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Brentwood Borough Council

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Agenda and minutes

Venue: Army Reserve Centre, Clive Road, Warley, Brentwood CM13 3UJ

Contact: Claire Mayhew (01277 312 741) 

Items
No. Item

102.

Apologies for absence

Minutes:

Apologies were received from Cllr Barrett and Cllr Morrissey attended as a substitute.

103.

Minutes of the previous meeting pdf icon PDF 120 KB

Minutes of the Policy, Projects and Resource Committee held on 19th March 2019 and the Regulatory & Governance Meeting held on 6th March 2019.

Additional documents:

Minutes:

The Minutes of the Policy, Projects and Resources Committee held on 19th March 2019 approved as a true record.

 

The Minutes of the Regulatory and Governance Committee held on 6th March 2019 were signed as a true record, subject to the addition of Cllr Mrs Middlehurst to the attendance list.

 

Matters arising in relation to the previous Regulatory & Governance Committee. 

 

           The chair drew attention to the Data Protection matters set out on pages 18 and 20 of the Regulatory and Governance Committee minutes.  The report that was received at the committee showed that there was a change in process to ensure the Council was compliant, but it had not been confirmed that the council had reached compliance.  It was resolved that the Data Protection Officer would look at this and report back to PRED with an update at the next meeting.

 

           Member and Officer training for Data Protection review is required.

 

           Revenues & Benefits processes and compliance requires an update report at the next meeting.

 

           Questions on personal email use – the Chair advised this would not be an issue as long providing you take responsibility for your actions. 

 

           Insurance – clarification is required to ensure that our insurance is sufficient to deal with the fact that there are co-opted members, members of the council going serving on outside bodies in the position as representatives of the Council.  It would be important to know if someone would be covered in these circumstances and to confirm the cover is adequate for the core duties of councillors.  It is resolved that a report come to the next PRED. 

 

           In relation to Website Access Regulations on page 18 of the Regulatory and Governance Committee minutes, there were issues raised, but it is unclear if they had been resolved. It is resolved that a report come to the next PRED

 

           Freedom of Information software – It is unclear whether or not the processes were compliant (page 19 of the Regulatory and Governance Committee minutes), it is unclear if this work has been completed.  It is resolved that a report come to the next PRED.

 

           Whistle Blowing Policy – the minutes stated that changes were to be made by the Monitoring Officer, it is unclear what the changes were or if these had been completed.  Officers would need to bring back an update on this.

 

The above matters would need to be brought back to the next committee, so members were aware of what had been done.  

104.

Revision in the Order of the agenda

Minutes:

Cllr Tumbridge MOVED and Cllr Mrs Hones SECONDED to revise the order of the agenda, it was RESOLVED UNANIMOUSLY, to move into a private session agenda items 21  - SAIL Business Plan and 22 – Asset Update, which contain exempt information and will be discussed in private session.  Theses would therefore be taken at the end of the meeting.

105.

Terms of Reference pdf icon PDF 95 KB

Additional documents:

Minutes:

At Annual Council on 15th May 2019, the terms of reference for each committee for the municipal year 2019/2020 were approved.

 

At Ordinary Council on 26th June 2019 (Appendix B) it was RESOLVED UNANIMOUSLY to:-

 

‘To identify and recommend any matters that need to be scrutinised to the Policy, Resources and Economic Committee for approval as set out in the Audit and Scrutiny rules.’

 

Cllr Tumbridge informed the committee this was an information only item and the requested members to note the following:

 

1.     That the Committee notes the Terms of Reference (Appendix A) of the Policy, Resources and Economic Development Committee.

 

2.    The committee notes the necessary amendments are made to Policy, Resources and Economic Development Terms of Reference (Appendix A) made at Full Council as stated in 1.2.

 

Reasons for Recommendations

The Council operates a committee system form of governance and is required by law to establish certain committees and has discretion to appoint other committees to facilitate the effective conduct of business under that committee system.

 

RECEIVED.

 

106.

Constitution Working Group pdf icon PDF 80 KB

Minutes:

The report asked the Committee to agree the membership of the Constitution Working Group for the current municipal year 2019/20 set out in paragraph 4.1 of the report.

 

Cllr Tumbridge MOVED and Cllr Mrs Hones SECONDED the recommendations in the report.

 

A vote was taken by a show of hands and it was RESOLVED UNANIMOUSLY:

 

1.         Members agree the membership of the Constitution Working Group for the current municipal year as set out in para 4.1.

