Agenda, decisions and minutes

None

Minutes of the meeting held on 17 March 2015

The minutes of the meeting held on 17 March were signed and approved as a correct record.

Report of the Cabinet Member Corporate Services

The Cabinet Member Corporate Services introduced the report which had reviewed further issues following the Overview and Scrutiny's report to Cabinet on 10th February. He explained that the issues reviewed were as follows :

1)on-going training for existing and future members - developed to ensure all members are made sufficiently aware of opportunities to enhance their use of ICT equipment

2) equalities - an equality impact assessment had been carried out to identify options to provide adapted iPads or larger print/Braille to suit needs

3) taking advantage of new developments in technology- by constantly reviewing updates, provision of suitable and appropriate applications, and access to common set of facilities.

He highlighted that the report detailed that any change in communications technology came at a cost and that ongoing funding was necessary to meet both current and future demand.

The Cabinet Member reiterated that the prime purpose of this policy was to set out clearly what was being provided for Members in terms of ICT and the expectation placed on them with regard to the loan of a Council iPad and the move to paperless meetings which in turn would generate sufficient savings by reducing the need for printed hard copies of Cabinet/Council and other committee agendas and reports.

Finally the Cabinet Member took the opportunity to thank O&S and the dedicated Scrutiny Task Group for their work in overviewing the original substance of this policy.

RESOLVED THAT

1.     the Members’ ICT Policy as set out in Appendix 2 be endorsed and publicised to all Members, thereby demonstrating Cabinet’s support for the move to paperless meetings

2.     the recommendations in respect of Members signing up to the policy before accepting a council iPad (including the retrospective requirements) should be implemented by Democratic Services Manager

3.     the recommendation regarding encouraging Members to participate in training and development designed to enhance their use of ICT equipment and applications provided be taken forward by the Cabinet Member Corporate Services in liaison with ICT and Democratic Services

4.     the recommendation regarding Members’ ICT provision being kept under review in order to take advantage of new developments in technology be taken forward by the Cabinet Member Corporate Services in liaison with ICT and Democratic Services.  In addition this should include ensuring that all Members have access to a common set of facilities and applications on their Council iPad by offering updates to Members when new facilities are available.

Report of the Leader

The Leader introduced the report which sought Cabinet’s approval of the 2020 Vision Memorandum of Understanding (MOU). Whilst the MOU was not legally binding it did outline a clear and accountable framework for working together to deliver the 2020 Vision Programme. The Leader reported that the MOU had been approved at the 2020 Vision Member Governance Board on 6 March 2015 and would be considered by each of the partner Council’s Cabinets over the coming weeks. He reminded Members that the budget for the 2020 project had been approved by Council in February and that the 2020 Vision project had been awarded £3.8m of Transition Challenge Funding and therefore provided the means of taking the process forward.

RESOLVED THAT

The 2020 Vision Memorandum of Understanding be approved.

Report of the Cabinet Member Development and Safety

The Cabinet Member Development and Safety introduced the report by explaining that Section 5 of the Licensing Act 2003 required the Council to review, determine and publish its Licensing Act 2003 Policy Statement every three years. He reported that whilst it was not technically necessary to review the adopted policy statement until 2016, it was deemed appropriate to undertake an early review to reflect various changes in law, good practice and changes in the local licensing landscape.

The Cabinet Member reminded members that the 2003 Act was the primary legislation that dealt with the licensing requirements relating to  :

a)     The sale by retail of alcohol

b)     The supply of alcohol by or on behalf of a club to, or to the order of a member of the club

c)     The provision of regulated entertainment

d)     The provision of late night refreshment

He explained that the licensable activities listed were authorised through the issue of :

a)     a premises licence; or

b)     a club premises certificate; or

c)     a temporary event notice

He reminded Members that the licensing objectives were as follows :

a)     the prevention of crime and disorder

b)     public safety

c)     the prevention of public nuisance

d)     protection of children from harm

He explained that new initiatives were included within night safe, reducing alcohol related harm and the sexual entertainment policy. The Cabinet Member said that most significant was the introduction of core hours of licensable activity as outlined in Table 1 of the report. He explained that if licensing was applied for outside of these core hours then this would have to be applied for separately and concerns and merits would be taken forward on an individual basis.

Members welcomed the proactive policy which represented a considerable step forward.

The Leader highlighted that this policy was being approved for consultation.

RESOLVED THAT

1.     the amendments to the existing policy be noted and

2.     the draft amended policy be approved for consultation.

Report of the Leader

The Leader introduced the report which outlined progress which had been made in preparing for the introduction of a Community Infrastructure Levy (CIL) for Cheltenham.

