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Agenda and minutes

Contact: Democratic Services Tel: 01684 272021  Email:  democraticservices@tewkesbury.gov.uk

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Items
No. Item

45.

Announcements

To receive any announcements from the Chair of the Meeting and/or the Chief Executive.

Minutes:

45.1          The Mayor advised that the meeting was being held under the emergency provisions of the Coronavirus Act 2020 and, specifically, The Local Authorities and Police and Crime Panels (Coronavirus) (Flexibility of Local Authority and Police and Crime Panel Meetings) (England and Wales) Regulations 2020.  The meeting was being broadcast live via the internet, it was not being recorded by the Council but, under the usual transparency rules, it may be being recorded by others.   

46.

Apologies for Absence

Minutes:

46.1          Apologies for absence were received from Councillors M Dean and E J MacTiernan.  

47.

Declarations of Interest

Pursuant to the adoption by the Council on 26 June 2012 of the Tewkesbury Borough Council Code of Conduct, effective from 1 July 2012, as set out in Minute No. CL.34, Members are invited to declare any interest they may have in the business set out on the Agenda to which the approved Code applies.

Minutes:

47.1          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.

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

48.

Minutes pdf icon PDF 210 KB

To approve the Minutes of the meeting held on 8 December 2020.

Minutes:

48.1          The Minutes of the meeting held on 8 December 2020, copies of which had been circulated, were approved as a correct record.  

49.

Items from Members of the Public

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

 

(The deadline for public participation submissions for this meeting is 20 January 2021).

 

b)   To receive any petitions submitted under the Council’s Petitions Scheme.

Minutes:

49.1          There were no items from members of the public.  

50.

Member Questions properly submitted in accordance with Council Procedure Rules pdf icon PDF 40 KB

To receive any questions submitted under Rule of Procedure 13. Any items received will be circulated on 25 January 2021.

 

(Any questions must be submitted in writing to Democratic Services by, not later than, 10.00am on 18 January 2021).

Minutes:

50.1          The following questions had been received from Councillor Ockelton to the Lead Member for Built Environment.  The answers were given by the Lead Member for Built Environment, Councillor Gore, but were taken as read without discussion.

                 Question 1:

                 Could the Lead Member for Built Environment update Council on the planned consultation that was due to take place in January 2021 about the non-statutory A46 Route Options.

                 Answer 1:

                 The J9/A46 project, which aims to deliver a solution to the capacity issues of the A46 and its junction with the M5, is being led by Gloucestershire County Council, the Local Highway Authority. Current advice received from the County Council is that it is intended to submit the project proposal, when finally developed, to the Department for Transport (DfT) for funding from the Large Local Majors (LLM) fund. As part of this work, a non-statutory public consultation was scheduled for January 2021. This would have involved public consultation in respect of the preferred route options and their development. The consultation has, however, been postponed on the basis of a request from DfT that Highways England need more time to review the proposals. A new schedule is to be finalised but is currently expected to take place in early summer 2021.

                 Question 2:

                 Would the Portfolio Holder for Built Environment update Council on the 5 Year Housing Land supply? (5YHLS)

                 Answer 2:

                 The current five year land supply statement covering 2020/21 to 2024/25, available on the Council’s website, confirms that the Council has a 4.35 year housing supply. Link to webpage provided.  This figure takes into account houses that have already been delivered during the plan period.

                 https://tewkesburyborough-my.sharepoint.com/:b:/g/personal/website_tewkesburyborough_onmicrosoft_com/EW6OiDUPBS1KnYRWkI-JF-kBvHLGHP6Lr6e42A1dlqiv3A?e=JNxNFG

                 Question 3:

                 Considering the confidence statement at the December Council meeting (08/12/20) re s106 and the Community Infrastructure Levy, can the Portfolio Holder for Built Environment please inform Council how confident she is that the priorities within that agenda item will be delivered in the period 2021/22 to 2024/25.

                 Answer 3:

                 The Infrastructure Funding Statement approved at Council on 8 December, sets out both reports on the income and expenditure of Community Infrastructure Levy and s106 contribution, as well as an infrastructure list. 

                 The infrastructure list refers to 25 projects, without setting out any priorities between them, which the Council intends will be, or may be, wholly or partly funded by Community Infrastructure Levy.  The infrastructure list will be reviewed at least on an annual basis.

                 Regarding s106 contributions, where explicit expenditure has not been set out within the relevant s106 obligation or undertaking, the process for the allocation of available s106 funds is that these are advertised on the Tewkesbury Borough Council website, social media and press release.  Community organisations then complete an expression of interest (EOI), explaining how the funds will be spent and what difference it would make to the community.  The decision on the award of funds is made by the Head of Development Services in consultation with the s106 Panel.