 

2.         Members agree that any necessary changes to the membership of the Constitution Working Group are made in accordance with para 4.2.

 

Reasons for Recommendation

The Council has a statutory duty to have a written Constitution which sets out how the Council operates and how decisions are taken. The Constitution must be published and kept up to date.

 

The Council has agreed that there should be a Constitution Working Group which reports to the Council, to undertake a fundamental review of the Constitution and recommend changes to the Council.

 

107.

Data Protection Officer pdf icon PDF 98 KB

Minutes:

The report recommended the appointment of the Council’s Deputy Monitoring Officer as the Data Protection Officer.

 

The report also provided further information on the provision of data protection services by Thurrock Council.

 

Cllr Tumbridge MOVED and Cllr Mrs Hones SECONDED the recommendations in the report.

 

A vote was taken by a show of hands and it was RESOLVED.

 

1.         That the Council’s Deputy Monitoring Officer (Paula Harvey) be appointed the Data Protection Officer.

 

 

Reasons for Recommendation

This report was prepared at the Chair’s request.

 

108.

Members Enquiry System pdf icon PDF 77 KB

Additional documents:

Minutes:

As requested by the Chair of the Policy, Resources and Economic Development Committee, the report set out the continuing review work with regard to the new Members Enquiry system.

 

A report was made to the Audit & Scrutiny Committee on the 13th March 2019, Min 375 of those minutes sets out comments advised by 6 members cross party and is attached as Appendix A detailing the progress made and responses to where action could be taken. 

 

In addition, following further member training a request was made for the following amendments to be made to the system; the facility for Members to follow up requests midway through the process and improvements to the My Requests screen to enable Members to easily identify the subject of each request.

 

The Audit & Scrutiny Committee also agreed that a further report would be made to a future committee. That committee will be updated following the consideration of this matter by Policy, Resources and Economic Development Committee.

 

After a full discussion, an amendment to the recommendations was MOVED by Cllr Tumbridge and SECONDED by Cllrs Mrs Hones to state:

 

  1. A survey of all members will be conducted, and its results will be reported at the next PRED committee.  The wording of the questionnaire will be approved in consultation with the Chair and Vice Chair of PRED. 

 

  1. Samples of performance reports referenced in the report on the system will be provided to the next PRED meeting.  

 

A vote was taken by a show of hands and it was RESOLVED UNANIMOUSLY.

 

Reason for Recommendation

To ensure the Member Enquiry System is efficient and effective.

 

109.

Member's Training Programme pdf icon PDF 86 KB

Additional documents:

Minutes:

The report was before Member’s to agree a new Training Programme for 2019/2020.

 

Suggestions were made by members in relation to when the training would be held, information of the training to be given and the presentation/information to be accessed by members via the Member’s portal.

 

Observations from the chair

  • Reference to ‘Paperless Agenda’ – the explanation of this term to have more clarity.
  • The GDPR training provided to Members was not adequate for Members and was aimed at wider issues for officers.   The Chair was pleased that Data Protection formed part of the Training Programme.  For Officer training, this should be referenced to the 2018 Data Protection Act.  Officers should also receive high level training.   
  • Social media training content to be considered.
  • IT skills to include how to make better use of IT including to facilitate better use of meeting options.   

 

An amendment to recommendation 2.2 was MOVED by Cllr Tumbridge and SECONDED to state:

 

To agree to the draft training programme for 2019/20 (Appendix A), taking account of members comments made at the PRED committee on 10th July 2019.

 

A vote was taken by a show of hands and it was RESOLVED UNANIMOUSLY.

 

1.    That the Committee agree that Member’s training programme will take place over a 6 months period starting in November 2019 to May 2020.

 

2.    To agree to the draft training programme for 2019/20 (Appendix A), taking into account members comments made at the PRED committee on 10th July 2019.

 

Reason for Recommendation

To provide a Member’s Training Programme in line with best practice.

 

 

110.

Whole Council Election pdf icon PDF 105 KB

Minutes:

The report advised the Committee of the Council’s power to change its electoral scheme to whole council elections.  Brentwood Borough Council operates an election scheme by thirds, holding a Borough election three years out of four. The typical cost to the Council of a combined election is £60,000; the cost of a single Borough Council election is £90,000. Whole council elections offer a potential saving of between £138,000 and £180,000 over a four year cycle, however the Local Authority may not realise all of this. A whole council election scheme would provide a four year mandate, allowing the Council to adopt a strategic approach to policy and decision making in line with its medium term financial plan. The Council can change its electoral cycle should it resolve to do so.

