To receive apologies for absence.

There were no apologies at this meeting.

To confirm the non-exempt minutes of the meeting held on 12 November 2009

The non-exempt minutes of the meeting on 12 November 2009 were agreed and signed.

The chairman to identify any items of urgent business.

There were no items of urgent business on this occasion.

Leader of the Council, Councillor Peter Amos, referred to the cabinet meeting on 24 September 2009 and of his intention to withdraw the previous format of presenting cabinet portfolio round-up reports at each cabinet meeting and replace with a monthly bulletin, referred to as the Cabinet Digest. Councillor Amos said that the aim of this document was to provide a summary of information on each cabinet portfolio area and circulate to all district and parish councillors, council employees, local newspapers and local MP after each meeting. The first edition to be circulated on Monday 14 December 2009.

The Leader gave an update on the council’s Investors in People Award. He informed the meeting that the Investors in People (IiP) Assessor had visited the council offices during the past week and had interviewed staff from every service group. The Leader said that he was delighted to announce that the assessor would be making a positive recommendation to the IiP Recognition Panel to approve the Forest of Dean District Council for Investor in People status and that the final report would be available in mid January. The IiP Assessor would be returning to the council in late January to discuss the findings of the report with managers before producing an action plan on how the council intended to maintain improvements.

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.

Councillor Martin Quaile, Cabinet Member for the Environment, declared a personal interest in item 7 of the agenda, Countywide Home Improvement Agency. Councillor Quaile declared his interest as County Councillor for Gloucestershire County Council.

Councillor Brian Robinson, Cabinet Member for an Efficient Council, declared a personal interest in item 7 of the agenda, Countywide Home Improvement Agency. Councillor Robinson declared his interest as County Councillor for Gloucestershire County Council.

Councillor Robinson also declared a personal interest in item 8 of the agenda, Core Strategy. Councillor Robinson declared his interest as board member on the South West Regional Development Agency.

At the meeting on 12 November 2009, cabinet resolved to introduce a public question time at all cabinet meetings in accordance with the Protocol for Public Questions at Cabinet Meetings. Councillor Peter Amos, Leader of the Council, to outline the procedures for taking public questions at this meeting.

At the cabinet meeting on 12 November 2009, it was agreed to introduce a public question time of up to 15 minutes at the beginning of all cabinet meetings in accordance with the Protocol for Public Questions at Cabinet Meetings. Leader of the Council, Councillor Peter Amos, informed members that one public question would be considered at the meeting and invited Dr Daphne Pearson to present her question. Copies of the question and response were circulated at the meeting.

Question received from Dr Daphne Pearson: -

The minutes of the cabinet meeting for 17 December 2008 included a forecast that the planned accommodation review would save £60K a year. Has this been achieved?

Response from Councillor Peter Amos, Leader of the Council

The business case for the accommodation review, (including the works for reception), was based on a £60,000 revenue saving per year, from October 2009 onwards.  The saving will be made as a result of lower heating, lighting, cleaning and business rate costs arising from the closure of Lawnstone House and a reduction in the number of reception and cleaning staff due to the move from three reception areas to one. The £60,000 revenue saving is built into the Council's Medium Term Financial Plan from October 2009. All staff from Lawnstone House were relocated into the main office building by the beginning of October 2009, (before the heating was turned on for the winter), staffing reductions have been made and we are confident that the first full year of savings will have been made by the end of September 2010.

Dr Pearson accepted the response from Councillor Amos. As a supplementary question, Dr Pearson sought cabinets assurance that should savings be made, that they be clearly shown in the council’s accounts and not obscured in any way. Councillor Amos and Derek Broom, Group Manager for Finance said that the details would be clearly identified and presented at a future meeting.

To review the attached Cabinet Forward Plan and to consider any amendments at the meeting.

A copy of the Cabinet Forward Plan had been circulated with the agenda. The following changes were made at the meeting and it was agreed that a copy of the revised plan would be circulated with the minutes of the meeting.

q       Councillor Martin Quaile re-scheduled the Waste Collection Project Plan Update from the January to the March meeting.

q       Councillor Brian Robinson announced that he would be bringing a report on the Customer Service Standards to the March meeting.

q       Councillor Venk Shenoi announced that the report on the Gloucestershire Housing Strategy would not be presented at the January meeting. The report to be put on hold, pending further discussions with Malcom Vine, Strategic Housing Manager.

q       Councillor Shenoi hoped to bring a report on the Affordable Housing Supplementary Planning Document to the January meeting. The report had originally been scheduled for the February meeting. 

