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Agenda, decisions and draft minutes

Venue: Room 6, Capswood, Oxford Road, Denham. View directions

Contact: Democratic Services  01895 837236; Email: democraticservices@chilternandsouthbucks.gov.uk

Items
No. Item

30.

Minutes pdf icon PDF 48 KB

To approve the minutes of the Cabinet held on 10 January 2020 (two special meetings) and 9 October 2019.

 

Additional documents:

Minutes:

The minutes of the meetings of Cabinet held on 10 January 2020 (two special meetings) and 9 October 2019 were approved and signed by the Cabinet Leader as a correct record.

 

 

31.

Declarations of Interest

Minutes:

There were no declarations of interest.

32.

Performance Report - Quarter 3 2019-20 pdf icon PDF 62 KB

Minutes:

The Cabinet received a report which outlined the annual performance of Council services against pre-agreed performance indicators and service objectives for Quarter 3 of 2019-20.

 

The Cabinet noted from the report that out of the 36 Performance Indicators reported this quarter, 34 (including all priority PIs) were on target, 2 were slightly off target and 0 were off target.  The Cabinet congratulated officers on achieving such a high level of performance especially during a challenging time of transition with work being carried out on the new Buckinghamshire Council.

 

RESOLVED that the report be noted.

33.

To award a contract for the provision of waste collection, recycling and street cleansing services pdf icon PDF 77 KB

Decision:

Cabinet received a report which updated Members on the procurement project to deliver a new waste collection, recycling and street cleaning contract covering the current Council areas of Chiltern, South Bucks and Wycombe and also sought approval to the necessary financial commitment to enable the award of the contract.

 

RESOLVED

 

1.         That progress on the waste, recycling and street cleansing contract procurement project be noted.

 

2        That the contract be awarded to the preferred bidder for a new waste collection, recycling and street cleansing contract for the Chiltern, South Bucks and Wycombe areas having regard to the procurement and financial information contained within the report and the confidential Appendix.

Minutes:

Cabinet approval was sought to award the waste collection, recycling and street cleansing contract for Chiltern, South Bucks and the Wycombe area to the preferred bidder. Members were advised that this would ensure the continued delivery of an effective service after the current contracts had expired. The decision also ensured that statutory requirements were met for the new Buckinghamshire Council. An amendment was made to the confidential appendices in relation to size of the wheeled bins.

 

Cabinet were advised that the preferred bidder had identified the capital investment required to provide a replacement fleet to modern fuel efficiency levels. Savings would be generated from the new contract in Year 3. Best practice had been built into the contract along with key performance indicators.

 

The importance of ensuring that a common standard of cleanliness would be upheld across the whole area was noted.

 

Cabinet placed on record their thanks to the Head of Environment, the waste and legal team for all their hard work in the procurement process in a challenging timeframe.

 

RESOLVED

 

1.            That progress on the waste, recycling and street cleansing contract procurement project be noted.

 

2       That the contract be awarded to the preferred bidder for a new waste collection, recycling and street cleansing contract for the Chiltern, South Bucks and Wycombe areas having regard to the procurement and financial information contained within the report and the confidential Appendix.

34.

Proposed Landscape Scale Habitat Enhancements at Littleworth Common and Burnham Beeches pdf icon PDF 108 KB

Decision:

Cabinet received a report about a proposed landscape scale project centred on Littleworth Common Site of Special Scientific Interest (SSSI) - owned by South Bucks District Council - and Burnham Beeches, owned by the City of London Corporation,to be progressed with support and possible funding from the Heathrow Airport Limited extension project.

 

RESOLVED that the Council supports the progression of the proposed landscape scale project centred on Littleworth Common Site of Special Scientific Interest (SSSI) at SBDC owned land at Littleworth Common and at Burnham Beeches.

Minutes:

Cabinet received a report about a proposed landscape scale project centred on Littleworth Common Site of Special Scientific Interest (SSSI) - owned by South Bucks District Council - and Burnham Beeches, owned by the City of London Corporation,to be progressed with support and possible funding from the Heathrow Airport Limited extension project.

 

Cabinet were advised that the proposed project would enhance the habitats at Littleworth Common and surrounding areas. Furthermore, the project would help towards the 20% target for Biodiversity Net Gain in Buckinghamshire as stated in the Bucks Natural Environment Partnership - NEP - Biodiversity Action Plan 2010 – 2020. This project would involve no funding from the Council other than officer time and would help to achieve the Councils environmental objectives.  

 

In the discussion which followed, having indicated its support for the project, the Cabinet stressed the importance of carrying out effective communication and consultation with stakeholders, including residents and parish councils, on the progress and benefits of the project.

 

RESOLVED that the Council supports the progression of the proposed landscape scale project centred on Littleworth Common Site of Special Scientific Interest (SSSI) at SBDC owned land at Littleworth Common and at Burnham Beeches.

35.