 

In order to resolve to change its electoral cycle, the Council must:

 

a)         Have taken reasonable steps to consult such persons as it thinks appropriate on the proposed change;

b)         If an Ordinary Council is not available then convene an extraordinary meeting of Council to consider the proposed change;

c)         Have at least two-thirds of those voting at the extraordinary meeting of Council vote in favour of the proposed change; and

d)         Ensure that the year for the first ordinary whole council election is specified in the resolution. This cannot be the same year(s) as whole council elections for the County Council. The Localism Act 2011 states:

‘a district (Borough)  election for which there is a county council  may not  hold an election in a county-council elections year’

 

The report sought Members views.

 

An additional motion to was MOVED by Cllr Tumbridge and SECONDED by Cllr Mrs Hones to state:

 

2.        A detailed paper with financial consequences of a four year election cycle and the steps required to move from 1/3 to all out elections to be brought to the next Policy, Resource & Economic Development Meeting in September.

 

A vote was taken by a show of hands and it was RESOLVED UNANIMOUSLY.

 

1.         The Committee considers the content of this report (and any next steps).

 

2.         A detailed paper with financial consequences of a four year election cycle and the steps required to move from 1/3 to all out elections to be brought to the next Policy, Resource & Economic Development Meeting in September.

 

Reason for Recommendation

That the Council considers whole council elections for Brentwood Borough Council.

 

111.

Service Arrangements pdf icon PDF 94 KB

Minutes:

Many local authorities share services in order to improve efficiency, service delivery and enhance the resilience and capacity of individual councils.

 

The Council has a number of different arrangements to assist in delivering its services to the public. This report sets out for the committee what arrangements are currently in place.

 

After a full discussion, Cllr Tumbridge MOVED and Cllr Mrs Hones SECONDED an amendment to the recommendations to state:

 

1.            An updated report to come to the Policy, Resources and Economic Development Committee in September with the cost of each outsourced arrangement, and an assessment of their value for money.

 

2.            The following service arrangements will be reviewed and recommendations for alternative provision will be brought to the next Policy, Resource & Economic Development Committee in September - Planning & Licensing from Thurrock; Revenue & Benefits from Basildon; Data Protection from Thurrock; Legal from Barking & Dagenham.

 

A vote was taken by a show of hands and it was RESOLVED UNANIMOUSLY.

 

Reasons for Recommendation

For members to be informed of the different arrangements in place for Council services.

 

112.

Draft Corporate Plan Development pdf icon PDF 96 KB

Additional documents:

Minutes:

The purpose of this report is to commence the process of updating the Council’s Corporate Plan for 2019-2024 and give approval for a four-week period of consultation. It is important for the Council to have in place a Corporate Plan so it is clear in its strategic direction and planned approach to delivering progress.

 

The draft Corporate Plan 2019-2024 will cover a 5-year period. The aim of the consultation is to ensure resident target groups, statutory partners, voluntary partners and interested parties, have an opportunity to consider the Councils work already undertaken and put forward their priorities for the Council so as the revised Corporate Plan can reflect the needs of the Borough.

 

Cllr Tumbridge MOVED and Cllr Mrs Hones SECONDED the recommendations in the report.

 

  1. That members approve the consultation approach to the Corporate Plan 2019-2024.

 

  1. That delegated authority be given to the Interim Chief Executive in consultation with the Leader, Deputy Leader, Chair and Vice Chair of Policy, Resources & Economic Development Committee, and the Leaders of the opposition groups to agree the consultation details and the final format of the questionnaire and to proceed to consultation.

 

A vote was taken by a show of hands and it was RESOLVED UNANIMOUSLY.

 

Reasons for Recommendation

The Corporate Plan will set the strategic direction and planned approach to measure progress for the Borough.  The consultation begins the process of delivering this new plan.

 

113.

Parking Order Report pdf icon PDF 105 KB

Additional documents:

Minutes:

To add the car parks listed in Appendix A to the Councils Off Street Parking Order for the purpose of formalising the parking arrangements and to give the Council the ability to administer and enforce parking across the listed site.

 

To continue the phased inclusion of Council car parks into the Parking Order.

