To receive apologies for absence.

There were no apologies at this meeting.

To confirm the non-exempt minutes of the cabinet meeting held on 9 December 2010 (attached).

The non-exempt minutes of the cabinet meeting held on 9 December 2010 were confirmed as an accurate record of the meeting.

The chairman to identify any items of urgent business.

No items of urgent business were considered at this meeting.

To receive any declarations of interest in any matter to be discussed at the meeting.  Members and officers are requested to identify the nature of the interest and indicate whether it is personal or prejudicial.

The following declarations of interest were made during the meeting: -

Councillor Martin Quaile, Cabinet Member for the Environment, declared a personal interest in item 12 of the agenda, Dean Heritage Centre. As a trustee of the Dean Heritage Board, Councillor Quaile said that he intended to leave the meeting for consideration of this item.

Councillor Quaile also declared a personal interest in item 13 of the agenda, due to his role as County Councillor for Gloucester County Council.

Councillor Brian Robinson, Cabinet Member for an Efficient Council and Finance, declared a personal interest in item 17 of the agenda, Cinderford Regeneration Investment Site, as a Board Member of the South West Regional Development Agency.

Councillor Robinson also declared a personal interest in item 13 of the agenda, due to his role as County Councillor for Gloucester County Council.

Councillor David Thomson declared a personal interest in item 12 of the agenda. Councillor Thomson was invited to speak on this item as the council’s appointed representative to the Dean Heritage Centre.

To consider questions from members of the public in accordance with the ‘Protocol for Public Questions at Cabinet Meetings’. For guidance on how to submit questions, please refer to the council’s website www.fdean.gov.uk. Alternatively, please contact Democratic Services on 01594 812625 or email democratic.services@fdean.gov.uk. All questions must be submitted in writing at least two working days prior to the meeting.

There were no public questions considered at this meeting.

Leader of the Council, Councillor Peter Amos, informed members that representatives of the Dean Heritage Centre would, however, be invited to respond to questions in relation to item 12 of the agenda, Dean Heritage Centre: Capital Grant Aid. He also informed members that, as the council representative for the Dean Heritage Centre, Councillor David Thomson would be invited to speak on this item and that there would be an opportunity for non-cabinet members to ask questions.

To consider the attached copy of the cabinet forward plan and to note any changes.

The cabinet forward plan was noted and agreed, subject to the inclusion of the following item from Councillor Martin Quaile. Councillor Quaile, Cabinet Member for the Environment, informed members that cabinet would be required to consider an item at the February cabinet meeting, relating to the renewal of the council’s Emergency Management Support Agreement. Head of Paid Service, Sue Pangbourne, clarified the position and said that, subject to an amendment of the council’s contract procedural rules at the Full Council meeting in December 2010, it was now necessary for the council to seek cabinet approval of all single supplier contracts exceeding £5,000.

Councillor Brian Robinson, Cabinet Member for an Efficient Council, to present report F.86, detailing an increase in non-prescribed service fees and charges.

Councillor Brian Robinson, Cabinet Member for an Efficient Council and Finance, presented report F.86, relating to council-set fees and charges. Councillor Robinson said that this was the first time the proposed fees, (at Annex A of the report), had been presented in this format and that the information was available on the council’s website. Proposing an average 4 per cent increase in fees and charges, Councillor Robinson advised the meeting that changes to charges relating to the Development Control Service would be considered by cabinet later in the year. Report F.86 was noted and cabinet,

RESOLVED to approve an increase of 4 per cent for council fees and charges, not set by statute.

Councillor Brian Robinson, Cabinet Member for an Efficient Council, to present report F.85, detailing proposals from the Budget Working Group on the council’s capital programme.

Councillor Brian Robinson, Cabinet Member for an Efficient Council and Finance, presented report F.85, detailing proposals on the council’s capital programme 2001-2014.

Councillor Robinson said that, subject to proposals relating specifically to the recent withdrawal of grant funding for the Private Sector Renewal Programme, there had been very few changes to the proposals that had been considered by cabinet at the meeting in December 2010. Conscious of the need to manage this area carefully, Councillor Robinson said that the Budget Working Group had requested that the Community Scrutiny and Review Committee consider a review of long-term funding for housing capital.

