Agenda, decisions and minutes

To receive the apologies of any Member who is unable to attend this meeting.

Apologies for absence were received on behalf of Councillors Gandy and MacMillan.

Apologies for absence were received on behalf of Councillors Gandy and MacMillan.

To invite Councillors to declare any interests they may have in items on the agenda.

There were no declarations of interest.

There were no declarations of interest.

1.         To give notice of any items for future meetings or for the Forward Plan, including any scheduled for this meeting, but now carried forward or deleted; and

2          any other relevant announcements.

(Oral report)

The Chair advised that the following item of business, scheduled on the Forward Plan to be dealt with at this meeting, had been rescheduled to a later meeting:

·                    Private Sector Home Support Service

The Chair also advised that he had accepted the following matters as Urgent Business:

Item 6 -           Community Management and Ownership of Assets – Proposed Policy and Procedure;

Item 9 -           Benefits Improvement Plan – Quarterly Monitoring – July – September 2009;

Item 12 -         Churchill District Centre – Redevelopment Update; and

Item 20 -         Core Strategy Development Plan Document – Development Options – Joint Consultation with Bromsgrove District Council.

(Not meeting the publication deadline.)

The Chair advised that the following item of business, scheduled on the Forward Plan to be dealt with at this meeting, had been rescheduled to a later meeting:

·                    Private Sector Home Support Service

The Chair also advised that he had accepted the following matters as Urgent Business:

Item 6 -           Community Management and Ownership of Assets – Proposed Policy and Procedure;

Item 9 -           Benefits Improvement Plan – Quarterly Monitoring – July – September 2009;

Item 12 -         Churchill District Centre – Redevelopment Update; and

Item 20 -         Core Strategy Development Plan Document – Development Options – Joint Consultation with Bromsgrove District Council.

(Not meeting the publication deadline.)

To confirm as a correct record the minutes of the meetings of the Executive Committee held on 7th and 28th October 2009.

(Minutes attached)

RESOLVED that

the minutes of the meetings of the Committee held on 7th and 28th October 2009 be confirmed as a correct record and signed by the Chair.

RESOLVED that

the minutes of the meetings of the Committee held on 7th and 28th October 2009 be confirmed as a correct record and signed by the Chair.

To consider the Business Case for a Chargeable Waste Collection.

(Report attached)

RESOLVED that

1)                 the report be noted; and

2)                 a further report be prepared for a future meeting of the Committee.

(Members expressed their concerns that all options for the disposal of garden waste had not been investigated.  An amendment to the Officers’ recommendation to continue the existing policy of the use of grey bins and orange sacks in the pilot area was not approved.)

Members considered a report that sought approval for the introduction of a paid for ‘opt in’ garden waste collection service in a pilot area from March 2010 and, if successful, rolled out across the Borough in 2011/12.

Officers reported that the Joint Municipal Waste Management Strategy (JMWMS) 2009 had set a target of 43% recycling / composting by 2014.  The Council, as a signatory to the JMWMS 2009, had committed to increase its recycling /composting rate (NI 192) to help to achieve this target and would also impact on the impact of Climate Change (NI 185).

Members expressed their concerns that all options for the disposal of garden waste had not been investigated.  An amendment to the Officers’ recommendation to continue the existing policy of the use of grey bins and orange sacks in the pilot area was not approved.

RESOLVED that

1)                 the report be noted; and

2)                 a further report be prepared for a future meeting of the Committee.

To consider the adoption of a policy and procedure for community ownership or management of assets.

(Report to follow)

RESOLVED that

1)                 the report be noted; and

2)                 the voluntary sector in Redditch be consulted on the proposed policy and procedures.

(An earlier amendment to the Officers’ recommendations to delete recommendation 1 as set out in the report was not approved.)

Members considered a report regarding the adoption of a Policy and Procedure on Community Management and Ownership of Assets, which would provide a consistent approach across Worcestershire.

Members suggested that the voluntary sector in Redditch should be consulted on the policy and procedures before a decision could be made.

An earlier amendment to the Officers’ recommendations to delete recommendation 1 as set out in the report was not approved.

RESOLVED that

1)                 the report be noted; and

2)                 the voluntary sector in Redditch be consulted on the proposed policy and procedures.