He explained that the development of a CIL supported delivery of the Joint Core Strategy. The evidence provided in the appendices to the CIL report would support the forthcoming JCS Examination in public. The Leader reported that from April the use of Section 106 funding was being restricted. A list of projects had been produced as required by CIL Regulation 123 which suggested at this stage how CIL monies could be used to cater for the anticipated level of growth in the area. This list set out what infrastructure projects or types of infrastructure the Council may decide will be funded wholly or partly by CIL. He highlighted that it was possible to use CIL and S106 in combination but CIL could not be used for affordable housing. He informed that Peter Brett Associates had been commissioned to assess the scope to introduce a CIL within each of the JCS Councils. He emphasized that this was a preliminary consultation which may be adjusted following the JCS examination in public. There were likely to be additional costs in 2015/16 whilst the process moved through the consultation and examination phases. To cover these costs a recommendation was made to seek approval for a £25k contribution per partner council. The Leader believed that this was a useful addition to funding opportunities.

Members supported the recommendations and believed that the CIL represented an important part of the planning machinery going forward and was a vital contribution from developers to infrastructure in the town.

Members supported the common countywide approach. It was hoped that there would be extensive engagement in the consultation.

RESOLVED THAT

1.     the Community Infrastructure Levy - Preliminary Draft Charging Schedule be endorsed for public consultation.

2.     the Head of Planning in consultation with the Leader of the Council be authorised to prepare the final consultation documents as required, based on the information in Appendix 2.

3.     the Head of Planning be authorised to agree the date of consultation on the Preliminary Draft Charging Schedule with Gloucester and Tewkesbury Councils.

4.     a report is prepared following the consultation on the Preliminary Draft Charging Schedule and reported to a subsequent meeting of Cabinet.

5.     Each Joint Core Strategy partner agrees to contribute £25,000 per authority to underwrite the set up costs of developing a CIL.

Report of the Leader

The Leader of the Council introduced the report which proposed comments for formal submission to Gloucestershire County Council’s Local Transport Consultation document.

He informed Members that this had incorporated feedback received from the recent Member Seminar and from the current Scrutiny Task Group (STG) on Walking and Cycling. He explained that the STG had not yet concluded its work but it was hoped that the outcome of its work would be incorporated into what the County do as this was important for the future of Cheltenham.

The Leader explained that as Cheltenham worked closely with Gloucester City and Tewkesbury on JCS planning matters it was hoped that the Central Severn Vale area could now incorporate Tewkesbury. Concern had also been expressed about the County Council’s proposal to reduce its contribution to the Park and Ride at Arle Court.       

RESOLVED THAT

To agree Cheltenham Borough Council’s representations to Gloucestershire’s Local Transport Plan (2015 – 2031) Consultation Document (appendix 2)

Report of the Leader

The Leader introduced the report and explained that CBC had chosen to meet its statutory obligation to prepare a development plan by means of the Gloucester, Cheltenham and Tewkesbury Joint Core Strategy and the Cheltenham Plan.

He explained that the first part of the Cheltenham Plan to be developed would deal primarily with policy relating to the development and protection of land for residential and employment use; the potential to use the designation “local green space” for some green areas in Cheltenham; and would introduce evidence to assist in the development of the Borough’s economic strategy.  He said that the local green space designation was a new feature and the Leader explained how officers had been working with Gloucestershire Rural Community Councils who had suggested 29 sites which could be suitable in the Borough. The Leader reported that Athey consulting had been commissioned to undertake an economic study which would deliver a corporate economic development strategy and economic evidence for the economic policies within it. It aimed to find specialities in the local area, the example given was cybersecurity in the context of GCHQ. The second part of the Plan would deal with specific and detailed policies in parallel with Phase 1. He explained that this was a non-statutory consultation and was scheduled to take place in June with a 6 week consultation period.

Members welcomed the consultation and hoped that there would be significant contributions. The linkage with the Asset Management Plan in terms of the role it played in economic regeneration and development was highlighted.

RESOLVED

1.     That the Cheltenham Plan Part 1, Issues and Options document set out in Appendix 2, be approved for public consultation

2.     That authority be delegated to the Head of Planning to make any minor amendments to the document prior to consultation.

Report of the Leader

The Leader introduced the report which outlined Cheltenham’s response to Tewkesbury’s draft local plan which had been recently published. He explained that the importance of local green space was high in Cheltenham with Cheltenham having undertaken a local green space review which had been submitted to the inspector dealing with the examination in public of the JCS. CBC was therefore keen that Tewkesbury maintained its local green spaces, particularly in areas joining Cheltenham.

RESOLVED

That the representations on the Tewkesbury draft polices and site options document contained in the letter at appendix 2 be agreed

Report of the Cabinet Member Finance

The Cabinet Member Finance introduced the report and explained that the Council’s current Asset Management Plan expired in 2015. He reported that advice had been received from CIPFA to review the approach to Asset Management which would help shape future thinking including the role of members in making decisions and reviewing the performance of the property portfolio. Therefore a more dynamic and purposeful document had been drawn up focused around a small number of clear, forward looking policy objectives.

The Cabinet Member explained that the Asset Management Plan was crucial in making a number of important linkages with the corporate strategy, the medium term financial strategy and with the Cheltenham economic development strategy. The key objective of the asset management policy was to use assets to generate income and cut costs.

