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.  

36.1           The evacuation procedure, as noted on the Agenda, was advised to those present.

37.1           Apologies for absence were received from Councillor G F Blackwell. There were no substitutions for the meeting.  

38.1           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.

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

To approve the Minutes of the meeting held on 31 August 2022.

39.1           The Minutes of the meeting held on 31 August 2022, 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 29 September 2022)

40.1           There were no items from members of the public.  

To consider the Committee’s Forward Plan.  

That the Committee’s Forward Plan be NOTED.  

41.1           Attention was drawn to the Committee’s Forward Plan, circulated at Pages No. 7-13. Members were asked to consider the Plan.

41.2           Accordingly, it was

To receive and respond to the findings of the Overview and Scrutiny Committee‘s review of the quarter one performance management information. 

That the findings of the Overview and Scrutiny Committee’s review of the quarter one performance management and recovery information be NOTED.   

42.1           The report of the Chair of the Overview and Scrutiny Committee, circulated at Pages No. 14-80, asked Members to review and, if appropriate, take action on the observations of the Overview and Scrutiny Committee following its review of the Quarter One 2022/23 Council Plan performance tracker.

42.2           The Chair of Overview and Scrutiny Committee explained that the quarter one performance information had been mostly positive with key actions recently delivered or in progress set out at Paragraph 2.3 of Appendix 1. Notable achievements included: delivery of the solar panel canopy; approval of the Tewkesbury Borough Plan; submission of the UK Prosperity Fund Investment Plan; support to the successful Tour of Britain women’s cycling event; and the rollout of carbon literacy training. Questions raised by the Overview and Scrutiny Committee ranged across all actions in the Council Plan and the key questions/observations to raise with the Executive Committee included: meeting the communities needs in respect of infrastructure – this had been achieved through planning permissions, engagement with Parishes and communities and Neighbourhood Development Plans and it was reported to Members that work on moving all S106 information to a new system was nearing completion – this information could be available to Members to view what was being spent; processing of planning applications – there was improved performance from the previous year which was positive and, although targets were yet to be achieved, the performance workstream of the wider Development Management Review would look at those to see if they were realistic and how they aligned to national targets and performance framework. In terms of resources, it was positive to hear that three team leaders were now in post and interviews for the Chief Planning Officer had taken place – the downside to the team leader positions was that two had been filled internally which meant there was a requirement to backfill two senior planner posts – January 2023 was the target to have permanent staff in place; corporate website – the Corporate Services Manager had provided assurance that the current website was still functional and in terms of the Web Developer role, which was currently vacant, a market supplement had been approved and added to the base salary for a new recruitment drive; planning application tracker – this was on course to meet its implementation date; processing changes in circumstances for housing benefit – assurance had been given that recruitment to date had been successful and posts had been filled so it was anticipated there would be a positive change going forward, nevertheless, customer demand remained high and the Business Transformation team was looking at where it could offer digital solutions for some of the processes; electric vehicle charging points – an Electric Vehicle Infrastructure Strategy was being taken to the Climate Change and Flood Risk Management Group to support the roll-out of electric vehicle charging points within the Borough ensuring no duplication with the County Council’s on-street charging strategy; and non-designated heritage assets – the majority of work had  ...  view the full minutes text for item 42.

To approve plans for the use of the Homelessness Prevention Grant and to delegate authority for any changes to the Head of Community Services in consultation with the Lead Member for Housing.

That planned use of the Homelessness Prevention Grant be APPROVED and that authority for any changes be delegated to the Head of Community Services in consultation with the Lead Member for Housing.  

43.1           The report of the Housing Services Manager, circulated at Pages No. 81-83, detailed a spending plan which the Executive Committee was asked to approve to ensure grant conditions were met.

43.2           The Housing Services Manager explained that the Homelessness Prevention Grant fund was received annually from the Department of Levelling Up, Homes and Communities and was to be spent in-year to help manage homelessness pressures. The breakdown of planned costs was set out within the report at Paragraphs 2.1-2.7. Temporary accommodation costs - Members were advised that some applicants were not eligible and housing benefit subsidy did not cover 100% of temporary accommodation costs so there was a shortfall that needed to be met; enhanced hours within the Housing Advice team – prevention activity contributed to a number of hours across different roles in the Housing Advice team and the grant had been used to increase the hours for current staff to meet the demands of the service and maintain prevention focussed activity instead of only statutory functions; contribution to the partnership team – this was established as a result of the COVID-19 response and coordinated district action on a variety of housing matters including managing contracts such as the Rough Sleeping Outreach Service and Domestic Abuse Places of Safety Scheme which was key to supporting homelessness prevention work locally; new Rough Sleeping Prevention Officer pilot role – the new role would be focussed on preventing rough sleeping through liaising with landlords, mediation with family and sourcing alternative accommodation options, in the rare event of applicants being verified as rough sleeping, the role would be able to work closely with other agencies to provide direct support; homelessness prevention activity – this was the direct action and assistance made by Housing Advice Officers to support households that had applied as homeless – this mainly included paying for deposits and rent in advance to help access the private rented sector, or paying rent arrears to help an applicant remain in their tenancy or move to somewhere more affordable – it could include more creative uses such as funding transport to accommodation that was available or improving security within a property; and Domestic Abuse Rural Champions – the roles were based within Gloucestershire Domestic Abuse Support Services which provided support to victims of domestic abuse in Gloucestershire and working in partnership with the district Councils to create a zero tolerance community approach to domestic abuse in rural areas, the funding would help develop a Rural Champions Network to identify professionals and members of the public and train them to understand domestic abuse and develop pathways for referrals.