 

To amend the Councils Off Street Parking Order to address the new and changed parking needs at the Town Hall site car park at Ingrave Road Brentwood to ensure parking can be effectively managed.  In so doing meet the various needs of the stakeholders and users.

 

It is estimated that a budget of £25K will be required to deliver the proposals.

 

Cllr Tumbridge MOVED and Cllr Mrs Hones SECONDED the recommendations in the report subject to an amendment to 2.1 as recommended by the Officer.

 

  1. To agree that the Housing car park sites listed in Appendix A are added to the Councils off Street parking Order in liaison with the Council’s representative and South Essex Parking Partnership (SEPP)

 

A vote was taken by a show of hands and it was RESOLVED.

 

In respect of the Housing Car Parks

 

1.            To agree that the Housing car park sites listed in Appendix A are added to the Councils off Street parking Order in liaison with the Council’s representative and South Essex Parking Partnership (SEPP).

 

2.            To agree to delegate authority to the Director of Operations to take all necessary steps to implement enforcement of those priority sites identified and referred to as ‘immediate effect’ in Column 2 of Appendix A. 

 

3.            Agree to implement appropriate fees and charges in line with the rest of the borough.

 

In respect of the Town Hall

 

4.         To amend the Parking Order relating to the area of the Town Hall site as outlined in para 3.12 of the report.

 

Reasons for Recommendation

To address the growing abuse of inappropriate parking on Council land identified by the report to the Community Safety and Housing Committee (11th Sept 2018 min 125).

 

To enable officers to progress sites when appropriate and following consultation with Ward Members the introduction of enforcement measures.

 

114.

Development of a Local Green Agenda pdf icon PDF 185 KB

Additional documents:

Minutes:

The report provided information on the green initiatives the Council are presently undertaking and in doing so advises that a joined up green agenda for the borough would be far more beneficial.

 

The report also begins to explore the legislation, government targets and other work that is being considered to improve the worlds environmental climate.  This includes work currently being undertaken by the Council and also highways work other organisations are putting into place.

 

The report suggests opportunities to begin work to deliver some immediate environmental benefits.  These could start with immediate effect if resources are identified.  This work would include the recent approved motion relating to developing and implementation car charging points in the borough.

 

A request from Cllr Hossack that a presentation from Connect Kerb is brought to a future meeting was accepted.

 

Cllr Tumbridge MOVED and Cllr Mrs Hones SECONDED the recommendations in the report subject to an additional recommendation at 2.3 to state:-

 

3.      A report to the next meeting of Policy, Resources and Economic Development on:-

 

(i)   use of lighting solutions to save energy & money in council buildings

(ii)     installation options on car charging points at council owned        properties

(iii)    what green focused businesses are in the borough

(iv)    how we reduce non-recyclable plastic use.

 

A vote was taken by a show of hands and it was RESOLVED UNANIMOUSLY.

 

  1. To agree to develop a Green Agenda that is both specific to the way the Council undertake its duties and will positively affect the Borough and a further report be made to Policy Resources and Economic Development Committee later this year.

 

  1. To agree to investigate the potential projects listed within this report to work towards a better environment which will work with the development of a green agenda.

 

  1. A report to the next meeting of Policy, Resources and Economic Development on:-

 

(i)     use of lighting solutions to save energy & money in council      buildings

(ii)    installation options on car charging points at council owned                            properties

(iii)    what green focused businesses are in the borough

           (iv)    how we reduce non-recyclable plastic use.

 

 

Reasons for Recommendation

The Council has some good pieces of environmental work that are undertaken but it is felt this work is un-coordinated and could achieve much more with a joined-up approach.

 

Set out long term ambitions and targets with the wider work that is being undertaken, for example the 25 Year Government Plan.

 

Having a green agenda will assist the Council to develop and apply for funding for green initiatives.

 

Be able to start initiatives now that will support any long-term green agenda.

 

115.

King Georges Playing Field - Business Plan and Operating Model pdf icon PDF 189 KB

Additional documents:

Minutes:

At the 27 February 2019 Ordinary Council (min. ref. 339) Members agreed to the inclusion of £7m for the development of King George’s Playing Fields within the Capital Program as part of the budget setting process. It was agreed at 23 January 2019 Policy Projects and Resources Committee (min. ref. 302) that expenditure would only occur, subject to the full business plan and operating model details being approved by a future Policy, Projects and Resources Committee (or relevant committee). The business plan for King George’s Playing Fields improvements is before members tonight. The plan has looked at a number of options for the pavilion and the outdoor adventure play to ensure that the business model for the improvements is both financially viable and supports the needs of the community both now and in the future. The Football Hub Development is also included within the business plan as it is intrinsically linked to the King George’s Playing Fields improvements.

