To receive apologies for absence.

There were no apologies at this meeting.

Members were advised that Councillor Martin Quaile, Cabinet Member for the Environment, would be slightly delayed due to an earlier meeting in London. The Leader proffered his apologies for absence at the Round Table event the previous evening. He explained that had been unable to attend the meeting due to illness. Deputy Leader, Councillor Diana Edwards, also gave her apologies and said that she had understood that Councillor Amos would be attending the event or would have otherwise attended.

To confirm the minutes of the cabinet meeting held on 8 April 2010

The minutes of the meeting held on 8 April 2010 were agreed and signed.

The chairman to identify any items of urgent business.

The Chairman did not identify any items of urgent business on this occasion.

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 Brian Robinson, Cabinet Member for an Efficient Council, declared a personal interest in items 7, 13 and 14 of the agenda as board member on the South West Regional Development Agency.

Councillor Patrick Molyneux, Cabinet Member for Economic Regeneration, declared a personal interest in item 13 of the agenda, Broadband Task Group, due to his association with the internet industry.

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.

At the cabinet meeting on 12 November 2009, it was agreed to allow members of the public to ask questions at cabinet meetings in accordance with the Protocol for Public Questions at Cabinet Meetings.

No questions were asked at this meeting.

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

The cabinet forward plan that had been circulated with the agenda was noted. Leader of the Council, Councillor Peter Amos, informed cabinet members that items 11 (Core Strategy) and 12 (Leader and Mayor Consultation) would not be considered at this meeting but would be deferred pending further information from the Secretary of State for Communities and Local Government. It was suggested that it might be sensible to seek clarification on these items before making any decisions.

Councillor Brian Robinson, Cabinet Member for an Efficient Council, to present the final performance report for the 2009/2010 financial year. Please refer to report SD.49.

Councillor Brian Robinson, Cabinet Member for an Efficient Council, presented report SD.49, detailing the final performance report for the 2009/2010 financial year. Councillor Robinson informed members that the outstanding information relating to three of the five performance indicators unavailable at the time of writing the report, had now been received. Councillor Robinson reported the following details: -

1. Performance Indicator LAA 18 (hospital admissions from fractured femurs)

The outturn calculation for this performance indicator was calculated at 589. Members were informed that the target figure shown on page 30 of the report was actually incorrect, with the target of 1899 referring to the three-year target in the Local Area Agreement. Councillor Robinson said that the countrywide target for 2008/10 was actually 609 and that this target had been achieved throughout Gloucestershire.

2. Performance Indicator NI 141 (vulnerable people living independently)

The outturn calculation for this performance indicator was 83.77 per cent, substantially exceeding the target figure of 63.65 per cent

3. Performance Indicator NI 180 (number of benefit changes of circumstance per 1,000 caseload)

Information from the Department of Working Pensions had reported 1686.3 changes in circumstance, considerably higher than the target figure of 950.1

The above targets subsequently altered the summary chart on page 21 of the report to read: -

Green (met or exceeded target) - 30 (81 per cent)

Red (significantly below target) - 5 (15 per cent)

Amber (slightly below target) - 2 (6 per cent)

Councillor Robinson was unable to present information on performance indicators NI 185 (CO2 emissions from local authority operations) and NI 194 (percentage reduction in NOx and PM10 emissions from council buildings and operations), pending details on energy usage from the council’s leisure centres. Councillor Robinson referred to Annex B and the progress the council had made in implementing the Corporate Plan. He also outlined some of the key activities the council had undertaken during 2009/10, including; completion of the new reception area at the council offices, introduction of the new allocations system for affordable housing, production of a new visitor guide and the Forest Showcase Event in October 2009.

Cabinet members referred to the changes that might be anticipated following the recent parliamentary elections. Head of Paid Service, Sue Pangbourne, said that the council was uncertain about what would replace the Comprehensive Area Assessment but that local authorities had been asked to consider any unnecessary burdens they might wish the government to re-evaluate.  It was suggested that the National Indicator Targets for Local Authorities might be one such area. Report SD.49 was noted.

