Agenda, decisions and minutes

When the continuous alarm sounds you must evacuate the building by the nearest available fire exit. Members and visitors should proceed to the visitors’ car park at the front of the building and await further instructions (during office hours staff should proceed to their usual assembly point; outside of office hours proceed to the visitors’ car park). Please do not re-enter the building unless instructed to do so.

In the event of a fire any person with a disability should be assisted in leaving the building.

1.1             The evacuation procedure, as noted on the Agenda, was taken as read.  

2.1             An apology for absence was received from Councillor J R Mason. Councillor M J Williams would be acting as a substitute for the meeting.

3.1             The Committee’s attention was drawn to the Tewkesbury Borough Council Code of Conduct which was adopted by the Council on 26 June 2012 and took effect from 1 July 2012.

3.2             There were no declarations of interest made on this occasion.

To approve the Minutes of the meeting held on 25 April 2018.

4.1             The Minutes of the meeting held on 25 April 2018, copies of which had been circulated, were approved as a correct record and signed by the Chair.  

To receive any questions, deputations or petitions submitted under Rule of Procedure 12.

(The deadline for public participation submissions for this meeting is 31 May 2018).

5.1             There were no items from members of the  public on this occasion.  

To consider the Committee’s Forward Plan.  

That the Committee’s Forward Plan be NOTED.  

6.1             Attention was drawn to the Committee’s Forward Plan, circulated at Pages No. 10-17. Members were asked to consider the Plan.

6.2             Accordingly, it was

To approve the Portfolio Holders and Support Members for the forthcoming Municipal Year.

That the following Portfolio Holders and their Support Members be CONFIRMED:

·      Leader of the Council/ Economic Development/Promotion Portfolio Holder – Councillor Rob Bird.

·      Economic Development/Promotion Portfolio Support Member – Councillor Philip Surman.

·      Finance and Asset Management Portfolio Holder – Councillor Ron Furolo.

·      Finance and Asset Management Portfolio Support Member – Councillor Andrew Reece.

·      Corporate Portfolio Holder – Councillor Elaine MacTiernan.

·      Corporate Portfolio Support Member – Councillor Ron Allen. 

·      Customer Focus Portfolio Holder – Councillor Mike Dean.

·      Customer Focus Portfolio Support Member – Councillor Heather McLain.

·      Organisational Development Portfolio Holder – Councillor Gill Blackwell.

·      Organisational Development Portfolio Support Member – Councillor Pauline Godwin.

·      Built Environment Portfolio Holder – Councillor Mel Gore. 

·      Built Environment Portfolio Support Member – Councillor Ruth Hatton.

·      Deputy Leader of the Council / Clean and Green Environment Portfolio Holder – Councillor Jim Mason.

·      Clean and Green Environment Portfolio Support Member – Councillor Mark Williams.

·      Community Portfolio Holder – Councillor Kay Berry.

·      Community Portfolio Support Member – Councillor Pearl Stokes.

·      Health and Wellbeing Portfolio Holder – Councillor Julie Greening.

·      Health and Wellbeing Portfolio Support Member – Councillor Janet Day.  

7.1             Attention was drawn to the document, attached to the Agenda at Page No. 18,  which showed the Portfolio Holders and their Support Members for the forthcoming Municipal Year. Members were asked to confirm their appointment.

7.2             Accordingly, it was

To consider the Council’s financial outturn.  

1.   That the General Fund outturn for 2017/18, the financing of the capital programme and the annual treasury management report and performance be NOTED.

2.   That the transfers to and from earmarked reserves be APPROVED.

8.1             The report of the Head of Finance and Asset Management, circulated at Pages No. 19-41, highlighted the Council’s financial performance for 2017/18 and set out both the general fund and capital outturn positions. Members were asked to note the general fund outturn for 2017/18, the financing of the capital programme and the annual treasury management report and performance; and to approve the transfers to and from earmarked reserves.

8.2             The Head of Finance and Asset Management explained that the report detailed the final outturn position for the 2017/18 financial year, as well as addressing the movement on reserves, and requested Member approval for the creation of newly requested reserves or additions to existing reserves that fell outside of the previously approved sum. The report also sought to confirm the full year progress against the capital programme, and the sources of finance used in delivering that programme, as well as to report the performance of the treasury management function in 2017/18 in line with the requirements of the code of practice.

8.3             Attention was drawn to Table 1, Page No. 21, which showed the general fund outturn position. The position for direct service expenditure showed a positive variance of £1,080,281 which was mainly attributable to the major items such as: an underspend on the employees full year budget as a result of staff turnover and vacancies in most service groupings; an underspend on premises as a result of savings on utilities and business rates paid; savings on transport across all service areas from reduced car allowance scheme costs and reduced business mileage; and additional levels of income of £894,361 over the budgeted provision. The majority of ‘fees and charges’ budgets, with the exception of planning fees, had been delivered on budget during the year. The large variance was therefore as a result of substantial external grant income being received during the year. The Head of Finance and Asset Management explained that the Council had received a number of new burdens grants from the government but had also attracted significant service specific grants, particularly in relation to the delivery of the requirements for infrastructure and the Joint Core Strategy. In addition, the Council had taken on accountable body status for the Gloucestershire wide ‘Places of Safety’ funding so had received a transfer of funding totalling £449,000.

