Agenda and minutes

Reverend Tim Mayfield opened the meeting with prayer.

Councillors Bickerton, Jeffries and Wall had given their apologies. Councillor Smith had advised that he would be arriving late for the meeting and subsequently arrived at 4.25 pm.

The Borough Solicitor and Monitoring Officer had been unable to attend and therefore the Head of Legal Services had attended in her place.

Councillors Driver, C. Hay, Walklett and Wheeldon declared a personal and prejudicial interest in agenda items 12 and 13 as Board Members of Cheltenham Borough Homes.

12 December 2011

The minutes of the last meeting had been circulated with the agenda.

The Mayor proposed an amendment to minute item 1 to record that the Reverend Tim Mayfield opened the meeting with a minutes silence rather than a prayer. This was seconded by Councillor Regan.

Upon a vote it was unanimously

RESOLVED that the minutes of the meeting held on the 12 December 2011, as amended, be agreed and signed as an accurate record.

These must be received no later than 10am on the fifth working day before the date of the meeting.

The following responses were given to the two public questions received. The questioner was not present at the meeting so there was no supplementary question.

Report of the Chief Executive

The Chief Executive introduced the report as circulated with the agenda.

He informed Council that in accordance with the Council’s constitution the appropriate procedures to seek the appointment of Mayor and Deputy Mayor for the Municipal year 2012-2013 had been put in place.

As a consequence Councillor C Hay as Deputy Mayor for 2011-2012 would become Mayor and Councillor Flynn had indicated her willingness to be put forward as Deputy Mayor for 2012-2013.

Upon a vote it was unanimously

RESOLVED that Council note the Order of Precedence in Appendix 2 and that Councillor Colin Hay and Councillor Wendy Flynn would be put to the Annual Council Meeting for election as Mayor and Deputy Mayor respectively for the municipal year 2012-2013.

The Mayor congratulated Councillor Stewart for the money he had raised for his charity shave off.

The Mayor informed members of the charity abseil which would be taking place in April in aid of the Mayor’s charities. Councillor Barnes added that he would be participating in this event and sponsorship would be welcome.

The Leader of the Council reiterated his congratulations to Councillor Stewart for his charity shave off.

The Leader also announced that it had been confirmed that Paul Davies had resigned as Chief Executive of Cheltenham Borough Homes. The Leader wished to put on record his thanks on behalf of the town for the work he had done as Chief Executive at CBH over the last 9 years. Amongst his achievements was the £70 million investment into housing stock in Cheltenham and the Decent Homes Standard being reached ahead of schedule and within budget. On behalf of the Council he wished him all the best for the future. Paul Stephenson had been named Acting Chief Executive in the interim.

The Leader of the Council reminded members that the deadline for responses to the Joint Core Strategy Consultation were due on Sunday. He urged members to respond and to encourage local residents to respond too.

The following responses were given to the four Member questions received:

Report of the Cabinet Member Housing and Safety

The Cabinet Member Housing and Safety introduced the report which outlined the background to the Licensing Act 2003 which required the Council to review, determine and publish its Licensing Act Policy Statement every three years.

The Cabinet Member Housing and Safety thanked officers, the Licensing Committee and those that had responded to the consultation.

A member made reference to paragraph 5.32-the Violent Crime Reduction Act 2006 and requested that a footnote be added to make reference to the Police Reform and Social Responsibility Act 2011 which covers alcohol licensing and which repeals Alcohol Disorder Zones. In response the Senior Licensing Officer explained that Alcohol Disorder Zones would be repealed on 6 April 2012. The Policy Statement would be reviewed again at the end of next year and would be brought into line with the amendments of the Police Reform and Social Responsibility Act 2011.

The Mayor added that when granting licences in the future consideration should also be given to how the licensing department takes into account the views of the public.

Upon a vote it was unanimously

RESOLVED that the proposed draft revised policy statement at Appendix 2 be approved and adopted with immediate effect.

Report of the Cabinet Member Finance & Community Development and the Director of Resources

The following is the recommended process to be followed for the debate relating to the Council’s Budget for 2012 – 2013, (Agenda item 11). The rules of procedure shall be varied accordingly for this item only.

1.         The Mayor to propose suspension of the following rules of debate:

-           That the time limit on speeches is relaxed with regard to the following speeches:-

§         Cabinet Member Finance and Community Development, (F), when moving the motion to adopt the budget being proposed by the Cabinet (“the Cabinet’s budget”), Stage 2(i).

