Agenda and minutes

Apologies for absence were received on behalf of Councillors Joanne Beecham and Anthony Lovell.

To invite Councillors to declare any Disclosable Pecuniary Interests and / or Other Disclosable Interests they may have in items on the agenda, and to confirm the nature of those interests.

There were no declarations of interest.

The Leader advised that he had no announcements to make on this occasion.

RESOLVED that

the minutes of the meeting of the Executive Committee held on 10^th January 2023 be approved as a true and correct record and signed by the Chair.

The Housing Strategy and Enabling Manager presented a report focusing on the Council’s Homelessness Prevention Grant funding for 2023/24.

The Council had been awarded a total of £325,375 in Homelessness Prevention Grant by the Government for the 2023/24 financial year.  In addition, there had been a £35,000 underspend in the fund in the 2022/23 financial year which would be available to use the following year.  The funding was ring fenced to support initiatives designed to prevent homelessness.  In considering the content of the report, Members were asked to note that the Council had a statutory duty under the Housing Act 1996 (as amended), to assist people threatened with homelessness as well as additional duties relating to preventing homelessness and rough sleeping.

The report outlined the various different local schemes that officers were proposing should be supported using funding from the Homelessness Prevention Grant in 2023/24.  The proposed schemes included initiatives delivered by partner organisations in the Voluntary and Community Sector (VCS) which would help many residents including vulnerable groups at particular risk of becoming homeless, such as people leaving prison and young people.  There was a risk that if the Council did not support these schemes, the authority might need to cover increasing costs for the provision of temporary accommodation in Bed and Breakfast establishments.

Following the presentation of the report, the Portfolio Holder for Housing and Procurement commented that he welcomed the Homelessness Prevention Grant funding and the positive impact that use of this funding could have on tackling homelessness in the Borough.  In particular, he highlighted the work to help vulnerable groups at greater risk of becoming homeless and the excellent work that various VCS organisations were already delivering in the local community to address this issue.

During consideration of this item, the Portfolio Holder for Housing and Procurement proposed an alteration to the wording of the second recommendation detailed in the report.  This proposed that, in respect of the delegation to the Head of Community and Housing Services to use any unallocated grant funding during the year and to make further adjustments where appropriate, the delegation should apply following consultation with both the Portfolio Holder for Housing and Procurement as well as the Portfolio Holder for Community Services and Regulatory Services.  This proposal was made on the basis of the importance of this funding to the local community.  The alteration was agreed by Members.

RESOLVED that

1)          the following initiatives be approved to receive allocation of funding 2023/24:

The Head of Legal, Democratic and Property Services presented the Independent Remuneration Panel’s (IRP’s) report concerning Members’ allowances for the 2023/24 financial year.

The Executive Committee was informed that the IRP comprised a membership of independent persons who lived in Worcestershire.  The IRP made recommendations about Members’ allowances for most Councils in the county.  Whilst the Council was not obliged to approve the IRP’s proposals, Members needed to have due regard to the IRP’s recommendations.

The IRP was proposing that the basic allowance for Members should be increased by 7.37 per cent, which would increase the basic allowance from £4,732 to £5,081.  The IRP had also made proposals regarding the Special Responsibility Allowances (SRAs) that could be paid to Members for holding specific posts at the Council.  Members were asked to note that the IRP did not suggest paying multiple SRAs to individual Members which was an arrangement that was currently in place in Redditch.  Should Members approve the IRP’s recommendation in respect of SRAs in this report, this would result in a saving to the Council.

Members discussed the proposals detailed in the IRP’s report and in doing so commented that it would be inappropriate to increase Members’ allowances by 7.37 per cent during a cost of living crisis.  However, it was suggested that the Council should not postpone increases to Members’ allowances indefinitely, as this would place the level of remuneration available to Redditch Members behind that available at other local authorities in Worcestershire.  Members would have an opportunity to consider this further at a later date when preparing for the 2024/25 financial year.  There was general consensus that, as no changes were proposed by the IRP in respect of travel allowances, subsistence expenses and carer’s allowances, the recommendations on these subjects should be supported.

RECOMMENDED that

1)          travel allowances for 2023-24 continue to be paid in accordance with the HMRC mileage allowance;

2)          subsistence allowances for 2023-24 remain unchanged;

3)          the Dependent Carer’s Allowance remains unchanged; and

4)          for the Parish Council in the Borough,if travel and subsistence is paid, that it is paid in accordance with the rates paid bythe Borough Council and in accordance with the relevant Regulations.

The Interim Section 151 Officer presented the Pay Policy Statement 2023/24 for Members’ consideration.

The Executive Committee was informed that there was a legal requirement, under the Localism Act 2011, for the Council to adopt a Pay Policy Statement on an annual basis.  This statement needed to outline the relationships between the lowest and highest paid staff employed by the Council and therefore a breakdown of pay was provided per pay scale, including in respect of the most senior positions.  The remuneration for management graded posts was reviewed by an external assessor. 

Members were informed that in each grade there were a number of scales of pay.  Staff progressed up these scales based on performance which was assessed during annual appraisals.  The Appointments Committee was involved in appointing the most senior staff, including the statutory officer positions of Head of Paid Service, Chief Finance Officer and Monitoring Officer as well as Chief Officer positions.

The report was discussed by Members and it was noted that a typographical error had been made in respect of the title of the report.  It was suggested that this should be addressed prior to the publication of the report for the consideration of Council.

RECOMMENDED that

the Pay Policy Statement 2023/24 be approved.

The Interim Section 151 Officer presented the Medium Term Financial Plan (MTFP) 2023/24 to 2025/26 (including the Treasury Management Strategy and the Capital Programme) for the Executive Committee’s consideration. 