8.4             Members were advised that a breakdown of Council reserves was shown at Appendix B to the report and was grouped under strategic headings so as to provide a better understanding of the intended use of monies set aside.  Total revenue reserves stood at £10.61 million as at the end of March 2018 and included earmarked reserves, planning obligations and the general fund working balance; the increase in overall revenue reserves totalled £2.56 million and was as a result of a number of factors including in-year surplus within the general fund; and developer contributions, expenditure against contributions already received and expenditure on existing reserves of £1.01 million. In addition, the Head of Finance and Asset  ...  view the full minutes text for item 8.

To consider the recent issues around grass cutting in the Borough.

1.    That the improvement action plan be APPROVED.  

2.    That £10,000 be allocated from the waste and recycling development reserve as a contingency sum to deal with remedial grass cutting works if required.

3.    That the Overview and Scrutiny Committee monitor the delivery of the action plan.  

9.1             Attention was drawn to the report of the Head of Community Services, circulated separately at Pages No. 1-8. Members had requested the report which provided an update on the current issues being experienced with grass cutting across the Borough. The Committee was asked to approve an improvement action plan; approve the allocation of £10,000 from the uncommitted contingency reserve to deal with remedial grass cutting works; and recommend that the Overview and Scrutiny Committee monitor the delivery of the improvement action plan. 

9.2             The Chair advised that the report had been provided following a request by Members that the issues be considered. Unfortunately, the relevant Lead Member was not able to attend the current meeting but he was fully in favour of the report and had attended a number of meetings in the last week to help structure it.

9.3             In summary, the Head of Community Services explained that Ubico was the Council’s contractor for undertaking grounds maintenance across the Borough. Tewkesbury Borough Council was responsible for the cutting of grass on its own land and had a contract arrangement with Gloucestershire County Highways and Parish Councils to cut various areas of grass across the Borough. County Highways currently contracted Amey for highway verges - in Tewkesbury Borough those were mainly verges and roundabouts along lanes and major trunk roads. The majority of the grass that Ubico cut for the Borough Council on behalf of County Highways was within developments such as the Wheatpieces estate, Newtown, Bishop’s Cleeve, Winchcombe, Longford, Ashleworth and Gotherington. Tewkesbury Borough Officers had provided comprehensive maps to Ubico which detailed all of the land required to be maintained and the relevant land ownerships.

9.4             The Committee was advised that the grass cutting season started in March and continued throughout the year; however, this was not all Ubico did in terms of grounds maintenance. Unfortunately the grass cutting season had been impacted by the high winds, storms and snow over the winter so the works had not been completed as early in the year as usual. Normally the number of people that undertook the grass cutting was sufficient, however, this year the cold temperatures in March, followed shortly thereafter by much higher temperatures, had meant the grass cutting season had not started as early but then the grass had immediately started grow at a much faster rate than normal.  It had quickly become clear to Tewkesbury Borough Officers and Ubico that there was a problem with resources and extra staff had been brought in to deal with the backlog; unfortunately, due to the height of the grass, the quality of the first cut had not been acceptable which had led to a lot of complaints. Another three operatives and an additional contractor had now been brought in and it was hoped that those additional resources would soon start to show a benefit. There was also a ‘squad’ which was being deployed to address areas of particular complaint as quickly as possible. Attached at Appendix 1 to  ...  view the full minutes text for item 9.

10.1           The Chair proposed, and it was  

                  RESOLVED          That, under Section 100(A)(4) of the Local Government Act                                1972, the public be excluded from the meeting for the following                               items on the grounds that they involve the likely discussion of                                     exempt information as defined in Part 1 of Schedule 12(A) of                                   the Act.

(Exempt –Paragraph 3 of Part 1 of Schedule 12A of the Local Government Act 1972 –Information relating to the financial or business affairs of any particular person (including the authority holding that information))

To consider the disposal of land adjacent to Kayte Lane cemetery, Bishop’s Cleeve and agree a way forward.  

(Exempt –Paragraph 3 of Part 1 of Schedule 12A of the Local Government Act 1972 –Information relating to the financial or business affairs of any particular person (including the authority holding that information))

11.1           Members considered the disposal of land adjacent to Kayte Lane cemetery, Bishop’s Cleeve and agreed that, subject to appropriate terms and the necessary legal documentation, the sale be secured, at best consideration, to Bishop’s Cleeve Parish Council.