to shape local policies and services, understand what the Council is doing well, and what the Council could be doing better.

Councillor Robbins introduced the report and highlighted some key points which included: how important the opinions of residents were; the increase in the response rate from residents; how some recipients of the survey were selected to be a representative sample of the residents of Swindon, but that it had also been advertised on the Council’s website; that there had been an increase in the response of residents who trust the Council and think it is delivering value for money; the concerns from residents regarding safety at night in the town which the Administration would be reviewing in partnership with others such as the Police and Crime Commissioner and the Police, and; that Swindon remains one of the safest places in the country but there is clearly a growing fear of crime and the perception of crime by the residents which the Council had a role to address.

Councillor Marina Strinkovsky, Cabinet Member for Planning and Placemaking, commented on the importance of good communication and listening to residents, along with undertaking reviews and surveys to make sure the Council is progressing in the right direction. She noted that it was for Cabinet now to ensure that the priorities for the residents of Swindon are met.

Councillor Watts referred to the approach taken by the Administration to be open, transparent and engaged with residents, which he felt had been successfully demonstrated at the parish level in central Swindon. Councillor Watts believed that the achievements shown in the report were encouraging for the Administration and he hoped it would be built on.

Following consideration of the report, appendix and debate, the Cabinet resolved:

(1)   That the increase in participation in the Resident Survey by Swindon residents of nearly 25% in 2024 be noted.

(2)   That the improvement in all Council specific results of the 2024 Swindon Resident Survey, attached at Appendix 1, be noted.

(3)   That the importance of ongoing and meaningful engagement with residents, enabled by events such as Let’s Talk Swindon, be recognised and the next round of engagement events, as articulated in paragraph 3.15 of the report, be approved.

(4)   That the Chief Executive be requested to consider how further participation can be widened in the resident survey in future years, and ensure that engagement with under-represented groups happens in advance of the survey taking place in 2025 to understand barriers to participation.

(5)   That the Chief Executive be requested to ensure that the results of the survey are considered when preparing the next  ...  view the full minutes text for item 53.

Non-key Decision

Following consideration of the report, appendix and debate, the Cabinet resolved:

(1)   That the increase in participation in the Colleague Survey of nearly 50% in 2024 over last year’s participation total be noted.

(2)   That the significant improvement in the majority of the 2024 Swindon Colleague Survey results, attached at Appendix 1, that will be shared and discussed with colleagues in the upcoming Let’s Talk Swindon events, be noted.

(3)   That the Chief Executive be requested to consider how participation can be further widened in the colleague survey in future years and ensures that engagement with under-represented groups happens in advance of the survey taking place in 2025 to understand barriers to participation.

(4)   That the Chief Executive be requested to ensure that the results of the survey are considered when preparing the next iteration of the At our Best Programme.

(5)   That the follow up approach outlined in the report be noted.

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

Councillor Emma Bushell, Deputy Leader of the Council and Cabinet Member for Organisational Oversight, submitted a report which provided details of the 2024 Colleague Survey results. The report set out how the survey was conducted from 1^st September to 30^th September 2024 with the results providing an annual monitoring tool using the 2023 survey as the baseline. The report also set out how the results will be used to inform a set of Corporate Priorities as well as Directorate Plans, and to help identify barriers to colleague engagement to improve organisational performance.

Councillor Bushell introduced the report and suggested that the delivery of the Swindon plan and the ambitions for Swindon and its residents could not be achieved without the skills, commitment and hard work of staff. Therefore, Councillor Bushell believed it important to evaluate how officers feel about working for the Council as a key way to measure progress against the goal set by the Administration to attract and retain the best and the brightest employees.

Councillor Bushell was pleased to note that the percentage of positive responses to questions had increased in all but two categories since the last survey, especially given the background context of: the financial pressures on the Council and the unprecedented savings officers were being asked to make; the huge amount of change being experienced by officers; the new administration; the emerging transformation programme; the new Corporate Management Team, and; the introduction of the Swindon Plan which was bedding in. She believed this indicated the impact that the new senior leadership team was having as well as demonstrating that staff can see the visible leadership from both them and Cabinet.

Councillor Bushell confirmed that there was room for improvement and work to be undertaken to respond to the results. Of note was: that the response rate had not been as high as desired on some questions; that the survey had mostly used the same question set as the last survey so that progress could be measured; that 1501 colleagues had completed the survey, a completion rate of 51.3% which had increased from 35% in the previous year; that the higher participation rate was a positive improvement; that staff members believing that people from different backgrounds and opinions could be themselves and thrive had increased by over 9%; that staff members recommending the Council as a ‘great place to work’ had increased by almost 9.5%.