                 Question 4:

                 Could the Portfolio Holder for Built Environment  ...  view the full minutes text for item 50.

51.

Scheme of Member Allowances 2021/22 pdf icon PDF 208 KB

To agree that the Scheme of Allowances for 2021/22 remain unchanged and be as set out at Appendix 1 to the report in accordance with the recommendation of the Independent Remuneration Panel. 

Additional documents:

Minutes:

51.1          The report of the Head of Democratic Services, circulated at Pages No. 7-17, asked Members to determine a Scheme of Allowances to take effect on 1 April 2021 until 31 March 2022 having regard to the recommendations of the Independent Remuneration Panel.

51.2          The recommendation of the Panel was proposed and seconded. During the discussion which ensued, a Member thanked the Independent Remuneration Panel for its report and expressed the view that even with the recommended freeze on allowances, the Council would remain above the national average and given the very difficult and serious effects of the COVID-19 pandemic on so many residents in the Borough, it would be sensible to amend the scheme to introduce a 10% reduction across the Special Responsibility Allowances. This would result in a reduction of £7,147.50 in the total budget requirement which would offset the increase made last year. Other Members agreed with that view and accordingly the amendment was proposed and seconded. Upon being put to the vote the amendment was lost. Councillor C M Cody asked that her vote in favour of the proposal be recorded.

51.3          A recorded vote was requested and, upon receiving the appropriate level of support, voting on the proposal to accept the recommendation of the Independent Remuneration Panel was recorded as follows: 

For

Against

Abstain

Absent

R A Bird

C L J Carter

C Softley

M Dean

G F Blackwell

C M Cody

 

L A Gerrard

G J Bocking

D J Harwood

 

E J MacTiernan

K J Cromwell

M L Jordan

 

S A T Stevens

R D East

H S Munro

 

J H Evetts

P W Ockelton

 

P A Godwin

P E Smith

 

 

M A Gore

R J Stanley

 

 

D W Gray

M G Sztymiak

 

 

J R Mason

S Thomson

 

 

H C McLain

P N Workman

 

 

P D McLain

 

 

J W Murphy

 

 

A S Reece

 

 

 

C Reid

 

 

 

J K Smith

 

 

 

R J G Smith

 

 

 

V D Smith

 

 

 

P D Surman

 

 

 

R J E Vines

 

 

 

M J Williams

 

 

 

51.4          With 21 votes in favour and 10 against, it was

                 RESOLVED           That the Scheme of Allowances for 2021/22 remain unchanged                                    and be as set out in Appendix 1 to the report in accordance                                 with the recommendation of the Independent Remuneration                                  Panel.

52.

on pdf icon PDF 228 KB

To approve the Pay Policy Statement 2021/22.  

Additional documents:

Minutes:

52.1          The report of the Head of Corporate Services, circulated at Pages No. 18-29, asked Members to approve the Pay Policy Statement 2021-22. 

52.2          In proposing that the Pay Policy Statement be approved, the Lead Member for Organisational Development advised that, whilst the Council had always had such a statement, and the activities detailed within it formed part of the Council’s business, in terms of transparency it was necessary for the Statement to be approved on an annual basis. The purpose of the Pay Policy Statement was to ensure clarity and accountability with regard to the Council’s approach to setting pay and, as detailed in Paragraph 2.1 of the report, this included the method by which salaries and severance payments were determined, the remuneration of senior managers and the remuneration of the lowest level of posts within the Council. The systems, processes and policies which supported the statement were under continual review by the HR team and the statement itself had been scheduled into the team’s work programme to ensure it came forward on an annual basis.

52.3          During the discussion which ensued, a Member queried whether the Council employed anyone on zero hours contracts. In response, the Human Resources and Organisational Development Manager explained that the Council did have some staff on casual contracts who were paid for the hours worked. However, this did not apply to many people so was not a significant part of the workforce. In terms of whether or not that should be included in the Pay Policy Statement, the Member was advised that zero hours contracts were one of a number of ways people could be employed by the Council but none of those were required to be included in the Pay Policy Statement. If the Council felt it necessary a paragraph could be included but there was no such obligation upon the Council in that regard.

52.4          Upon being proposed and seconded, it was

                 RESOLVED           That the Pay Policy Statement 2021/22 be APPROVED.

53.

Recommendation from Executive Committee

The Council is asked to consider and determine recommendations of a policy nature arising from the Executive Committee as follows:- 

53a

Medium Term Financial Strategy pdf icon PDF 235 KB

At its meeting on 6 January 2021 the Executive Committee considered the Medium Term Financial Strategy and RECOMMENDED TO COUNCIL that the Medium Term Financial Strategy 2021/22 – 2025/26 be ADOPTED.  