Councillor Robinson referred to the council’s statutory obligation to provide a Disabled Facilities Grant and informed members that the Budget Working Group had recommended increasing the grant pot to £500,000 in 2011/12. With a further request to the Community Scrutiny and Review Committee, for the committee to consider options to make the funding for the grant more sustainable, Councillor Robinson said that the Budget Working Group hoped the increase might help reduce the backlog of claims on the current waiting list.

Councillor Martin Quaile, Cabinet Member for the Environment, referred to paragraph 4.1 of the report, and the long-awaited funding for the flood alleviation scheme at Lydney Docks. Councillor Quaile announced that, in addition to the £75,000 contribution from the Forest of Dean Council, a further £75,000 had been offered by Gloucestershire County Council. This, in addition to the £600,000 that had been offered by the Environment Agency, constituted a total amount of £750,000 funding. Report F.85 was noted and cabinet,

RESOLVED to,

(a)   Approve the proposed capital programme referred to at Annex A of the report and submit this, along with the draft revenue budget, for approval by Full Council on 24 February 2011; and,

(b)   Request that the Community Scrutiny and Review Committee review the long term funding demands for housing capital and recommend options that provide long term financial sustainability for the funding of disabled facilities grants.

Councillor Brian Robinson, Cabinet Member for an Efficient Council and Finance, to present report CSW.11. Cabinet to consider the renewal of the council’s annual software licence and support and maintenance agreements for existing systems.

Councillor Brian Robinson, Cabinet Member for an Efficient Council and Finance, presented report CSW.11, seeking cabinet approval for the renewal of the annual software licence, and the council’s support and maintenance agreements for existing software systems.

Councillor Robinson referred to the council meeting on 2 December 2010, where members of the council had approved a number of changes to the council’s Contract Procedure Rules, including the requirement for cabinet to approve sole source supplier contracts exceeding £5,000 in value. Councillor Robinson believed it had not been the council’s intention to include some of the more exceptional cases into this category but that it had been a circumstance of the decision to accidentally sweep this and similar contracts into the requirement.

Councillor Robinson reflected on the need to spend the council’s money wisely and noted that, as part of the recommendation, it had been proposed that a value for money assessment be carried out on each software application, at least once every three years. Responding to concerns from Councillor Martin Quaile, Cabinet Member for the Environment, and the suggestion that a value for money exercise be carried out annually, Councillor Robinson referred to the enormity of the task and reassured Councillor Quaile that it was every officer’s responsibility to deliver good value for money. Councillor Quaile accepted that he might have appeared a little too blunt in his proposal and said that he was merely suggesting officers conduct regular spot checks. Based on assurances from Group Manager for Customer Services, Andy Barge, that it was the council’s intention to rationalise the license renewal process by reducing the number of system contracts the council had signed up to, it was agreed not to amend the recommendation and cabinet,

RESOLVED to exempt the renewal of the annual software licence, support and maintenance agreements for IT software applications from contract procedure rules, subject to a value for money assessment being carried out on each software application at least once every three years.

Councillor Brian Robinson, Cabinet Member for an Efficient Council, to present report CSW.12, setting out an ‘invest to save’ ICT business case for an automated telephone payment solution for debit and credit card payments.

Presenting report CSW.12, Councillor Brian Robinson, Cabinet Member for an Efficient Council and Finance, outlined the proposed ‘invest to save’ ICT business case for the installation of an automated telephone payment system, allowing the council to introduce programmed debit and credit card payments. The cabinet member said that the proposal to release £14,000 from the ICT capital budget from which the system could be installed, served a dual purpose of not only improving the service to the public, but also allowing the council to make savings. Responding to concerns about whether there was sufficient demand for making payments by debit or credit card, Group Manager for Customer Services, Andy Barge, said that the council’s telephone call system would be adapted to direct customers towards this payment method.

Councillor Robinson said that, whilst option 2 presented the cheaper of the two options, it was not the council’s preferred option, and would involve a considerable amount of work for the finance team. Option 1, however, involved no additional work. In agreement that the release of funds appeared to offer a worthwhile investment, cabinet noted report CSW.12 and,

RESOLVED to release£14,000 from the ICT capital budget to implement the ‘option 1’ automated telephone payment solution as detailed in report CSW.12.