Councillor Bushell concluded by highlighting what the next steps would be to build on the survey results, and in particular how it would form part of the Let's Talk Swindon colleague engagement sessions.

Councillor Robbins expressed his gratitude to the Corporate Management Team for providing strong leadership during the difficult challenges currently being experienced by the Council. He referenced the work done to improve staff engagement and how seriously the Administration would take the outcomes from this survey to help improve the results from future surveys. Councillor Robbins also wished to formally record his thanks to Martin Bell,  ...  view the full minutes text for item 54.

Key Decision

Following consideration of the report, appendix and debate, the Cabinet resolved:

(1)   That the Corporate Director of Inclusive Economy & Sustainability be authorised to undertake a consultation on the proposed Vision for the Heart of Swindon, attached at Appendix 1 to the report.

(2)   That the final Vision for the Heart of Swindon be submitted to Cabinet for formal approval following the consultation.

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

Councillor Jim Robbins, Leader of the Council, submitted a report which sought approval to engage with residents, businesses and investors on a Vision for the reinvention of Central Swindon. The report set out how the proposals contained within the Vision would markedly improve Central Swindon as a place to live in, work in and visit.

Councillor Robbins introduced the report and highlighted some matters which included: his gratitude to Allies and Morrison, a team of specialist master planners who had embarked on a similar piece of work in Swindon previously, and some of whom had not charged for their involvement now; that Swindon Borough Council would not be able to undertake all of the work itself on this project; that the proposals would be discussed at the Let's Talk Swindon events, with members of the public having the opportunity to comment on all of the Councils ambitions; how the updated Vision, incorporating the consultation outcomes, would be brought back to Cabinet at a future meeting date for formal approval; that investors would be approached following that decision with a view to encouraging regeneration, and; how the responses from the residents survey had indicated support for the town centre being reinvented and made more attractive and vibrant.

Councillor Robbins referred to the ambitions that comprised the Vision, which included: bringing forward a Centre for Living whereby more people live in the town centre, making it a creative space by building on the relationship with the Arts Council and driving forward the delivery of the new cultural venue; bringing forward a Centre for Learning by working with higher education institutions to provide space as a hub for students; bringing forward a Knowledge Centre with the regeneration of the land around the railways, working with UKRI, Network Rail and their investors in creating new jobs, facilities and residential areas; bringing forward a Green and Healthy Centre by ensuring that parks are connected, trees are planted, and ‘pocket parks’ are created; bringing forward a Vibrant Centre by having the right mix of retail, hospitality and community spaces; bringing forward a Connected Centre where it is easier to travel around the town and there is more active travel such as walking and cycling, and; creating a Proud Swindon by tapping into its heritage and building innovation centres for the future. 

Councillor Kevin Small, Cabinet Member for Finance, reflected on his involvement with numerous proposals for the town centre during his time on the Council, most of which proposed to make the town centre bigger. Councillor Small believed that this Vision reshaped the town centre rather than expanded it, and had more buy-in than previous plans. He referred to the low land values in Swindon not providing great returns for investors, but suggested that proposals like the entertainment centre, the bus boulevard and improvements to the town centre shopping areas would all improve the land values and attract investment. Councillor Small also acknowledged that the town centre as a space for shopping needed to shrink following  ...  view the full minutes text for item 55.

Key Decision

PLEASE NOTE: Call-in requests cannot be submitted for decisions that have had pre-decision scrutiny

Following consideration of the report, appendices and debate, the Cabinet resolved:

(1)   That the current Bus Station site be approved as the location for a new entertainment venue.

(2)   That the Corporate Director of Inclusive Economy & Sustainability be authorised to undertake further engagement with prospective operators to inform preparation of a detailed business case.

(3)   That a budget of up to £40k, funded from the feasibility reserve, be approved in order to secure specialist advice on the content of the detailed business case.

(4)   To note that a report would be brought back to Cabinet to approve the detailed business case to provide the basis for commencement of formal procurement for a new entertainment venue.

(5)   To note the comments and feedback on the proposals provided by the Corporate Overview and Scrutiny Committee as part of the pre-decision scrutiny process.