 

Members expressed concerns on the high-level decision required without the business plan or detail having been to a previous committee and proposed that the item should be referred to the next Extraordinary Council meeting.  

 

Ms Barnes elaborated on the summary within the business plan for members.  

 

Cllr Kendall MOVED and Cllr Mynott SECONDED a motion that this items be DEFERRED.

 

A vote was taken by a show of hands and it was LOST.

 

After a full discussion, Cllr Tumbridge MOVED and Cllr Mrs Hones SECONDED an amendment to 2.1 to state:-

 

  1. That Members recommend this report and its recommendations to Extra Ordinary Council on 30th July 2019.

 

A vote was taken by a show of hands and it was RESOLVED UNANIMOUSLY.

 

1.         That Members recommend this report and its recommendations to Extra Ordinary Council on 30th July 2019.

 

Reasons for Recommendation

As part of the Council’s due diligence in delivery a successful Leisure Strategy, Members and officers need to have a complete picture of the current associated costs, risk profiles of the Borough’s Leisure facilities and identify opportunities for income generation.

 

Comments from Sport England as part of the Local development Plan consultation, stated that a Leisure Strategy is required that assesses Council owned sports and leisure facilities in order that the Council can continue to work with partners to ensure that appropriate provision is made for the residents of Brentwood. The strategy should not only consider how the Council can provide services, but also how other partners can. The strategy should also use current sports facility evidence to identify strategic priorities to then inform what will be included in the Council’s Infrastructure Delivery Plan. Following this feasibility work, the Council will then be able to determine which projects will be funded by the Community Infrastructure Levy (CIL) and those funded by planning obligations.

 

The Council’s Asset Management Strategy 2014/15 also sets out the need to obtain and maximise income where possible from its asset portfolio.

 

The KGPF improvements support all six workstreams of the Leisure Strategy Built Facilities, Play  ...  view the full minutes text for item 115.

116.

Termination of Meeting

Minutes:

At 9:00pm in accordance with Rule 10.1 of the Council’s procedural rules, Members RESOLVED to continue the meeting for a further 30 minutes.

 

(A requested by member for comfort break was accept by Cllr Tumbridge and the meeting with adjourned for 3mins)

 

117.

Right to Buy Capital Receipts pdf icon PDF 118 KB

Additional documents:

Minutes:

At the Environment, Enforcement & Housing Committee held on the 25th June 2019 approval was given in relation to three recommendations concerning future housing development projects.

 

  • The Environment, Enforcement & Housing Committee approved the following recommendations: That the Committee formally approve Option 1 (to implement the capital receipts expenditure mechanism.

 

  • That the Committee formally approves delegated authority for the Housing Services Manager to designate sites for redevelopment and submit outline planning permission for those sites.

 

  • That if agreed, the proposal is referred to the Council’s Policy, Resources and Economic Development Committee for approval.

 

An excerpt of the Minutes of the Environment, Enforcement & Housing Committee are as per Appendix A. The Committee approved the recommendations unanimously.

 

This report sets out proposals to adopt a formal capital receipts expenditure mechanism relating to Right to Buy (‘RTB’) sales. The mechanism will allow for a more focussed and transparent approach to expenditure of monies from  the sale of HRA housing stock (known as ‘RTB capital receipts’).

 

The mechanism is a high-level approach to ensuring that capital receipts are retained by the Council and allocated to garage site re-developments with outline planning permission. The purpose is to increase efficiency and to provide improved value for money through site-specific building projects.

 

The mechanism will adopt the procedure of seeking outline planning permissions and then linking earmarked capital receipts. Protection of the receipts in a timely manner will allow for subsequent approval of site specific projects by Committee and consideration of detailed feasibility reports.

 

Cllr Tumbridge MOVED and Cllr Mrs Hones SECONDED the recommendations in the report.

 

A vote was taken by a show of hands and it was RESOLVED UNANIMOUSLY.

 

  1. That the PRED Committee formally approve Option 1 (to implement the capital receipts expenditure mechanism).

 

2.  That the PRED Committee formally approves delegated authority for the Housing Services Manager in consultation with the Chair and/or Vice Chair of Environment, Enforcement and Housing Committee to designate sites for re-development and submit outline planning permission for those sites.