Councillor Venk Shenoi, Cabinet Member for Planning and Housing, to present report SD.33, regarding a proposal to form a countywide Home Improvement Agency.

Councillor Venk Shenoi, Cabinet Member for Planning and Housing presented report SD.33, detailing proposals of a Countywide Home Improvement Agency. Councillor Shenoi commended the council’s current care and repair provision and praised the work of the small team operating this important community service. Councillor Shenoi outlined national government proposals that were geared towards streamlining funding and combining resources with the establishment of larger community bodies in an attempt to make efficiencies and provide a more equitable service.

Responding to concerns from Councillor Andrew Gardiner, who had written to the council to seek reassurances about what he considered to be, vague and imprecise proposals, Marie Rosenthal, the Group Manager for Legal and Democratic, informed members that the council had been awaiting details of the draft legal documents relating to the proposals, which had only arrived that morning. The Group Manager was able to confirm that an urgent meeting would be held at Gloucestershire County Council the following week, where many of the concerns raised by members would be considered and the documents amended.

Strategic Director, Peter Hibberd, outlined the detail of the proposals and informed members that funding for the combined services would be resourced from two directions, from the County Council and Primary Care Trust and from apportioned contributions donated by each local authority. Members noted that the contributions would be based on the anticipated need for the service requirement for each area. Mr Hibberd reported a typographical error in section 5.3 of the report, which should read ‘A countywide agency might help cover its running costs by charging fees for the eligible and not illegible Disabled Facilities Grants work undertaken’. Marie Rosenthal, Group Manager for Legal and Democratic, reassured members that the council’s contribution to the service would depend on the service specification and the eligibility criteria detailed in the service contract. The Group Manager advised the meeting that those people who were considered eligible for the service would continue to receive the current service provision. She also said that there would be an opportunity for the council to re-negotiate the terms of the contract before the tendering process started. It was later suggested that the Group Manager for Legal and Democratic and the appointed cabinet portfolio holder, Councillor Venk Shenoi, identify the areas for concern to protect the council’s contribution and the existing level of service.

Councillor Patrick Molyneux, Cabinet Member for Economic Regeneration, remained sceptical about the proposals and raised several concerns about the tendering process and the level of service that the council was likely to receive from the contributions it made. Councillor Molyneux believed there would be no guarantee of the level of service that would be provided and Strategic Director, Peter Hibberd confirmed this to be true. Councillor Brian Robinson, Cabinet Member for an Efficient Council, said that on principle, the proposals appeared to be a good idea but agreed that there were too many unanswered questions and that it would be important to structure the partnership in a way that benefited the whole  ...  view the full minutes text for item 7.

Councillor Venk Shenoi, Cabinet Member for Planning and Housing, to present report EDP.22, regarding approval of the council’s Core Strategy and the use of reserves to employ a Core Strategy Programme Officer.

Councillor Venk Shenoi, Cabinet Member for Planning and Housing, presented report EDP.22, seeking approval of the council’s Core Strategy. Councillor Shenoi invited the Forward Plan Manager to outline the report, who informed members that the report referred to two separate issues, firstly to the final version of the council’s core strategy before submission to the Secretary of State, and secondly, to the use of capital reserves to employ a programme officer for the enquiry stage of the consultation process. The Forward Plan Manager said that the Core Strategy was likely to be submitted to the Secretary of State in either April or May 2010 but would be published prior to this as part of the final consultation phase. He also said that it was his intention to present another report to cabinet before releasing the final version of the document. Councillor Shenoi believed it would be important to adopt a flexible approach to the Core Strategy, which was regarded as the backbone of local planning policies.