43.3           A Member questioned where the contributions to the partnership team went and, in response, the Housing Services Manager explained that it supported the countywide contract e.g. commissioning new Places of Safety Schemes which were a network of properties the partnership helped fund and commission. The Council gained great benefits from the partnership which it would not be able to achieve on its own. Each  ...  view the full minutes text for item 43.

To approve the Housing and Homelessness Strategy Action Plan with authority for any future amendments to be delegated to the Head of Community Services in consultation with the Lead Member for Housing. 

That the Housing and Homelessness Strategy Action Plan be APPROVED with authority for any future amendments delegated to the Head of Community Services in consultation with the Lead Member for Housing.  

44.1           The report of the Housing Services Manager, circulated at Pages No. 84-116, presented an action plan to monitor delivery of the objectives set out in the Housing and Homelessness Strategy 2022-26. Members were asked to approve the action plan and delegate authority to the Head of Community Services to make any future amendments in consultation with the Lead Member for Housing.

44.2           The Housing Services Manager explained that the action plan would provide a framework to give direction to services contributing to the objectives in the strategy and enable monitoring of progress. The actions under the three priorities had been taken directly from the strategy document that was approved by Council previously - priority one: increase the supply of new homes, including affordable homes; priority two: regenerating and making best use of existing homes; priority three: meeting the housing needs of homeless households and others with specific needs. The activities of the services within the Council that would contribute to the Housing Strategy could vary greatly due to new pressures and could be subject to change. Any changes to the action plan would be made by the Head of Community Services in consultation with the Lead Member for Housing.

44.3           A Member questioned what figure was left in commuted sums and what the plans were for using it – she was of the view that affordable housing should be delivered onsite and not through commuted sums. The Housing Services Manager advised that there was over £2million in the commuted sums balance – the Council had stopped accepting commuted sums as an offer, but it was sometimes the only option after all others had been exhausted and the Council faced losing the funds. The Housing Services Manager advised that the team was working closely with smaller providers and looking to see if it could be used through small/medium enterprise builders so Officers were trying to get the money spent. The Member noted that there were some issues with how commuted sums could be spent so there would be a need to think ‘outside of the box’, e.g. assisting first time buyers, in order to ensure it was used.

44.4           Upon being proposed and seconded, it was

To consider the report and provide Officers with guidance on whether the Committee deem it necessary for the Council to go further in providing support to the community.

1.    That a Warm Community Spaces Fund / Community Food Fund be launched with authority for the decision making on allocating the grants delegated to the Head of Community Services.

2.    That criteria and decision making on allocating grants for further funds that are related to inflationary pressures be delegated to the Head of Community Services.

45.1           The report of the Head of Community Services, circulated at Pages No. 117-126, sought to highlight the impact of the current level of inflation and some of the known difficulties faced within communities. In addition, Members were provided with a supplementary report that detailed Gloucestershire County Council funding which had been secured to support community venues over the autumn and winter months. The Executive Committee was asked to launch a Warm Spaces Fund / Community Food Fund and delegate decision making on the allocation of grants to the Head of Community Services as well as to agree that criteria and decision-making on allocating grants from further funds related to inflationary pressures be delegated to the Head of Community Services.

45.2           The Head of Community Services explained that the intention of the report was to enable conversations about inflation and what the Council may or may not want to do. He had drafted the report but the issues were so far reaching that the whole Management Team had had an input. The initial report set out the current situation that existed and the fact that, despite various central government interventions, the impact of inflation was likely to negatively impact individuals within the Borough. The report also outlined the various interventions that had been made by the government and the local interventions the Council, supported by partners, had within its remit to support the community. In addition, Members were advised of the work that Council Officers were already undertaking with partners in support of the community and the Committee may wish to ask Officers to do more in terms of exploring further options. Paragraph 5.3 of the report set out some areas where the Borough Council could have a significant impact including: co-ordinating a focused response with the Borough’s strategic partners for example, housing partners, Department of Work and Pensions, Citizens’ Advice and other voluntary sector partners, maximising support and impacts on people and communities; providing warm spaces for people to shelter, keep warm and socialise; supporting people to make the best possible choices about how they used the income they had; providing additional direct and indirect financial support, including through the various hardship schemes; supporting people if they were struggling to cope and, as a minimum, ensuring the Council’s actions did not exacerbate problems further; and providing visible and high-profile leadership for the Borough.

45.3           In terms of the supplementary report, the Economic and Community Development Manager explained that the Council had only recently secured funding from the County Council which was the reason for the late circulation of the information. Community venues were proposed to play a crucial role and become warm hubs for people to congregate during the colder months - residents may look to those hubs for warmth, meeting people and therefore performing a key role in the community in also reducing social isolation. However, it was understood that those venues may struggle to pay for rising utility bills and may be cutting back on their opening  ...  view the full minutes text for item 45.

The Chair will move the adoption of the following resolution:

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

46.1           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 12A 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 receive an update on the Ashchurch Bridge over Rail project.

(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))

47.1           The Committee received an update on the Ashchurch Bridge over Rail project and agreed that the matter be deferred to a special meeting for more information.

(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 a reduction in the management fee for the leisure centre and implementation of a cap on fee increases for 2023/24 and 2024/25.

(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))

48.1           The Committee agreed a reduction in the management fee for Tewkesbury Leisure Centre and the implementation of a cap on fee increases for 2023/24 and 2024/25.