Councillor Patrick Molyneux, Cabinet Member for Regeneration and Planning, to present report EDP.36. Cabinet to consider revisions to the councils preferred options report.

Councillor Patrick Molyneux, Cabinet Member for Regeneration and Planning, presented report EDP.36, detailing revisions to the Cinderford Area Action Plan. Councillor Molyneux referred to the length of time that had been involved in delivering the plan and informed members that the council had worked hard with the Homes and Communities Agency to conclude the final stages of the project, which would then form part of the Council’s Local Development Framework. Councillor Molyneux reflected on how the proposals had been affected by the current economic climate and stressed how important it was to administer the final submission correctly, before referring to the appropriate government department in June. Outlining the dates of the revised consultation timetable, (as detailed at item 2.1 of the report), Councillor Molyneux said that he was aware of the effects of consultation fatigue, but believed it was important to seek the views of the local community before implementing any changes.

Local member, Councillor Max Coborn, said that he welcomed the proposals and was particularly pleased about the reversed decision relating to the access route from the A4136 to Cinderford. Councillor Coborn acknowledged the negative aspects of consultation fatigue and said that he hoped the revised scheme could be implemented as quickly as possible.

Commending officers for their response to the withdrawal of government funding, Leader of the Council, Peter Amos informed members that not every authority had been successful in acquiring funding. Strategic Director, Peter Hibberd, expanded on this statement and said that it would be useful to send a positive message to the people of Cinderford, to inform them that, for the council to progress the project, it had been necessary to adhere to the strict rules that had been set and undertake further consultation. Cinderford Regeneration Manager, Wendy Jackson, said that the council intended to issue a press release on the revised proposals and how important it was for the council to avoid a challenge during the bidding process. Councillor Brian Robinson, Cabinet Member for an Efficient Council and Finance, qualified this statement and said that the bid for funding was not council led but had been driven by the bidding process itself. Cabinet noted the report and,

RESOLVED to agree,

a)     The Cinderford Area Action Plan community consultation timetable, as detailed in paragraph 2.1 of report EDP.36 and,

b)     The principles that underpin the key changes to the existing Cinderford Area Action Plan Preferred Option Report (attached as Annex A to the report).

Councillor Patrick Molyneux, Cabinet Member for Regeneration and Planning, to present report F.92, relating to grant funding for the Dean Heritage Centre.

Councillor Patrick Molyneux, Cabinet Member for Regeneration and Planning, welcomed Nathalie Hall and Neil Parkhouse, Centre Manager and Trustee at the Dean Heritage Centre, to the meeting. Councillor Molyneux presented report F.92, detailing the outcome of a recent review by the Corporate Scrutiny and Review Committee, following concerns about the award of grant funding to the Dean Heritage Centre. Councillor Molyneux informed the meeting that the report had been presented to Full Council at a meeting on 2 December 2010, before being presented to cabinet to seek approval on whether the council should amend the conditions of a £57,000 capital grant that had been awarded to the centre in 2007.

Nathalie Hall, newly appointed manager at the centre, gave an in-depth account of the circumstances affecting the release of council funds. Detailing some of the marketing opportunities that had been made available to the centre, including the creation of a Dennis Potter Archive, the Centre Manager said that, without the release of the council grant the centre would be unable to take advantage of such opportunities, thus preventing the centre from moving forward. Noting the international acclaim in which Dennis Potter was held, the Centre Manager said that the creation of the Dennis Potter Archive would be of considerable benefit and help raise the profile of the centre. The Centre Manager believed the release of funds would also help resolve some of the issues that had affected the viability and performance of the centre and allow it to become a sustainable and vibrant attraction for the Forest of Dean.

Councillor David Thomson, the council’s appointed representative to the Dean Heritage Centre, believed the centre provided an invaluable source of historic reference and reflected the heart of the people of the forest. Councillor Thomson referred to the centre as a vital and living part of the forest.