Additional documents:

Minutes:

53.1          At its meeting on 6 January 2021, the Executive Committee had considered the Medium Term Financial Strategy 2021/22-2025/26 and recommended to Council that it be adopted.

53.2          The report which was considered by the Executive Committee had been circulated with the Agenda for the current meeting at Pages No. 30-53.

53.3          The Chair of the Executive Committee proposed the recommendation and the Lead Member for Finance and Asset Management seconded it.

53.4          A brief discussion ensued during which a Member referred to Paragraph 1.2 of the Strategy and noted that, whilst she understood what was actually meant by the sentence ‘These are unprecedented times for local government as it responds to the coronavirus pandemic and looks forward to a post Brexit future and a significant impact on the likely level of resources available for public spending in the long term’, she felt it would be better to use the word ‘faces’ instead of ‘looks forward to’. The Head of Finance and Asset Management understood the point being made and agreed that the sentence would be amended. Another Member thanked the Head of Finance and Asset Management for taking the time to explain the paper to her and was pleased to note at Paragraph 12.5 that by doing the right thing for the planet the Council was able to save money.

53.5          Accordingly, it was 

RESOLVED           That, subject to the amendment of Paragraph 1.2 to replace the words ‘looks forward to’ with ‘faces’, the Medium Term Financial Strategy 2021/22 – 2025/26 be ADOPTED.

54.

Schedule of Meetings 2021/22 pdf icon PDF 115 KB

Additional documents:

Minutes:

54.1          The report of the Head of Democratic Services, circulated at Pages No. 54-56, set out the proposed Schedule of Meetings for 2021/22. Members were asked to adopt the Schedule as set out at Appendix 1 to the report.  

54.2          The Leader of the Council proposed the Schedule of Meetings as set out on the paper and it was seconded.

54.3          A Member noted that the Council meetings were spread across the year at different intervals and she queried why that was. In response, the Head of Democratic Services explained that the Council had previously made a decision that it did not require meetings on a monthly basis but there were certain events at specific times of the year that needed to be put into the Work Programme, as well as the recommendations from other Committees also feeding in, and this meant the meetings could not just be moved to different months and was the reason that some meetings were closer together than others. There followed a detailed discussion as to the timing of Council meetings going forward as they had been held at 6.30pm while taking place on Zoom but the Schedule of Meetings anticipated that they would move back to 6pm when meetings were once again being held face to face. A number of Members were of the view that 6.30pm was a better time for those that worked during the day and also for members of the public to attend; whereas others felt that 6pm had always worked in previous years and, in order to take account of the workload of Officers, seemed a sensible time to commence the meetings assuming things went back to normal. It was suggested that the Schedule as provided should be agreed at this stage and then could be reviewed in due course given it was not clear currently what would happen in terms of remote meetings going forward. Other Members felt it was clear that thought needed to be given to how to accommodate people that had difficulty attending meetings at 6pm and it was suggested that consideration needed to be given as to the best way to canvass opinion and make a sensible proposal as to whether a change was required. 

54.4          Having been proposed and seconded, it was

                 RESOLVED           1. That the Schedule of Meetings for 2021/22, as set out at                                      Appendix 1 to the report, be ADOPTED.

                                                2.  That the Leader of the Council consider the issue of the                              timing of Council meetings in liaison with the other Group                                     Leaders to determine whether there was a need for the                                                    timing of Council meetings to change once remote meetings                                  end and the future of how meetings are to take place                                             going forward was clear.

55.

Royal Garden Party

To note that this year’s Royal Garden Parties have been cancelled.  

Minutes:

55.1          Attention was drawn to the Agenda which asked Members to note the cancellation of this year’s Royal Garden Party due to the COVID-19 pandemic.

55.2          Accordingly, it was

RESOLVED          That the cancellation of the Royal Garden Party for 2021 be                             NOTED.

56.

Separate Business

The Chairman 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.

Minutes:

56.1          The Mayor 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.  

57.

Separate Minutes

To approve the separate Minutes of the meeting held on 8 December 2020.

Minutes:

57.1          The separate Minutes of the meeting held on 8 December 2020, copies of which had been circulated, were approved as a correct record.  

58.

Separate Recommendation from Executive Committee

Ubico The Council is asked to consider and determine separate recommendations of a policy nature arising from the Executive Committee as follows:-   

58a

Ubico Contract Review

(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))

 

At its meeting held on 6 January 2021 the Executive Committee considered the extension of the Ubico contract and made a recommendation to Council thereon.

Minutes:

(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))

58.1          At its meeting held on 6 January 2021 the Executive Committee had considered the extension of the Ubico contract and made a recommendation to Council. The Council considered that recommendation and agreed the extension of the Ubico contract.