To consider a report which provides a view on aspects of the Council’s overall performance and an opportunity to view the Council’s performance for Quarter 2 of the 2009/10 financial year and to comment on it.

(Report attached)

RESOLVED that

the update on key performance indicators for the period April to September be noted.

The Committee received a report that provided information on aspects of the Council’s overall performance for Quarter 2 of the 2009/10 financial year.  In particular, it showed which performance indicators, when compared to the same quarter last year, were exceeding their target, were not on target or where performance had remained static.

RESOLVED that

the update on key performance indicators for the period April to September 2009 be noted.

To provide Members with an overview of the budget, including the achievement of approved savings as at the end of the second quarter 2009/10.

(Report attached)

RESOLVED that

the report be noted.

Members considered a report which provided an overview of the budget, including the achievement of approved savings, as at the end of the second quarter of the 2009/10 financial year.

RESOLVED that

the report be noted.

To advise Members of actual performance during Quarter 2 of the Improvement Plan.

(Report to follow)

RESOLVED that

the report be noted.

(Officers were requested to highlight the Inspector’s comments regarding Overview and Scrutiny Committee’s involvement in overseeing the management of performance.  [Appendix 1 (R7a)]

The Committee received a report on progress against the Benefits Service Improvement Plan during the second quarter of the 2009/10 financial year.

Officers reported that work had been progressed towards meeting the aims of Benefits Service Improvement Plan that had been devised from the recommendations following an Audit Commission inspection.  In partnership with the Department of Works and Pensions, the Benefits Services had been looking at overpayment recovery, a Take Up Strategy, improved access to the service and performance management.

Officers were requested to highlight the Inspector’s comments regarding Overview and Scrutiny Committee’s involvement in overseeing the management of performance.  [Appendix 1 (R7a)]

RESOLVED that

the report be noted.

To consider a report which provides a view on aspects of the Council’s Formal Complaints Procedure, the compliments recorded during the same period and the Ombudsman ‘Annual Review 2008/09.

(Report attached.  Coloured copies of the Appendices are available on the website.)

RESOLVED that

the update on complaints and compliments for the period July to September 2009 be noted.

Members considered a report that provided and overview on aspects of the Council’s Formal Complaints Procedure for quarter 2 of the 2009/10 financial year.

The report also included compliments recorded during the same period and also details regarding Ombudsman Enquiry response times and outcomes.

RESOLVED that

the update on complaints and compliments for the period July to September 2009 be noted.

To consider a number of revenue and capital bids for the financial years 2009/10 to 2012/13 subject to the availability of resources.

(Report attached)

RECOMMENDED that

1)                 the General Fund revenue bid set out in Appendix 1 in respect of the current financial year, if it is determined it should proceed, be approved and funded from General Fund revenue balances;

2)                 the General Fund capital bid set out in Appendix 2 in respect of the current financial year, if it is determined it should proceed, be approved and funded from General Fund revenue balances;

3)                 those of the General Fund revenue bids set out in Appendix 1 for the period 2010/11 to 2012/13 which it is determined should proceed be approved in principle, subject to the availability of resources;

4)                 those of the General Fund capital bids set out in Appendix 2 for the period 2010/11 to 2012/13 which it is determined should proceed be approved in principle, subject to the availability of resources;

5)                 the Housing Revenue Account capital bid set out in Appendix 2 in respect of the current financial year, if it is determined it should proceed, be approved and funded from Housing Revenue Account revenue balances;

6)                 those of the Housing Revenue Account revenue bids set out in Appendix 1 for the period 2010/11 to 2012/13 which it is determined should proceed be approved in principle, subject to the availability of resources; and

7)                 those of the Housing Revenue Account capital bids set out in Appendix 2 for the period 2010/11 to 2012/13 which it is determined should proceed be approved in principle, subject to the availability of resources.

The Committee received a report outlining a number of revenue and capital bids for the financial years 2009/10 to 2012/13 for consideration and approval subject to the availability of resources.

Officers reported that based on the assumptions included in the Medium Term Financial Plan, the implications of the 2009/10 approved budget and the unavoidable and high revenue capital bids, the estimated position for the next three years would be as follows:

Members were informed that the Medium Term Financial Plan assumed that there would be no increase in the Formula Grant over the next three years.  Other Authorities had assumed that there might be up to 5% reduction in grant which could mean a reduction of up to £322k from 2011/12.