Public Spaces Protection Order - Dorney Rowing Lake pdf icon PDF 108 KB

Decision:

The Cabinet were asked to consider the proposal for Dorney Rowing Lake to be subject to a Public Spaces Protection Order following a request from Thames Valley Police in response to a high number of incidents of anti-social behaviour at Dorney Rowing Lake. They also noted that Buckinghamshire Council would be responsible for undertaking the three yearly review of the Order and implementing any changes required.

 

RESOLVED that

1.    the draft Public Spaces Protection Order and associated map of the ‘Restricted Area’ be approved; and

2.      a three yearly review of the Public Spaces Protection Order be undertaken and any changes implemented as required.

Minutes:

The Cabinet were asked to consider the proposal for Dorney Rowing Lake to be subject to a Public Spaces Protection Order following a request from Thames Valley Police in response to a high number of incidents of anti-social behaviour at Dorney Rowing Lake. They also noted that Buckinghamshire Council would be responsible for undertaking the three yearly review of the Order and implementing any changes required.

 

In September 2019, Thames Valley Police requested that Dorney Rowing Lake be subject to a Public Spaces Protection Order in order to prevent and control the anti-social behaviour that local residents and other lake users were experiencing as a result of groups of people gathering at the lake during periods of warm weather and causing harassment and alarm to local residents and lake users by their behaviour.  A Public Spaces Protection Order is an effective tool to manage anti-social behaviour and puts in place certain restrictions which can be enforced either by issuing a Fixed Penalty Notice or by prosecution.

 

RESOLVED that

1.     the draft Public Spaces Protection Order and associated map of the ‘Restricted Area’ be approved; and

2.     a three yearly review of the Public Spaces Protection Order be undertaken and any changes implemented as required.

36.

Affordable Housing Contributions Update pdf icon PDF 59 KB

Decision:

Cabinet received a report that provided Members with an annual update on the position of the Affordable Housing Contributions received by the Council (via Section 106 agreements) and which sought approval for the allocation of available funding to schemes specified in the report.

 

RESOLVED that

 

1.    the update on Affordable Housing Contributions be noted;

2.    the uncommitted funds be allocated as follows:

             i.        Your Choice Equity Loan Scheme = £336,885

            ii.        Funding of Major Void Works -Retention of L&Q Housing Stock to secure    move-on accommodation for temporary accommodation =  £250,000

           iii.        Provision of Additional Affordable Housing = £366,322 (Allocations to specific schemes from this sum would be subject to the approval of the Head of Healthy Communities in consultation with the Healthy Communities Portfolio Holder); and

3.    Affordable Housing Contribution income and underspend from any existing commitments be allocated generally to support the provision of additional affordable housing with specific schemes subject to the approval of the Head of Healthy Communities in consultation with the Healthy Communities Portfolio Holder.

4.    Cabinet expressed the desire that future Affordable Housing Contributions received from development in South Buckinghamshire will continue to be reinvested in the provision of affordable housing in South Buckinghamshire.

Minutes:

Cabinet received a report that provided Members with an annual update on the position of the Affordable Housing Contributions received by the Council (via Section 106 agreements) and which sought approval for the allocation of available funding to schemes specified in the report.

 

The proposed allocations would ensure that the income from Affordable Housing Contributions would be allocated effectively to support the provision of additional affordable housing and the retention of existing stock thus meeting local housing needs and providing move-on accommodation for homelessness households in temporary accommodation.

 

In the discussion which followed, Cabinet expressed the desire that future Affordable Housing Contributions received from development in South Buckinghamshire will continue to be reinvested in the provision of affordable housing in South Buckinghamshire.

 

RESOLVED that

 

1.      the update on Affordable Housing Contributions be noted;

2.      the uncommitted funds be allocated as follows:

                i.           Your Choice Equity Loan Scheme = £336,885

               ii.          Funding of Major Void Works -Retention of L&Q Housing Stock to secure    move-on accommodation for temporary accommodation =  £250,000

             iii.           Provision of Additional Affordable Housing = £366,322 (Allocations to specific schemes from this sum would be subject to the approval of the Head of Healthy Communities in consultation with the Healthy Communities Portfolio Holder); and

3.      Affordable Housing Contribution income and underspend from any existing commitments be allocated generally to support the provision of additional affordable housing with specific schemes subject to the approval of the Head of Healthy Communities in consultation with the Healthy Communities Portfolio Holder.

4.      Cabinet expressed the desire that future Affordable Housing Contributions received from development in South Buckinghamshire will continue to be reinvested in the provision of affordable housing in South Buckinghamshire.

37.

Farnham Park Charity Budget 2020/2021 pdf icon PDF 54 KB

Decision:

The Cabinet received a report which asked Members to consider the draft budgets for the Charitable Trusts activities for 2020/21, including the proposed fees & charges.

 

RESOLVED that the overall operating budget of £167,455, as shown in para 3.7 of the report, and the fees and charges as set out in Appendix A of the report be agreed.

Minutes:

The Cabinet received a report which asked Members to consider the draft budgets for the Charitable Trusts activities for 2020/21, including the proposed fees & charges. The budget for the operation of the Charity was divided into two areas; the golf and the playing fields.