Cabinet members acknowledged the intricate and detailed process that had been involved in formulating the Core Strategy and welcomed the opportunity to move the situation forward. Cabinet Member for Economic Regeneration, Councillor Patrick Molyneux, enquired whether there were mechanisms in place to address any unforeseen circumstances emerging from the strategy between now and the expiry date in 2026. He was informed that the contents would be under constant review with the potential to make changes to the supporting documents that accompanied the strategy. Conscious that recommendation (d) did not specify an upper limit of capital reserves from which the council intended to employ a programme officer, Strategic Director, Peter Hibberd, suggested that the recommendation be amended to an upper limit of £20,000 and this was accepted. A vote was taken and cabinet,

RESOLVED to,

a)     Agree the Core Strategy,

b)     Authorise the publication of the Core Strategy, and the consultation exercise to follow,

c)      Authorise submission of the Core Strategy to the Secretary of State, and

d)     Approve the use of up to £20,000 capital reserves held for the purpose of the Local Development Framework, to employ a Programme Officer.

Councillor Martin Quaile, Cabinet Member for the Environment, to present report EDP.23, regarding the Severn Estuary Shoreline Management Consultation Document.

Councillor Martin Quaile, Cabinet Member for the Environment, presented report EDP.23, regarding the Severn Estuary Shoreline Management Consultation Document. Councillor Quaile gave an overview of the coastal flood defence policies for the Forest of Dean, as proposed by the Severn Estuary Shoreline Management Plan and a slide show presentation to illustrate the affected areas. Councillor Quaile informed the meeting that the closing date for submitting comments to the Severn Estuary Coastal Group (SECG) was 10 January 2010 and that he would be happy to take comments up to this date. Referring to Annex B to the report, Councillor Quaile suggested extending the recommendation to allow further comments to be added to the council’s response.

Councillor Andrew Gardiner gave a lengthy narrative on his response to the proposals and agreed to forward his statement to Councillor Quaile to include as part of the council’s response to the SECG consultation. Councillor Gardiner believed the Severn Estuary Shoreline Management Plan was of major importance and particularly relevant to the increasing uncertainties about the future of the Severn Barrage. Councillor Gardiner also expressed concern about the risk of flooding along the Severn Estuary and the impact on the Forest of Dean and the City of Gloucester. Cabinet considered the revised recommendation and,

RESOLVED to accept Annex B as the council’s response to the Severn Estuary Coastal Group consultation, pending consideration of further comments received from members before 10 January 2010.

Councillor Brian Robinson, Cabinet Member for an Efficient Council, to present report F.42, detailing proposals from the Budget Working Group regarding the council’s budget for 2010/2011 and indicative budgets for the period 2011-2013.

Councillor Brian Robinson, Cabinet Member for an Efficient Council, presented report F.42, detailing proposals from the Budget Working Group regarding the council’s budget for 2010/2011 and an indication of the budgets for the period 2011-2013. Members noted a typographical error on page 149 of the report, where the sentence relating to council tax should read, “the proposal for 2010/2011 is an increase of 2.5%, producing an increase in revenue of about £10,000”.

Councillor Robinson advised members that the final budget would be presented to cabinet at the meeting on 18 February 2010, before formal approval at the Full Council meeting on 25 February 2010. Prior to this, the budget would be subject to an extensive consultation period, involving a joint scrutiny meeting for all members on 7 January 2010 and a presentation to Town and Parish Councils. Councillor Robinson said that the outlook for 2011/2012 appeared bleak and not only would the council have to deal with the widely anticipated public spending reductions, but also the cost of implementing single-status pay adjustments, concessionary fares administrative changes and revised employer’s pension contribution rates. Councillor Patrick Molyneux, Cabinet Member for Economic Regeneration enquired how the proposed increase in national insurance payments was likely to impact on the budget. He was advised that the increase would certainly not help the situation and could involve a further £30,000 deficit for 2011/2012. Cabinet noted the report and,

RESOLVED to approve the draft capital and revenue budget for consultation

Councillor Brian Robinson, Cabinet Member for an Efficient Council, to present report F.43, regarding formal approval of the council tax base for 2010/2011.  

Councillor Brian Robinson, Cabinet Member for an Efficient Council, presented report F.43, seeking formal approval of the council tax base for 2010/2011. Councillor Venk Shenoi, Cabinet Member for Planning and Housing suggested looking at the council tax banding levels for empty properties in the future and this was noted. Cabinet approved the report and,

RESOLVEDthat, pursuant to the report and in accordance with the Local Authorities (Calculation of Tax Base) Regulations 1992, (as amended by section 84 of the Local Government Act 2003), the amount calculated by the Forest of Dean District Council as its Council Tax Base for the year 2010/2011 shall be 29,160.70 Band D equivalent dwellings.