Leader of the Council, Councillor Peter Amos, to present the Annual Governance Statement. Please refer to report SD.50.

Leader of the Council, Councillor Peter Amos, invited Head of Paid Service, Sue Pangbourne, to present report SD.50. The Head of Paid Service informed members that the council is required to produce an Annual Governance Statement setting out the governance arrangements from the previous financial year. Members recalled that the draft statement for 2009/10 had been presented to the Audit Committee on 13 May 2010, where members had resolved to recommend to Cabinet that the Leader of the Council and Head of Paid Service sign the Annual Governance Statement at this meeting.

Referring to the seven areas of governance detailed on page 55 of the report, the Head of Paid Service said that the council believed these areas should be the focus for improvement during the forthcoming year. The seven areas included; maintaining the direction of travel on improving governance; procurement and contract management; community engagement; data quality; risk management; business continuity and value for money. Responding to concerns that some of the proposals had been the focus for improvement in previous years, the Head of Paid Service said that, although such areas had been included the past, this did not mean they should not be the focus for continued improvement and good practice in the future. Leader of the Council, Peter Amos, said that at a recent meeting of the Improvement Board for the Government Office for the South West, there had been strong indications that the council was making good progress with its governance arrangements.

Report SD.50 was noted and subject to an amendment to Annex A of the report, (amended on page 62 to read seven and not six areas where the council needed to focus improvement), the Annual Governance Statement was agreed and signed by the Leader of the Council, Peter Amos and Head of Paid Service, Sue Pangbourne.

Councillor Brian Robinson, Cabinet Member for an Efficient Council, to present a progress report on the implementation of the Single Status Project at the Forest of Dean District Council. Please refer to report LD.249.

Councillor Brian Robinson, Cabinet Member for an Efficient Council, presented report LD.249, detailing the progress that had been made in implementing the Single Status Evaluation Project at the Forest of Dean District Council. Single Status is the title given to a national agreement determined in 1997, regarding an evaluation of terms and conditions of employment. Councillor Robinson informed members that the project was well underway and had almost reached the end of phase two of the project plan, involving the completion of job evaluation questionnaires. It was anticipated that phase three of the project, involving appraisal of the questionnaires by job evaluation panels, would commence in July 2010.

Responding to questions from the Leader of the Council, Peter Amos, Councillor Robinson, said that completion of the project was likely at the end of the current financial year, although implementation would not take place until the following financial year, following agreement by the trade unions. (Cabinet acknowledged the good partnership-working that had been evident between the council and trade unions during the initial stages of the project). Referring to the anticipated cost of the project, Councillor Robinson said that, in addition to the amount that had been included within the budget, the council had set aside a contingency fund to manage any outcomes and eventualities. He said that at this stage of the project, he was uncertain as to whether or not the amount would be sufficient but that he intended to provide more information with the final quarter performance report for 2010/11. The report was noted.

Councillor Brian Robinson, Cabinet Member for an Efficient Council, to present a report on employee sickness absence.  Please refer to report LD.250

Councillor Brian Robinson, Cabinet Member for an Efficient Council, presented report LD.250, regarding the management of employee sickness absence at the Forest of Dean District Council. Councillor Robinson said that, despite recent concerns about increasing levels of employee sickness absence, it had become apparent that such levels related to long-term sickness absence accrued from proven medical problems and any subsequent treatment that might have been necessary.

Acknowledging the difficulty in managing long–term sickness absence, Councillor Robinson informed members that several options had been considered to look at ways of managing short and medium-term absence. Referring to the recent county-wide review of occupational health providers throughout Gloucestershire and the implementation of a new three-year contract by some authorities, cabinet members were requested to consider the Absence Line Call-Centre Absence Management System, which would allow employees to report sickness absence 24 hours a day, 365 days per year. Councillor Robinson outlined some of the benefits and savings the system might provide, including offering a more robust and efficient approach to managing sickness absence and support to those employees who might be indirectly affected by the health issues of relatives and dependants.