Officers reported that in order to prepare for a potential shortfall in 2011/12 and to minimise the risk of operating within the approved minimum level of revenue balances a basket of savings options and a timetable would be produced for Members’ consideration.

RECOMMENDED that

1)                 the General Fund revenue bid set out in Appendix 1 in respect of the current financial year, if it is determined it should proceed, be approved and funded from General Fund revenue balances;

2)                 the General Fund capital bid set out in Appendix 2 in respect of the current financial year, if it is determined it should proceed, be approved and funded from General Fund revenue balances;

3)                 those of the General Fund revenue bids set out in Appendix 1 for the period 2010/11 to 2012/13 which it is determined should proceed be approved in principle, subject to the availability of resources;

4)                 those of the General Fund capital bids set out in Appendix 2 for the period 2010/11 to 2012/13 which it is determined should proceed be approved in principle, subject to the availability of resources;

5)                 the Housing Revenue Account capital bid set out in Appendix 2 in respect of the current financial year, if it is determined it should proceed, be approved and funded from Housing Revenue Account revenue balances;

6)                 those of the Housing Revenue Account revenue bids set out in Appendix 1 for the period 2010/11 to 2012/13 which it is determined should proceed be approved in principle, subject to the availability of resources; and

7)                 those of the Housing Revenue Account capital bids set out in Appendix 2 for the period 2010/11 to 2012/13 which it is determined should proceed be approved in principle, subject to the availability of resources.

To update Members on the numbers of “Expressions of Interest” expressed to the Council at the first stage.

(Report to follow)

RESOLVED that

1)                 progress on the scheme be noted; and

RECOMMENDED that

2)                 additional revenue funding of £2,360 be approved to progress the scheme for the year 2009/10 up to and including reporting on the outcomes of the market testing exercise.

Members considered a report which gave an update on the progress of the scheme to redevelop the Churchill District Centre and to request additional funding to enable the completion of the market testing process.

Officers reported that a notice had been placed in the Official Journal of the European Union (OJEU) on 12th October 2009 with the requirement that developers who wished to express an interest should complete a Pre Qualification Questionnaire (PQQ) to be returned to the Council by noon on 18th November 2009.  Additional marketing had also commenced on 17th October 2009 with the same deadline for the return of the PQQ.

Members were informed that four PQQs had been received and a full report on the suitability of those developers would be presented to Council on 7th December 2009.  This report would set out the financial implications of proceeding with the project and would ask whether the Council would want to proceed to the next stage.

RESOLVED that

1)                 progress on the scheme be noted; and

RECOMMENDED that

2)                 additional revenue funding of £2,360 be approved to progress the scheme for the year 2009/10 up to and including reporting on the outcomes of the market testing exercise.

To consider the co-location of Woodrow One Stop Shop in Woodrow Library as part of a capital project being proposed by Worcestershire County Council.

(Report attached)

RESOLVED that

1)                 Redditch Borough Council supports in principal the co-location of Woodrow One Stop Shop in Woodrow library;

2)                 Officers investigate the feasibility of extending the use of swipe cards as a possible alternative to a payment kiosk and report back to this Committee on their findings before the expenditure requested in paragraph 5 is committed;

3)                 the rent currently charged for the library be reviewed, taking into account the extent of the investment proposed to improve a community facility and the implications of the future use of the vacated office space.

4)                 the outcome of the investigation outlined in paragraph 3 be brought back to Committee for consideration; and

RECOMMENDED that

5)         the capital bid of £17,000 for the installation of a payment kiosk and the revenue bid of £2,500 per year for maintenance be approved.

Members considered proposals for the co-location of Woodrow One Stop Shop in Woodrow Library as part of a capital project being proposed by Worcestershire County Council (WCC).

Members were informed that following the creation of a Libraries and Learning Service by WCC in 2008 Woodrow had been identified as a priority area for service delivery, including adult learning.  A substantial capital bid of £500,000 to refurbish the library would be submitted by WCC focussing on the benefits of co-location of the One Stop Shop. 

Officers reported that in June 2008, as part of the decision to retain local One Stop Shops, an Executive Advisory Panel was set up to look at ways to make local offices more relevant, accessible and better utilised.  The Panel was kept informed of progress of the co-location discussions and have supported the project.