The Cabinet Member made reference to the Athey consultant’s report which recently reported on the economic strategy. It highlighted the positive contribution the Cheltenham Development Task Force had made to promoting economic development but more work was required to bring forward more sites for commercial development. This was a key issue for the Council’s asset management.

The Cabinet Member highlighted the new draft terms of reference for the Asset Management Working Group, approved by the group at its last meeting and which would give them a more strategic role in asset management.

The Planned Maintenance Budget of £846 k which represented a substantial investment in the council’s assets was also highlighted by the Cabinet Member. He reported that at the same time a new 10 year planned maintenance programme was being worked up to provide a longer term view about the need for further investment. 

New capital projects were detailed in Appendix 4 of the report. These had been assessed and scored by a panel of officers against the corporate objectives, deliverability, likely costs and return on investment and feedback from the public consultation. The Cabinet Member emphasised that this had not been an easy process and at this stage some of the proposals required more work. High priority would however be given to projects which could attract additional external funding, such as the town hall redevelopment scheme.  This scheme had been most highly rated by the public in the public consultation. He reported that some time ago consultants had been asked to look at how the Town Hall could be improved and updated and a plan had been drawn up to increase capacity of the main hall, improve the flow of people around the building and create new dedicated spaces for events and create new hospitality and catering facilities. He proposed to earmark £2.4 million for this project (£2.2 million from the £8 million capital pot and a further £200 000 still to be found from future capital receipts). He reported that £400k should be made available immediately so that the project could be worked up in enough detail to go forward to potential funders such as the Heritage Lottery Fund and charitable trusts. It was estimated that  ...  view the full minutes text for item 12.

Report of the Cabinet Member Finance, Councillor John Rawson
(if Members wish to discuss any exempt information in the appendices the Cabinet will need to pass the resolution in the following agenda item and consider these in exempt session)

The Cabinet Member Finance introduced the report on the Accommodation Strategy which had been circulated with the agenda.

The report explained that the council had had a long-term aspiration to relocate to modern, more flexible office accommodation which would meet both existing and future needs, improve the customer experience and provide better value for money to the taxpayers of Cheltenham.  This had been restated at the Council meeting of 31 March 2014 and the report and the supporting business case now outlined the case for relocation and considered how each option met the Council's desired outcomes. An amended cost benefit analysis for option 2 including inflation had been circulated in Members’ places at the start of the meeting together with corresponding amendments to the summary. This had been done at the request of members. He highlighted that this information did not relate to the figures for the proposed acquisition nor the recommendations in the report.

In his introduction the Cabinet Member highlighted that the Municipal Offices were unsuitable for modern office accommodation but he was passionate to secure the building’s long-term survival. The accommodation strategy was also a critical part of the ongoing process to achieve budget savings without the need to cut critical services.  He acknowledged that it was a huge decision but it was the opportunity of a lifetime for the town.  The council had a successful history of purchasing property for investment and the Regent Arcade was a good example where the council had secured a long term income through this joint-venture. A recent review from Cipfa had also urged the council to invest in property to secure future income. In acquiring the property, the council would be purchasing grade A office accommodation in the centre of the town which was fully accessible, provided modern office accommodation, underground car parking and would attract prospective tenants. CBH had indicated they were keen to relocate with the council.  The council had been conservative in the rental estimates but the rental income stream in the next 8 years would cover 71% of the purchase price and stamp duty. Acquiring the building would also give the council flexibility for the future in terms of accommodating its future workforce.  In conclusion he thanked officers, in particular the Director Resources, the Head of Property and Asset Management, the Managing Director of Cheltenham Development Task Force and the Head of Finance for all their hard work.   He also thanked Members who had engaged and influenced the way that the information had been presented.

Finally the Leader paid tribute to the huge amount of work which had been undertaken in looking at all the options for future accommodation. He thanked officers and in particular the Cabinet Member Finance for his valuable contributions. He believed this was the right time and the right decision.

RESOLVED THAT

1.     It be acknowledged that remaining in the Municipal Offices is not a viable option for the future.

2.     The freehold interest in the property described in Appendix 3 be  ...  view the full minutes text for item 13.

The Leader announced that the Community Pride Fund would be launched on 20 April with bids to be submitted by 22 June. £50k would be available, with smaller events eligible for £4k. The scheme was similar to previous years. A cross party panel would assess the bids which would be considered at the July meeting of Cabinet.

The Cabinet Member Housing informed the meeting that he had taken a decision to approve a one year Grant to the value of £7 500 to County Community Projects for the provision of homelessness prevention services.

The Leader informed the meeting that he had taken two decisions relating to Ubico. The first concerned the Special Resolution to adopt revised Articles of Association, an Ordinary Resolution to approve a revised Shareholder Agreement and an Ordinary Resolution to approve the Terms of Appointment for Non-Executive Directors. The second concerned the requirement of a new executive director post in Ubico. Both decisions related to the expansion of Ubico.