§         Group Leaders when making Budget Statement on behalf of group, Stage 3(i) – (ii).

-           To permit the Cabinet Member F and Group leaders to speak more than once in the debate, (in addition to any right of reply etc), for the purpose of putting and answering questions at Stage 2(iii).

2.         Budget Statement and moving of motion

(i)         The Cabinet Member F shall deliver the budget statement and formally move the resolutions set out in paragraph 1.2 of the report of the Cabinet Member Finance. (N.B. Not time limited)

(ii)        The seconder shall formally second the motion. (N.B. The seconder may reserve their speech until later in the debate prior to the closing speeches) 5 minute limit applies.

(iii)       Members may then ask questions of the Cabinet Member F (who may refer them to the Chief Finance Officer when appropriate), on matters relating to agenda item 13. (N.B. members are limited to one question only, without supplementary, and the Cabinet Member F shall wait until all questions have been put before responding).

3.         Statements by Group Leaders

(i)         Statement on behalf of the Conservative Group including tabling but not moving, any proposed amendment to the Cabinet’s budget. (no time limit)

(ii)        Statement on behalf of the People Against Bureaucracy Group including tabling, but not moving, any proposed amendment to the Cabinet’s budget. (No time limit).

4.         Formal moving, Seconding, debating, discussion and voting on any amendments tabled in the following order:

            - People Against Bureaucracy Group

            - Conservative Group

N.B. 

§         The Cabinet Member F has the right to a speech in reply at the end of the debate on any amendment. (10 mins).

§         The mover of an amendment may speak to move the amendment, (10 mins), and also has the right of reply to the debate immediately before the speech of the Cabinet Member F. (10 mins).

§         Amendments carried will become part of the substantive motion going forward. Once all proposed amendments have been debated and put to the vote the final version of the motion shall go forward to the next stage.

5.         Consideration of Amendments

(a)       If the Cabinet’s budget has not been amended, the Cabinet Member Finance and Community Development to formally propose the budget (no speech), and the final proposal will be debated and voted upon subject to the Cabinet Member F's right of reply (10 mins).

(b)  ...  view the full agenda text for item 11.

The Mayor invited the Section 151 Officer to give a presentation to Council on the budget.

In response to questions from members, the Section 151 Officer gave the following responses;

• Regarding the freeze of council tax, the government grant would be equivalent to a 2.5% increase in council tax.
• Asked whether the council's levels of reserves were consistent with other councils comparable with Cheltenham, he advised that in setting reserves the council took a similar view to the advice from CIPFA that the reserves should be set at around 3% of the gross budget.
• He informed members that the savings from shared services amounted to an excess of £2 million over five years broken down as follows:
  One Legal - £80 K per annum p.a.
  Building Control - £30 K p.a.
  Audit Partnerhsip - £30 K p.a.
  GO - £270 K p.a. from 2013/14
• Regarding the timing of payments from Glitnir, Icelandic Bank he advised that discussions were currently underway with the winding up board and they were expecting a payment by the end of this financial year. However even if this payment was delayed, it was a matter of timing but the payment itself was not in question.

The Mayor, to facilitate the presentation of the Budget, proposed suspension of certain rules of debate, namely:-

That the time limit on speeches is relaxed with regard to the following speeches

• Cabinet Member Finance and Community Development when moving the motion to adopt the budget being proposed by the Cabinet.

• Group leaders or Group spokesperson when making budget statements on behalf of their group.

The Cabinet Member Finance and Community Development and Group Leaders could also speak more than once in the debate (in addition to any rights of reply etc) for the purpose of putting and answering questions. 

This was agreed by Council.

The Cabinet Member Finance and Community Development introduced the 2012/13 budget proposals with a detailed speech (please see attached).  

The Cabinet Member Finance moved acceptance of the 2012/13 Budget as set out in the report.  The motion was seconded by Councillor Rawson who reserved his right to speak.

In response to questions from members, the Cabinet Member Finance gave the following responses:

• A member raised concerns about the extension of car parking charges to 8 p.m. in the evening and wanted to know whether this was cost effective. Another member had concerns about the number of shops closing in the town and whether this was linked with car parking charges. The Cabinet Member advised that this was currently being reviewed and a report would be produced. He had been advised by the Town Centre Manager that footfall in the town was fairly consistent with previous years and therefore he was not convinced that higher car parking charges was the reason behind shops closing down in the town centre.  In his view the concessionary travel scheme was a more likely cause of the fall in car parking income. The county council had extended their on street car  ...  view the full minutes text for item 11.