 

Reasons for Recommendation

Option 1 is recommended as the most transparent option for the Council and supports the ‘Getting our House in Order’ transformation programme for Housing Services. It works towards ensuring financial stability and revenue protection.

 

Taking no further action will fail to advance corporate priorities and would be counter to our modernisation approach and monetary responsibilities.

 

Option 1 ensures the Council meets the requirement of the agreement the Council entered into on 26th June 2012 with the Secretary of State, to retain additional RTB receipts and commit these within 3 years of disposal.

 

By not committing the investment there is a high degree of financial risk imposed on the Council. Any retained funds not committed within 3 years is subject to interest chargeable on the retained amount at 4% above base rate, compounded quarterly.

 

Every quarter, officers have to submit a return to MHCLG, detailing the RTB’s completed, the amount that has been spent and the projected future spend on  affordable housing. This return calculates whether  ...  view the full minutes text for item 117.

118.

Termination of Meeting

Minutes:

At 9:30pm in accordance with Rule 10.1 of the Council’s procedural rules, Members RESOLVED to continue the meeting for a further 30 minutes.

119.

Housing Development Programme pdf icon PDF 108 KB

Additional documents:

Minutes:

At the Environment, Enforcement & Housing Committee held on the 25th June 2019 approval was sought in relation to three recommendations concerning anticipated housing development projects at Brookfield Close, Hutton and Sir Francis Way Brentwood.

 

  • That the Committee formally approves delegated authority for the Housing Services Manager to submit outline planning permission for both sites at Brookfield Close, Hutton and Sir Francis Way.

 

  • That the feasibility report outcomes are reported to the next appropriate Environment, Enforcement & Housing Committee.

 

  • That if agreed, the proposal is referred to the Council’s Policy, Resources and Economic Development Committee for approval.

 

An excerpt of the Minutes of the Environment, Enforcement & Housing Committee are as per Appendix A. The Committee approved the recommendations unanimously.

 

The Council owns a range of garage sites across the Borough, including those that are disused and hard to let.  Members previously agreed that Officers should identify the potential redevelopment of sites that provided an immediate opportunity for new affordable housing.

 

Officers had identified two potential sites. One site is at Brookfield Close, Hutton and the second at Sir Francis Way, which is located in Brentwood, very close to the Town Centre. Both sites provide excellent potential for redevelopment.

 

At the Community, Health & Housing Committee on the 5th March 2019, delegated authority was approved for the Housing Services Manager to commission an architect to prepare a feasibility report for both sites to establish the viability of each which will outline potential on both sites, and inform in terms of quantum and tenure mix.

 

Cllr Tumbridge MOVED and Cllr Mrs Hones SECONDED the recommendations in the report.

 

A vote was taken by a show of hands and it was RESOLVED UNANIMOUSLY.

 

1.    That the Policy, Resources and Economic Development Committee formally approves delegated authority for the Housing Services Manager in consultation with the Chair and/or Vice Chair of Environment, Enforcement and Housing Committee to submit outline planning permission for both sites at Brookfield Close, Hutton and Sir Francis Way.

 

2.    That the Policy, Resources and Economic Development Committee formally approves that the feasibility report  outcomes are reported to the next appropriate Environment, Enforcement & Housing Committee.

 

Reasons for Recommendation

The mechanism proposed front-loads the procedure for allocating RTB monies to site-specific construction projects with outline planning proposals, without Committee approval at the initial stage. It will allow for a more streamlined and efficient method of retaining the RTB monies for use within the Borough.

 

Option 1 is recommended as the most transparent option for the Council and supports the ‘Getting our House in Order’ transformation programme for Housing Services. It works towards ensuring financial stability and revenue protection.

 

120.

2018/19 Provisional Outturn and Annual Treasury Management Report pdf icon PDF 164 KB

Additional documents:

Minutes:

This report deals with the 2018/19 provisional outturn for:

 

           The General Fund - paragraph 3.

           Housing Revenue Account - paragraph 4.

           The Capital Programme - paragraph 5.

 

The report also considers the reserves and working balance levels.

 

The Council is also required by regulations issued under the Local Government Act 2003 to produce an Annual Treasury Management review of activities and the actual prudential and treasury indicators for 2018/19. This report meets the requirements of both the CIPFA Code of Practice on Treasury Management (the Code) and the CIPFA Prudential Code for Capital Finance in Local Authorities (the Prudential Code) - paragraph 6.