Responding to a series of in-depth questions, Centre Manager, Nathalie Hall, outlined some of the activities that the centre hoped to invest in, including the promotion of educational services and the marketing of several commercial ventures. Both Nathalie Hall and Neil Parkhouse stressed the value of creating the Dennis Potter Archive and informed members that to lose such an important opportunity would almost certainly hinder the progress of the centre and prevent it from becoming self-funding. Neil Parkhouse also highlighted the benefits of installing an Archimedes Screw Turbine at the centre, which would enable it to produce its own energy and become more self-sufficient.

Responding to a question from Councillor Denis Riley, Cabinet Member for Community and Wellbeing, the Centre Manager informed members that the relocation of the entrance at the centre and the refurbishment of the current conference facilities would help promote the centre as an important conference venue for the forest, a facility she believed was currently lacking. She also believed the centre provided a different facility to that offered by some of the conference venues in Gloucester. Elaborating on the proposed marketing strategy for the centre, Deputy Leader of the Council,  ...  view the full minutes text for item 12.

Chairman of the Corporate Scrutiny and Review LSP (Local Strategic Partnership) Task Group, Councillor Grace Bensted, to present the task group’s recommendations, as detailed in report SD.60.

Leader of the Council, Councillor Peter Amos, invited the Chairman of the Local Strategic Partnership, (Corporate Scrutiny and Review), Task Group, Councillor Grace Bensted, to introduce the task group recommendations, as detailed in report SD.60. Councillor Bensted said that, whilst conscious of the impact recent government changes might have on the council’s Local Strategic Partnership, she believed the proposals from the task group should be noted, particularly the recommendation that member champions act as link members for the six delivery groups.

Leader of the Council, Peter Amos, and Deputy Leader, Diana Edwards, commended the work of the task group and said that, despite recent setbacks, the review had been a very worthwhile exercise. Councillor Edwards reiterated how the changes might impact on the role of the partnership, and said that, despite revisions to the structure of the partnership, the recommendations from the task group would be considered in full at a partnership meeting on 16 February 2011. Furthermore, the recommendations would be considered at a workshop on 24 January 2011. Cabinet acknowledged the contents of report SD.60 and,

RESOLVED to,

a)     Note the recommendations made in LD 263, dated 9 September 2010.

b)     Agree that existing Member Champions interact with the LSP Board and Task Groups, as recommended.

c)      Take no further action until:

i)       The impact of the Forest of Dean District Council savings on the LSP are known and,

ii)     The LSP Board has reviewed its role and structure in light of significant changes in emerging legislation.

To consider, and if so agree, to resolve that under section 100A of the Local Government Act 1972, the public be excluded from the meeting for the following item of business on the grounds that it involves the likely disclosure of exempt information as defined in schedule 12A of the said act.

To consider, and if so agree, resolvethat under section 100A of the Local Government Act 1972, the public be excluded from the meeting for items 15, 16 and 17 of the agenda, on the grounds that they involve the likely disclosure of exempt information as defined in schedule 12A of the said act.

To confirm the exempt minutes of the meeting held on 9 December 2010.

The non-exempt minutes of the meeting held on 9 December 2010 were confirmed as an accurate record of the meeting.

Councillor Brian Robinson, Cabinet Member for an Efficient Council, to present exempt report F.90.

Councillor Brian Robinson, Cabinet Member for an Efficient Council and Finance, presented exempt report F.90.

Councillor Patrick Molyneux, Cabinet Member for Regeneration and Planning, to present exempt report EDP.37.

Councillor Patrick Molyneux, Cabinet Member for Regeneration and Planning, informed members that report EDP.37 was being withdrawn from the meeting, following a request from the council’s legal team to undertake further negotiations with the relevant parties involved. Councillor Molyneux referred to the complexity of the situation and stressed the need to manage the situation carefully. Cabinet noted the decision to withdraw the report and suggested that, should the matter require attention before the next cabinet meeting, that an emergency meeting be considered, relating specifically to this item.

Should the items of business not be completed at this meeting, cabinet will reconvene at 5.30pm on Wednesday 26 January 2011.

The next full cabinet meeting will be held on 10 February 2011.

10 February 2011