Report of the Cabinet Member Housing and Safety

Having declared a personal and prejudicial interest in this item Councillors Driver, C. Hay, Walklett and Wheeldon left the room for this item and agenda item 13 and did not participate in the debate for either item.

In the absence of the Mayor and Deputy Mayor the Chief Executive asked for nominations to chair the meeting and Councillor Barnes was duly appointed.

The Cabinet Member Housing and Safety introduced the report which set out plans for the management and maintenance of CBC-owned housing stock from 2012-2042. She welcomed the forthcoming implementation of the self financing regime which would provide both an increase in resources and greater control of those resources. She wished to put on record her thanks to the Senior Leadership Team, CBH Board and CBH frontline staff.

The Leader of the Council welcomed the investment in Cheltenham’s housing stock which represented a big opportunity for the town.

A member asked whether the new social housing could be quantified. In response the Assistant Director CBH explained that this could not be quantified in the short to medium term but there were currently firm proposals on developing St Pauls phase 2, Cakebridge Place and the Garages. A report would be going to Cabinet in March. Subsequent to this CBH would seek to develop a continuous programme of development although this may be restricted by land availability at that time.

Upon a vote it was unanimously

RESOLVED that the strategy as outlined in the business plan at Appendix 2, be approved as part of the budget setting process.

Joint report of the Cabinet Member Finance & Community Development and the Director of Resources

The Cabinet Member Finance & Community Development introduced the HRA revised budget for 2011/12 and the Cabinet’s final HRA budget proposals for 2012/13. He asked members to note that the proposals were not ‘for consultation’ as stated in the report.

This was already considered to be a good news story and would result in an estimated £13.8 million to spend over the next 10 years, invested in new build, improving existing stock and service improvements.  The Cabinet Member highlighted the increase of £68k to the CBH budget which would enhance the role of Safer Estates and allow for the creation of a new post for an Arrears Officer.  CBH had done fantastically well achieving 3 stars, completing the Decent Homes programme ahead of schedule and the Senior Leadership Team needed to be commended for these achievements.  The Cabinet Member wished to put on record his thanks to Paul Davies for his achievements at CBH.

Prior to formally moving the recommendations the Cabinet Member Finance & Community Development asked members to note that in respect of recommendation 3 of the report the financial implications of the reorganisation will be met from CBH own resources.

Upon a vote it was unanimously

RESOLVED that;

1. The revised HRA budget and capital programme for 2011/12 be noted.

2. The 2012/13 HRA budget including a proposed average rent increase of 6.43% (applied in accordance with rent restructuring guidelines) and increases in other rents and charges as detailed at Appendix 5 be approved.

3. The 2012/13 management fees and charges for Cheltenham Borough Homes as detailed in Section 4 be approved subject to any changes relating to the current reorganisation being acceptable to Cabinet.
   
   
4. The 2012/13 HRA capital programme at Appendix 6 be approved.

Report of the Director of Resources

(with the agreement of Council this item was taken before the item on the Housing Revenue Account Business Plan)

The Head of Financial Services introduced the Treasury Management Strategy Statement and Annual Investment Strategy for 2012/13 which had been scrutinised and endorsed by the Treasury Management Panel. He explained that following print and circulation of the documents, DCLG had revised the HRA self-financing figure from £27.881 million to £27.414 million, resulting in a reduction in debt of £467k. 

Upon a vote it was unanimously

RESOLVED that the attached Treasury Management Strategy Statement and Annual Investment Strategy for 2012/13 at Appendix 2 be approved including;

1. The general policy objective ‘that Council should invest prudently the surplus funds held on behalf of the community giving priority to security and liquidity’.

2. The Prudential Indicators for 2012/13 including the authorised limit as the statutory affordable borrowing limit determined under Section 3 (1) Local Government Act 2003.

3. Revisions to the Council’s lending list and parameters as shown in Appendix 2 11.2 and 11.4 are proposed in order to provide some further capacity. These proposals have been put forward after taking advice from the Council’s treasury management advisers Arlingclose and are prudent enough to ensure the credit quality of the Council’s investment portfolio remains high.

4. For 2012/13 in calculating the Minimum Revenue Provision (MRP), the Council will apply Option 1 in respect of supported capital expenditure and Option 3 in respect of unsupported capital expenditure as per section 21 in Appendix 3.

No notices of motion had been proposed.

No petitions had been received since the last meeting.

There were no urgent items for discussion.