 

A question was asked by a Member with regards to parking relating funds.  Officers confirmed that there are no errors relating to this.

 

Members raised concerns and questions on a number of line items.

 

Cllr Tumbridge MOVED and Cllr Mrs Hones SECONDED the recommendations in the report subject to an additional recommendation under 2.5 to state:-

 

2.5      Reports on the identified line items of concern to be brought back to Policy, Resource and Economic Development Committee meeting in September, with explanation of the budget over spend and what cost control measures are being adopted to reduce the overspends.

 

A vote was taken by a show of hands and it was RESOLVED.

 

121.

Economic Development Update pdf icon PDF 81 KB

Additional documents:

Minutes:

The Council will need to consider setting future economic priorities as part of replacing the current Economic Strategy 2017-2020 (March 2016).  In order to do so it is important to consider a range of economic data to inform decisions about future aims.

 

Appendix A provides an overview of various economic data using the most up-to-date information. 

 

After a full discussion, Cllr Tumbridge MOVED and Cllr Mrs Hones SECONDED and amendment to 2.1 to state:

 

  1. A report be commissioned on the economy of the Borough to be brought back to a future meeting of Policy, Resources and Economic Development Committee.  Its terms delegated to officers in consultation with the Chair and Vice Chair of Policy, Resources and Economic Development Committee. 

 

A vote was taken by a show of hands and it was RESOLVED UNANIMOUSLY.

 

122.

Termination of Meeting

Minutes:

At 10.00pm in accordance with Rule 10.1 of the Council’s procedural rules, Members RESOLVED to continue the meeting for a further 30 minutes.

123.

Local Development Plan Update pdf icon PDF 124 KB

Additional documents:

Minutes:

The National Planning Policy Framework (NPPF) requires local planning authorities to produce a Local Plan for their area and maintain an up-to-date timetable. 

 

As part of the plan-making process a revised Local Development Scheme (LDS) timetable has been prepared (Appendix A).  This provides an update to the currently published version, approved in November 2018.  Delivery of the Plan against the published timescales is monitored by the Ministry of Housing, Communities and Local Government.

 

Brentwood Borough Council published its Pre-Submission Local Plan (Regulation 19) in February 2019.  Processing and consideration of representations received is nearing completion (Regulation 20).  A summary of representations has been prepared (Appendix B).  This and other accompanying material will be compiled for submission to the Planning Inspectorate for Examination-in-Public (Regulation 22).  Guidelines for Local Plan examinations have been published by the Planning Inspectorate (Appendix C).

 

A fundamental part of the strategy for growth in the borough is delivery of Dunton Hills Garden Village, one of four strategic allocations in the Council’s Local Development Plan.  It is important to secure longer-term control over the delivery of quality on site as well as consider land assembly options for the delivery of sustainable transport integration in the wider area.  Design guidance for Dunton Hills Garden Village is proposed to be added to the LDS.  The need for a process to secure land required for the delivery of development or related transport infrastructure in the event that a landowner does not cooperate is identified, utilising the Council’s ability for compulsory acquisition of land.

 

Cllr Tumbridge MOVED and Cllr Mrs Hones SECONDED the removal of recommendations 2.2 and 2.3 and the amendment to 2.1 to state:-

 

  1. To delegate to the Leader, Deputy Leader and the Chair of Policy, Resources and Economic Development to agree a timetable with specific dates within the outline of the timetable in Appendix A, and to prepare a report for submission to the Planning Inspector.  The Chair of Policy, Resources and Economic Development to report any planned decision to this committee before action is taken.

 

A vote was taken by a show of hands and it was RESOLVED UNANIMOUSLY.

 

Reasons for Recommendation

It is necessary to have an up-to-date LDS.  Delivery of the Plan against the published timescales is monitored by the Ministry of Housing, Communities and Local Government.  The revised LDS set out in Appendix A sets out an updated position regarding anticipated timeframes and documents to be produced, such as final stages of the Local Plan and design guidance for Dunton Hills Garden Village.

 

  The Local Plan Examination in Public will be aided by the confidence that will be shown in a process that can acquire land for the delivery of essential development or off-site infrastructure if a landowner does not cooperate with delivery.  Delivery of infrastructure and the detail needed to evidence how this will be delivered has been identified as a key factor in the NPPF and other examinations across the country.

 

It will be important to secure future capacity funding from MHCLG and  ...  view the full minutes text for item 123.