Members were informed that the current face to face cashier service provided at the One Stop Shop could not be transferred into the library.  However, Officers had investigated the cost and use of payment kiosks and space for housing a kiosk had been included in the refurbishment proposals.

RESOLVED that

1)                 Redditch Borough Council supports in principal the co-location of Woodrow One Stop Shop in Woodrow library;

2)                 Officers investigate the feasibility of extending the use of swipe cards as a possible alternative to a payment kiosk and report back to this Committee on their findings before the expenditure requested in paragraph 5 is committed;

3)                 the rent currently charged for the library be reviewed, taking into account the extent of the investment proposed to improve a community facility and the implications of the future use of the vacated office space.

4)                 the outcome of the investigation outlined in paragraph 3 be brought back to Committee for consideration; and

RECOMMENDED that

5)         the capital bid of £17,000 for the installation of a payment kiosk and the revenue bid of £2,500 per year for maintenance be approved.

To receive the minutes of the meeting of the Overview and Scrutiny Committee held on 14th October 2009.

There are no recommendations to consider.

(Minutes attached)

RESOLVED that

1)                 the minutes of the Overview and Scrutiny Committee held on 14th October 2009 be noted; and

2)                 Asset Maintenance Officers be asked to prioritise the redecoration of the Mayor’s Parlour in the Town Hall redecoration programme scheduled to take place in 2010/11.

RESOLVED that

1)                 the minutes of the Overview and Scrutiny Committee held on 14th October 2009 be noted; and

2)                 Asset Maintenance Officers be asked to prioritise the redecoration of the Mayor’s Parlour in the Town Hall redecoration programme scheduled to take place in 2010/11.

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

There were no minutes or referrals for discussion.

There were no minutes or referrals for discussion.

To consider, for monitoring / management purposes, an update on the work of the Executive Committee’s Advisory Panels and similar bodies, which report via the Executive Committee.

(Report attached)

RESOLVED that

the update report on the work of the Committee’s Advisory Panels, etc. be received and noted, subject to the following further updates:

1)                 a date for the next meeting of the Community Safety Advisory Panel be identified;

2)                 the Economic Advisory and Procurement Advisory Panels on 14th December be rescheduled;

3)                 a date for the next meeting of the Member Development Steering Group be identified.

Members considered the report on the work of the Executive Committee’s Advisory Panels and similar bodies.

Members noted that the next meetings of the Economic Advisory and Procurement Advisory Panels had been arranged on the same date as the Licensing Committee.

RESOLVED that

the update report on the work of the Committee’s Advisory Panels, etc. be received and noted, subject to the following further updates:

1)                 a date for the next meeting of the Community Safety Advisory Panel be identified;

2)                 the Economic Advisory and Procurement Advisory Panels on 14th December be rescheduled;

3)                 a date for the next meeting of the Member Development Steering Group be identified.

To consider an update on the actions arising from previous meetings of the Committee.

(Report attached)

RESOLVED that

the report be noted.

Members considered a report on Action Monitoring.

RESOLVED that

the report be noted.

To seek approval for consultation to be carried out between 1st February and 15th March 2010 jointly between Redditch Borough Council and Bromsgrove District Council.

(Report attached)

RECOMMENDED that

1)                 A six week consultation period from 1st February to 15th March 2010 to be held jointly with Bromsgrove District Council be approved for the purposes of consulting on the Development Options to meet Redditch’s growth needs up to 2026.

2)                 Authority be delegated to the Acting Development Plans Manager, in consultation with the relevant Portfolio Holder and the Leaders of the political parties to agree the nature and content of the consultation publicity material.

Members considered a report that sought approval for consultation to be carried out jointly by Redditch Borough Council and Bromsgrove District Council on the Core Strategy Development Options, which would outline options for development along the adjacent boundary of both Councils to meet growth needs up to 2026.

RECOMMENDED that

1)                 A six week consultation period from 1st February to 15th March 2010 to be held jointly with Bromsgrove District Council be approved for the purposes of consulting on the Development Options to meet Redditch’s growth needs up to 2026.

2)                 Authority be delegated to the Acting Development Plans Manager, in consultation with the relevant Portfolio Holder and the Leaders of the political parties to agree the nature and content of the consultation publicity material.