In response to questions, Head of Paid Service, Sue Pangbourne, said that the Trent Management System of recording sickness absence was an efficient and effective system of identifying areas of concern. She informed members that disciplinary action would be taken on employees where unacceptable levels of sickness absence was detected and notable recognition of those employees with little or no sickness absence. Employees with exemplary records of sickness absence would not, however, be rewarded financially. Report LD.250 was considered and cabinet members,

RESOLVED to: -

a)     Note the management action designed to improve sickness absence and employee well being, and

b)     Approve the additional £7,938 per annum to purchase the Absence Line Service for the next year.

Councillor Venk Shenoi, Cabinet Member for Planning and Housing, to present the final version of the council’s Core Strategy before submission to the Secretary of State. Please refer to report EDP.29

Leader of the Council, Councillor Peter Amos, informed cabinet members that item 11 (Core Strategy) would not be considered at this meeting but would be deferred pending further information from the Secretary of State for Communities and Local Government.

Leader of the Council, Councillor Peter Amos, to present report LD.248, detailing the legal requirements for a public consultation exercise on the council’s executive decision-making arrangements.

Leader of the Council, Councillor Peter Amos, informed cabinet members that item 12 (Leader and Mayor Consultation) would not be considered at this meeting but would be deferred pending further information from the Secretary of State for Communities and Local Government.

Cabinet to establish a task group to consider how this council can support improved broadband provision for the Forest of Dean. Councillor Patrick Molyneux, Cabinet Member for Economic Regeneration, to present report EDP.27.

Councillor Patrick Molyneux, Cabinet Member for Economic Regeneration, presented report EDP.27, seeking the establishment of a cabinet task group to consider how best the council might support improved broadband provision in the Forest of Dean. Elaborating on the current unacceptable broadband provision in the area, Councillor Molyneux believed it was important for the District Council to take a firm lead in understanding the issues affecting the service before seeking possible solutions and offering advice to the local community. Conscious of several activities that have recently been generated by central government and an opportunity to seek funding from the South West Regional Development Agency, Councillor Molyneux advised members to act quickly and establish a task group as soon as possible. Cabinet members fully supported the proposals.

Subject to an amendment to recommendation c) and deferment of the timing of a report to cabinet from September 2010 to later in the year, cabinet members,

RESOLVED:-

a)     To establish a cabinet task group to examine improvements in the provision of broadband services in the Forest of Dean

b)     That the task group be led by Councillor Patrick Molyneux

c)      That the task group report its findings to the cabinet meeting scheduled for November or December 2010.

Councillor Diana Edwards, Deputy Leader and Cabinet Member for Local Strategic Partnership (LSP), to provide an update on the Rural Development Programme for England (RDPE). Please refer to report EDP.28.

Councillor Diana Edwards, Deputy Leader and Cabinet Member for Local Strategic Partnership (LSP), gave a detailed account of the activities of the Rural Development Programme for England (RDPE).

Referring to report EDP.28, Councillor Edwards informed members that the Forest of Dean District Council had been the only authority within Gloucestershire to secure funding following a bid to the South West RDPE Programme. As a consequence of this achievement, the Forest of Dean Local Strategic Partnership (LSP), subsequently established a separate Local Action Group (LAG) to manage and develop the extensive programme of applications seeking funding. Group Manager for Sustainable Development, Steve Kendall, highlighted the permanently changing status of the programme and the subsequent impact on funding.

Referring members to appendix 1 of the report, Councillor Edwards presented information on the four projects that have recently received approval; including a Children’s Food Showcase Event; a project relating to village halls; St. Briavels School and a project involving sustainable school meals and a project at Quickmarch Solutions for improvements to measuring and manufacturing equipment. Cabinet noted the report and the progress that has been made within the programme.

Councillor Brian Robinson, Cabinet Member for an Efficient Council, to present information on the International Financial Reporting Standard (IFRS). Please refer to report F.63.