124.

Town Hall Lease arrangements for Residential Units pdf icon PDF 94 KB

Minutes:

The purpose of this committee report is to progress original proposals within the 2016 Town hall business case seeking approval to lease the 19 residential units on floors 2 and 3 of the town hall to the councils wholly owned company Seven Arches Investment Limited (SAIL). The council is looking to let the residential apartments via a separate company as it is unable to let property on Assured Shorthold Tenancies (AST’s).

 

Cllr Tumbridge MOVED and Cllr Mrs Hones SECONDED the recommendations in the report.

 

A vote was taken by a show of hands and it was RESOLVED UNANIMOUSLY.

 

1.            The principle of a lease to let the 19 residential units at the Town Hall to Seven Arches Investment Limited is granted with the precise terms to be agreed under delegated authority to the Director of Corporate Resources (Section 151 Officer) in consultation with the Chairman of Policy, Resources and Economic Development and the Leader of the Council.

 

Reasons for Recommendation

Brentwood Borough Council is unable to facilitate assured short hold tenancies; therefore this must be completed via a separate company to ensure successful delivery of benefits specified in the original business case and to ensure income generation from the town hall residential apartments can commence at the earliest opportunity.

 

125.

Less than best consideration - Citizens Advice South Essex Limited pdf icon PDF 247 KB

Additional documents:

Minutes:

Brentwood Borough Council wish to grant a lease to Citizens Advice South Essex Limited of ground floor offices in the newly redeveloped Town Hall

 

The rent to be paid by Citizens Advice is below Market Rental levels and the Council therefore requires authorisation under the Less than best consideration criteria to grant a lease within these guidelines.

 

After a full discussion, Cllr Tumbridge MOVED and Cllr Mrs Hones SECONDED that the report be rejected.

 

A vote was taken by a show of hands and it was RESOLVED UNANIMOUSLY.

 

(Cllr Cloke declared a non pecuniary interest by the virtue as the liaison through the Rotary to Citizen Advice- South Essex he left the Chamber, therefore did not take part in the voting.)

126.

SAIL Business Plan pdf icon PDF 85 KB

Additional documents:

Minutes:

This report presents the current 2019/20 business plan for Seven Arches Investments Limited (SAIL) to Committee. A revised investment strategy is currently being prepared that will resulted in a new business plan being presented to the Committee at a later date for approval.

 

Cllr Tumbridge informed the committee this was an information only item and the requested members to note the follow:

 

1.            This report presents the current 2019/20 business plan for Seven Arches Investments Limited (SAIL) to Committee. A revised investment strategy is currently being prepared that will resulted in a new business plan being presented to the Committee at a later date for approval.

 

Reasons for Recommendation

To inform the Committee in its capacity as shareholder of the activities of the wholly owned company.

127.

Exclusion of the Public

Minutes:

A Motion was MOVED by Cllr Tumbridge  and SECONDED by Cllr Mrs Hones that the public be excluded from the meeting for the following items, 21 and 22 of business on the grounds that the disclosure of exempt information as defined in Schedule 12A of the Local Government Act 1972 was involved.

 

128.

Asset Update pdf icon PDF 98 KB

Additional documents:

Minutes:

The aim of the Council’s Asset Development Programme (ADP) is to realise the potential of the Council’s property asset base so as to deliver improved revenue streams from the portfolio but at the same time securing the regeneration, economic development and housing objectives of the Council.

 

A Joint Venture was approved as the vehicle to deliver developments on a number of Council owned sites. This report also provides an update on the procurement of a joint venture partner.

 

Cllr Tumbridge informed the committee this was an information only item and the requested members to note the following:

 

1.            This report is for information only and intended to update Members on the progress of the Asset Development Programme.

 

RECEIVED

 

Reasons for Recommendation

To inform the Committee in its capacity as shareholder of the activities of the wholly owned company.

 

129.

Urgent Business

Minutes:

Variation of the agenda at Minute 104 was rescinded and item 24 was discussed in public session.

 

The Social Media Policy for Members brings Brentwood Borough Council in line with other local authorities in having a policy that is up to date and offers guidance for those using social media personally and professionally.

 

After full discussion, Cllr Tumbridge MOVED and Cllr Mrs Hones SECONDED to rescind the Social Policy for Members.

 

A vote was taken by a show of hands and it was RESOLVED UNANIMOUSLY.

 

 

The meeting concluded at 22.58