Councillor Brian Robinson, Cabinet Member for an Efficient Council, to present report F.44, detailing treasury activity from April to September 2009.

Councillor Brian Robinson, Cabinet Member for an Efficient Council, presented report F.44, detailing the council’s treasury activity from April to September 2009. Councillor Robinson suggested cabinet members focus on the return on capital the council has achieved rather than the amount of interest it has incurred. Although the overriding period of economic uncertainty that has existed during the past couple of years may have subsided slightly, the outlook for the UK economy remains uncertain and members were informed that any long-term borrowing would be restricted until such time that the council could identify the appropriate revenue resources from which it could meet the necessary loan and interest repayments. Cabinet noted the report and,

RESOLVED to,

a)     Accept the Treasury Activity report for the first six months of 2009/10, and

b)     Note the introduction of security and liquidity benchmarking.

Councillor Brian Robinson, Cabinet Member for an Efficient Council, to present report F.41, informing cabinet of the GO-7 shared service project and to seek funding for the project. At the meeting on 12 November 2009, cabinet resolved to defer consideration of this item to allow the report to be presented to Full Council at the meeting on 3 December 2009. Cabinet to take into account any comments from Full Council at the cabinet meeting on 10 December 2009. Annexes A, B and C to report F.37 were circulated at the cabinet meeting on 12 November 2009 and available upon request from Democratic Services.

Councillor Brian Robinson, Cabinet Member for an Efficient Council, presented report F.41, detailing the GO-7 shared service project. Councillor Robinson reminded members that at the meeting on 12 November 2009, cabinet had resolved to defer consideration of this item to allow the report to be presented to Full Council at the meeting on 3 December 2009. Councillor Robinson reported the following information from the Full Council meeting,

a)     The Group Manager for Finance and Property believed the risks relating to Tewkesbury Borough Council, as referred to in the report, would not represent a problem for this Council. 

b)     Trade Unions had supported the proposals at the Staff Joint Consultative Panel meeting on 26 November 2009.

c)      Questions were raised about whether the council would be capable of attaining centre of excellence status. Despite some doubts, several members expressed confidence in the council’s prospects.

d)     One member believed significant retraining issues would be necessary and expressed concern about added pressure on staff. She said the proposals appeared to represent a big step towards in becoming a unitary authority and believed councillors had not been given enough time to debate the matter.

e)     The information had been considered by the Corporate Scrutiny and Review Committee in November, where several concerns had been raised. Chairman of the Committee, Councillor Philip Burford, said that he had welcomed the cabinet’s decision to seek views from Full Council.

f)        Further consultation on including prevailing winds as a factor in considering possible waste disposal sites would be introduced.

g)     One member believed it would be useful to produce a business plan directed at achieving centre of excellence status.

h)      In general, members had been satisfied with the evaluation process that had been undertaken and it was agreed to direct any further comments to Councillor Robinson before cabinet made their decision at this meeting. 

Councillor Robinson referred to an email from Councillor Heather Dalziel, received after the Full Council meeting. He said that Councillor Dalziel had expressed concern about the implications of organisations struggling to determine an agreed specification and that she had highlighted the need for careful management and strong leadership. Councillor Dalziel had also questioned the costs that might be involved in the upgrading and replacement of IT hardware. Derek Broom, Group Manager for Finance, noted the comments and said that any costs would be offset against other costs. Responding to a question from Councillor Patrick Molyneux about the council’s prospects of becoming a centre of excellence, the Group Manager for Finance confirmed that the council would be making strong representations to achieve centre of excellence status in Human Relations and Payroll Management and in Financial Accounting. Both the Group Manager for Finance and Marie Rosenthal, Group Manager for Legal and Democratic, believed the council had a good chance of success in achieving centre of excellence status in both areas.

Leader of the Council, Peter Amos, believed members had received plenty of opportunity to discuss the proposals and moved that the recommendations be approved. Cabinet noted  ...  view the full minutes text for item 13.

RESOLVED that under section 100A of the Local Government Act 1972, the public be excluded from the meeting for the following items of business on the grounds that they involve the likely disclosure of exempt information as defined in schedule 12A of the said act

RESOLVED that under section 100A of the Local Government Act 1972, the public be excluded from the meeting for the following items of business 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 12 November 2009.

The exempt minutes of the meeting on 12 November 2009 were agreed and signed.

14 January 2010

14 January 2010