Members were asked to note the following when considering the report:

·             The report built on the tranche 1 savings of £1.5 million that had been agreed in November 2022.

·             An assumption had been made that the Council would agree a 2.99 per cent increase to Council Tax for 2023/24.  A report on the subject of Council Tax Resolutions would be presented for the Executive Committee’s consideration at a meeting scheduled to take place on 27^th February 2023.

·             The costs to the Council arising from the pay award to staff for 2021/22 had been slightly less than previously anticipated due to staff vacancies.

·             The funding from Government for the Council represented a one-year settlement.

·             Final figures had been received from the actuaries for the local government pension contributions for staff which had been taken into account in the report. 

·             Funding had been set aside for anticipated increases to the costs of utilities, with 50 per cent allocated to the base budget and 50 per cent to earmarked reserves, the value of which would fall over the three-year period of the MTFP.  This arrangement was in place as it was anticipated that utilities costs would start to decline during the period of the plan.

·             Whilst there would be income from business rates, Officers were assuming that there would be a high level of non-payment and this had been taken into account when preparing the report.

·             There were a number of additional pressures that had been reflected in the proposed budget:

-        Refurbishment of the Council’s vehicle fleet and fuel payments.  Members were advised that there would be a need to respond to requirements set out in the Environment Act.  The costs of biofuels, compared to diesel, were increasing and this would also need to be taken into account.

-        There was a fund for apprenticeships and Officers were aiming to link this to staff grades in order to take advantage of the Government’s apprenticeship levy.

-        There was a need to fund a new Data Analyst post.  At present, there was only one member of staff at the Council trained on how to undertake this work and Officers believed that the Council’s system, Power BI, could be used more effectively.

-        There remained pressures arising from planning enforcement.

·             Council Tax collection rates for the 2022/23 financial year were at around 98 per cent and this was taken into account when calculating likely income from Council Tax for subsequent years.

·             The Corporate Management Team (CMT) had reviewed the earmarked reserves in December 2022, as there were a number of reserves that had not been used for some time.  As a consequence, a number of the reserves had been released, including funding that would be used to address the rising costs of utilities.

·             Officers were assuming that the general fund would be in a  ...  view the full minutes text for item 123.

Members were informed that there were no outstanding recommendations arising from the minutes of the meeting of the Overview and Scrutiny Committee held on 8^th December 2022 requiring the Executive Committee’s consideration.

RESOLVED that

the minutes of the meeting of the Overview and Scrutiny Committee held on 8^th December 2022 be noted.

To receive and consider any outstanding minutes or referrals from the Overview and Scrutiny Committee, Executive Panels etc. since the last meeting of the Executive Committee, other than as detailed in the items above.

Members were advised that there were no referrals from the Overview and Scrutiny Committee or any of the Executive Advisory Panels for consideration on this occasion.

Members are invited to provide verbal updates, if any, in respect of the following bodies:

a)    Climate Change Cross-Party Working Group – Chair, Councillor Anthony Lovell;

b)    Constitutional Review Working Panel – Chair, Councillor Matthew Dormer;

c)    Corporate Parenting Board – Council Representative, Councillor Nyear Nazir;

d)    Member Support Steering Group – Chair, Councillor Matthew Dormer; and

e)    Planning Advisory Panel – Chair, Councillor Matthew Dormer.

The following updates were provided in respect of the Executive Advisory Panels and other bodies:

a)          Climate Change Cross Party Working Group – Chair, Councillor Anthony Lovell

In Councillor Lovell’s absence, Members noted that a meeting of the Climate Change Cross Party Working Group had taken place in December 2022.  During this meeting, Members had discussed the planning process and action that could be taken in relation to this process to enhance the biodiversity of the local environment.

b)          Constitutional Review Working Group – Chair, Councillor Matthew Dormer

Councillor Dormer explained that a meeting of the Constitutional Review Working Party had taken place on 23^rd January 2023.  During this meeting, Members had considered a number of reports and had made some recommendations about changes that could be made to the constitution.  These recommendations were due to be considered at the following meeting of Council scheduled to take place on 27^th February 2023.

c)          Corporate Parenting Board – Council Representative, Councillor Nyear Nazir

Councillor Nazir commented that there had been a meeting of the Corporate Parenting Board on 31^st January 2023.  During this meeting, the Board had learned that there had been a recent spike in the number of school exclusions taking place.  The situation in respect of this matter had improved slightly between autumn 2021 and 2022 and the Virtual Schools Board was working with local schools to address this problem.

The numbers of unaccompanied child asylum seekers in Worcestershire had increased from 29 to 89.  The children, some of whom had escaped from war zones, were provided with support and the Board was working hard to ensure that this support met their needs.

The Executive Committee was reminded that Councillor Nazir was the Board’s District lead for employment and apprenticeships.  It was noted that Redditch Borough Council had signed up to the pledge to help care leavers secure apprenticeships and it was hoped that some care leavers would therefore apply to take up apprenticeship opportunities at the Council.

d)          Member Support Steering Group – Chair, Councillor Matthew Dormer

Members were advised that a meeting of the Member Support Steering Group had taken place on 17^th January 2023.  During this meeting, the group had considered feedback provided by Councillors in completed surveys on the subject of reducing paper waste for Council and Committee meetings.  Based on the feedback received, as well as the need to address pledges in the Council’s Carbon Reduction Plan to reduce paper waste, the group had agreed that there should be an assumption that all Members would go paperless moving forward.  However, individual Councillors could opt to continue to receive paper copies of agenda packs and Members were urged to notify Democratic Services by Friday 17^th February 2023 if they wanted to continue to receive paper copies of agenda packs.

Councillor Dormer advised that there was due to be a Member training session focusing on how to use the modern.gov app, which was scheduled to take place in the evening on  ...  view the full minutes text for item 126.