Councillor Brian Robinson, Cabinet Member for an Efficient Council, presented information on the International Financial Reporting Standard (IFRS). Referring members to report F.63, Councillor Robinson outlined the background to the introduction of the standards and the impact that might be anticipated from the changes that would be made.

Detailing some of the consequences and challenges that have emerged from recent changes in government directive, Group Manager for Finance, Derek Broom, advised members that government opinion suggests that it would be impractical to abandon the work that has already been done on introducing the standards and has therefore stipulated that local authorities continue with implementation. Cabinet members noted that that there would be no direct gain from implementing the standards but considerable risks involved if the council failed to do so or if mistakes were made. Acknowledging the need to seek experienced and technically skilled specialists for the significant amount of work involved, cabinet noted the report and,

RESOLVED to approve the release of up to £30,000 from the unforeseen items reserve.

Councillor Brian Robinson, Cabinet Member for an Efficient Council, to present report F.64, detailing revisions to the council’s Risk Management Policy and Strategy.

Councillor Brian Robinson, Cabinet Member for an Efficient Council, presented report F.64, detailing revisions to the council’s Risk Management Policy and Strategy. Councillor Robinson informed members that the report reflected changes within and outside the council and had been considered by the Audit Committee at its meeting on 13 May 2010. The Audit Committee recommended that the Cabinet adopt the revised policy. The report and the revisions to the Risk Management and Policy were duly noted.

Councillor Martin Quaile, Cabinet Member for the Environment, to advise cabinet on the statutory requirement to implement an Air Quality Management Order. Please refer to report E.18.

Councillor Martin Quaile, Cabinet Member for the Environment, presented report E.18 and advised cabinet on the statutory requirement to implement an Air Quality Management Order on Lydney. Councillor Quaile gave a full and detailed account of the contents of the report and informed members that as part of the Government’s Air Quality Strategy, local authorities had been required to produce air quality reports to provide ongoing information on air quality within their areas. Following the results of the Forest of Dean Air Quality Progress Report, as published in 2007, a further detailed assessment for nitrogen dioxide levels in Lydney had also been undertaken, as prescribed by the Environment Act.  The two reports concluded that levels at two of the sites along Lydney High Street had been slightly over the objective level and therefore an Air Quality Management Area (AQMA) should be declared.  The detailed assessment was subsequently sent to DEFRA, who had endorsed the recommendations. Councillor Quaile informed members that should the order be declared, a further assessment must be completed and reported on before July 2011 and an Air Quality Action Plan defined before January 2012. It was noted that references to the area as shown in red, as referred to in recommendation b) of the report, should read, ‘as shown in the shaded area’.

Group Manager for Environmental Services, Roger Garbett, informed the meeting that the air quality levels that had been identified by the two reports  had not been too far from the recommended objective line. The Group Manager reassured members that the declaration of Lydney as an Air Quality Management Area could be considered a precautionary measure intended to monitor and improve the air quality of the area rather than as an immediate concern.

Cabinet members questioned the appropriateness of the order in relation to the study and management of air quality in more urban locations and expressed concern that the matter might be over-sensationalised. The Group Manager for Environmental Services, Roger Garbett, said that air quality levels were standard throughout the country and reiterated his earlier statement that the process of issuing an air quality order was designed to assist in maintaining a cleaner environment for the future. Mr Garbett urged the press not to alarm the local community but to acknowledge that the instruction to introduce the order should be seen as a tool for administering improvements in local air quality. Stategic Director, Peter Hibberd, outlined some of the consequences that might arise should the council not adhere to the order, including the possibility of incurring heavy costs. Recognising that the council had little option but to comply with the order and noting that it might be useful to make the Environment Agency aware of the proposed large developments intended for the Lydney area, cabinet members noted the report and,

RESOLVED to: -

a)     Agree to implement the statutory requirement of Section 83(1) of the Environment Act 1995 through designation, by Order, of an Air Quality Management Area for nitrogen dioxide to come into  ...  view the full minutes text for item 17.

8 July 2010

8 July 2010