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

Councillor Jim Robbins, Leader of the Council, and Councillor Kevin Small, Cabinet Member for Finance, submitted a joint report which set out proposals to progress the work to deliver a new entertainment venue for Swindon. The report also explained how a venue at Kimmerfields would bring significant benefits to Central Swindon’s evening, cultural and leisure economy and set out the strong operator interest in managing the venue.

Councillor Robbins began by introducing the report and he highlighted the following: how a new entertainment venue would help to start delivering the ambitions set out in the Vision for the Heart of Swindon; the importance of putting plans in place to replace the Wyvern Theatre given that it was coming towards the end of its life; that the Wyvern Theatre would still be operational for a number of years but that there were significant challenges with the building which would eventually require a huge amount of investment; that expert advice had indicated there is demand for a bigger theatre in Swindon, to provide a better level of performance by attracting larger shows and acts than the Wyvern Theatre can accommodate; the work that needed to be undertaken with the different operators of these types of venues in the market to understand what would be the best options for Swindon; the assessment of risk and mitigation required to protect the Council and any investment it makes, and; the various locations assessed for suitability, with the current bus station site being determined as the most appropriate and in need of redevelopment.

Councillor Small further added to Councillor Robbins comments and highlighted: that consultants had been approached to provide advice on the most appropriate way forward, and who had suggested creating a building using a modular construction similar to the ABBA venue in London; that taking this economical approach would mean delivering a new entertainment venue in Swindon within a shorter timeframe; the flexibility offered by a modular construction with regards to various seating and standing arrangements and what this means in terms of the differing types of events that can then be held; the better acoustics and more modern experience provided by a purpose built venue compared to a sports hall for example; the demonstrable commitment from this Administration to this project which should help when applying for grant funding, and; the support from residents for a bigger and better venue in Swindon to attract acts and shows.

Councillor Strinkovsky referred to: the modern construction buildings that her and Councillor Small had reviewed and her support of adopting that approach for this new venue; the unwarranted and unnecessary focus on materials and technique for the building of this venue since construction techniques move on; the innovative proposal being put forward which would put Swindon ‘on the map’, and; how the proposals continue the approach of building on Swindon’s heritage and tradition of invention to provide the best for residents.

Councillor Robbins concluded this item by recognising the input from the Corporate Overview and Scrutiny  ...  view the full minutes text for item 56.

Key Decision

Following consideration of the report, appendices and debate, the Cabinet resolved:

(1)   That the 2024/25 forecast revenue out-turn position for each service area, as set out in Table 1 and Appendix 1, and the urgent need to identify and implement mitigating actions to balance the position in year, be noted.

(2)   That the forecast against 2024/25 savings delivery, summarised in Table 2 and detailed in Appendix 3, be noted.

(3)   That the virements set out in Appendix 2 be approved.

(4)   That the DSG position, set out at paragraphs 3.26 to 3.35 of the report and Appendix 5, and the risk this poses to the council’s financial position, be noted.

(5)   That the HRA position set out at paragraphs 3.36 to 3.37 of the report be noted.

(6)   That the reserves position, as set out at paragraphs 3.38 to 3.41 of the report and detailed in Appendix 4, and the impact that the current in-year overspend would have on the reserves position, be noted.

(7)   That the key messages at paragraphs 3.42 to 3.47 of the report following the budget announcement on 30^th October 2024, including the arrangements for exceptional financial support, be noted.

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

Councillor Kevin Small, Cabinet Member for Finance, submitted a report which set out the challenging revenue forecast out-turn position for 2024/25 and provided an update on the current reserves position. The report also set out how the current out-turn position required urgent action in order to address the in-year overspend and protect reserves in support of the significant budget gap being faced for 2025/2026 set out in the last report.

Councillor Small introduced the report and highlighted some matters from it which included: the challenging revenue forecast for 2024/2025 with a predicted overspend at the end of September of £8.4m, a slight improvement of £700k since the last report; the £1.5m contingency budget in addition to the £8.4m which remained unused; the £5m one off funds available  to support any gaps within the budget, put in place from the savings programme at the beginning of the year; the £5.4m overspend on Children Services, up by £1m since the last report; the additional £1m needed for SEN Transport following a review; the savings of around £320k due to vacant posts which had helped bridge the gap in Children and Families; the £5moverspend due to the increased cost of care provision; the cost pressure of £2.4m in Adult Services; the £957k overspend in the Inclusive and Economy Directorate, which had decreased by £1m; the overspend of £188 in the Stronger and Safer Directorate, an improvement of around £100k; the £500k saving due to borrowing costs; the plan to bring a future report reviewing the capital programme with a view to reducing commitments within it; the projected £16.1m (82%) on the savings tracker at the end of September, around £800k lower than last month; the current overspend of £7.2m on the Dedicated Schools budget, with the total overspend now standing at £15.6m; the £1m from the governments ‘Deliver Better Value’ programme to help deliver a savings package of around £7.7m; the £1.45m overspend on the Housing Revenue Account, £33k lower than last month; the anticipated 40% reduction in voids by April 2025 which should help address cost pressures, and; the current position on the cash flow, general and earmarked reserves.

Councillor Small then discussed the recent Budget announcement, in particular the £1.3b of new grant funding for local government. He noted: how (using traditional calculations) Swindon may expect to receive an additional £4m for social care; that from the £1b to extend the Household Support Fund for England and Wales, Swindon may expect to see £3m; that from the £1b to uplift Special Educational Needs, Swindon may expect to see £3m; that from the £640m in Bus Service Improvement Plans, Swindon may expect to see £2m; that from the £500m of new funds for local roads, Swindon may expect to see £1.5m; that from the £500m to boost affordable houses, Swindon may expect to see around 16 or 17 new affordable homes built; the £50m package of investment to support planning to help increase house building, given that one of the biggest  ...  view the full minutes text for item 57.

Non-key Decision

Following consideration of the report and debate, the Cabinet resolved:

(1)   That the Council’s Council Tax Support Scheme for working age claimants be amended to disregard any Armed Forces Compensation Payments from the assessment calculations.

(2)   That the local Council Tax Support scheme for 2025/2026 be updated to reflect increases in allowances or non-dependent deductions as set out in paragraph 3.7 of the report.

(3)   That the Discretionary Housing Payment Policy be amended to ensure that any Armed Forces Compensation Payments are disregarded from the Assessment calculation from the financial year 2025/2026 onwards.

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

Councillor Jim Grant, Cabinet Member for Communities and Partnerships, submitted a report which set out the option to disregard all Armed Forces Compensation Payments from Council Tax Support and Discretionary Housing Payment Assessment Calculations. The report set out how Armed Forces Compensation Payments made to pensioners, awarded by the courts or held in Trust, are already disregarded from the assessment calculations, and the recommendations in the report were designed to provide consistency. The proposals would also assist the Council in achieving its Mission of ‘Building a Fairer Swindon’ and in delivering on its commitment to the Armed Forces Covenant.

Councillor Grant introduced the report and explained how it would equalise the situation for everyone and make for a ‘fairer’ Swindon. He advised that this matter had started as a Conservative Motion to Council which was then referred to the Policy Development and Scrutiny Committee – Build a Fairer Swindon. That Committee had considered the matter and determined to make these recommendations to Cabinet. Councillor Grant concluded by thanking the Head of Revenue and Benefits for his work on the matter and Councillor Lawrence Elliott who had proposed the original Council Motion.

Councillor Lawrence Elliott addressed Cabinet and expressed his gratitude for the positivity of Councillor Grant at the Policy Development and Scrutiny Committee – Build a Fairer Swindon, for his work on moving this forward, and to the work of officers as well. Councillor Elliott was pleased to note that his Motion, passed unanimously at Council, had come before Cabinet for decision as he believed it extremely important to treat fairly those who serve and have served in keeping us safe. He invited Cabinet to approve the recommendations set out in the report which he felt would demonstrate that the armed forces community is treated with respect in Swindon.

Councillor Robbins acknowledged that this would be a simple change to make with no significant impact on Council budgets but that would be of huge significance to those people in receipt of those benefits. He was also pleased to note this as a further positive report being brought to Cabinet by a Policy Development and Scrutiny Committee.

Following consideration of the report and debate, the Cabinet resolved:

(1)   That the Council’s Council Tax Support Scheme for working age claimants be amended to disregard any Armed Forces Compensation Payments from the assessment calculations.

(2)   That the local Council Tax Support scheme for 2025/2026 be updated to reflect increases in allowances or non-dependent deductions as set out in paragraph 3.7 of the report.

(3)   That the Discretionary Housing Payment Policy be amended to ensure that any Armed Forces Compensation Payments are disregarded from the Assessment calculation from the financial year 2025/2026 onwards.

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