 

With regards to the operating costs, the Cabinet noted the main points set out in paragraph 3.2 of the report.  Overall the golf operation was estimated to make an operating surplus of £86,000 and that the proposed fees for 2020/21 that have been assumed within the budgets were set out in the confidential appendix to the report.

 

The Cabinet were advised that the cost of the Playing Fields was the major challenge facing the Charity.  This was added to by the fact that all the buildings on the site, with the exception of the greenkeepers compound, were approaching or at the end of the useful lives, and would need replacing in the near future. 

 

The Cabinet noted that the New Buckinghamshire Council was due in its first year to undertake a Leisure Review, covering both indoor and outdoor leisure.  The Cabinet stressed the importance of using this opportunity to consider in a wider context how to develop the potential of Farnham Park as an outdoor leisure, community and public health facility and undertake the investment required.    

 

RESOLVED that the overall operating budget of £167,455, as shown in para 3.7 of the report, and the fees and charges as set out in Appendix A of the report be agreed.

38.

Heathrow Update - towards a Statement of Common Ground pdf icon PDF 66 KB

Decision:

 

Cabinet received a report on the progress made by South Bucks District Council in negotiation with Heathrow Airports Limited to work towards an agreement on a final package of mitigation measures for the new Buckinghamshire Council.

 

RESOLVED that

 

1.    the detailed report and the progress that has been made by South Bucks District Council in developing a Statement of Common Ground with Heathrow Airports Limited to mitigate the impacts of the Heathrow expansion on South Bucks District and to secure the opportunities from that expansion for local communities and businesses be noted.

 

2.    Cabinet recommend that the new Buckinghamshire Council build upon the progress made by South Bucks District Council in concluding the final Statement of Common Ground between Buckinghamshire and Heathrow Airport Limited for submission to PINS as part of the Development Consent Order package setting out the proposed expansion of Heathrow.  

 

3.    That the Acting Chief Executive be authorised, in consultation with the Portfolio Holder, to finalise the wording of the final Statement of Common Ground for submission to Buckinghamshire Council.

Minutes:

Cabinet received a report which set out the progress that has been made by South Bucks District Council in developing a Statement of Common Ground with Heathrow Airport Limited to mitigate the impacts of the Heathrow expansion on South Bucks District and to secure the opportunities from that expansion for local communities and businesses.  The report reviewed the scheme content and stages for its delivery, the engagement that has taken place and the mitigation that has been sought by South Bucks District Council from Heathrow Airport Limited alongside the consideration of the Heathrow expansion that has taken place through the Heathrow Strategic Planning Group.  

 

The report placed on the record the progress made by South Bucks District Council in negotiations with Heathrow Airport Limited for the new Buckinghamshire Council to take forward and build upon in order to reach agreement on a final package of mitigation measures for Buckinghamshire.

 

In the discussion which followed, the Cabinet stressed the need for the document to highlight:

-      the importance of mitigating the environmental and health impacts of the expansion especially in relation to Richings Park. 

-      that more thought needed to be given about the transport network and direct public transport links to Heathrow without travelling into London.

-      concerns as to how the 50% shift from cars to public transport would be achieved as set out in the Surface Access Strategy.

 

An additional recommendation was proposed to delegate authority to the Acting Chief Executive, in consultation with the Portfolio Holder, to finalise the wording of the final Statement of Common Ground for submission to Buckinghamshire Council.

 

RESOLVED that

 

1.    the detailed report and the progress that has been made by South Bucks District Council in developing a Statement of Common Ground with Heathrow Airport Limited to mitigate the impacts of the Heathrow expansion on South Bucks District and to secure the opportunities from that expansion for local communities and businesses be noted.

 

2.    Cabinet recommend that the new Buckinghamshire Council build upon the progress made by South Bucks District Council in concluding the final Statement of Common Ground between Buckinghamshire and Heathrow Airport Limited for submission to PINS as part of the Development Consent Order package setting out the proposed expansion of Heathrow.  

 

3.    That the Acting Chief Executive be authorised, in consultation with the Portfolio Holder, to finalise the wording of the final Statement of Common Ground for submission to Buckinghamshire Council.

39.

Policy Advisory Group Minutes (available in supplement pack) pdf icon PDF 76 KB

Healthy Communities Policy Advisory Group – 22 January 2020

Planning and Economic Development Policy Advisory Group – 8 & 27 January 2020

Resources Policy Advisory Group – 13 January 2020

Additional documents:

Minutes:

The Policy Advisory Group minutes in the supplement pack were noted.

40.

Exclusion of Public

To resolve that under Section 100(A)(4) of the Local Government Act 1972 the public be excluded from the meeting for the following item(s) of business on the grounds that it involves the likely disclosure of exempt information as defined in Part I of Schedule 12A of the Act.

Minutes:

RESOLVED that under section 100 (A) (4) of the Local Government Act 1972 (as amended) the public be excluded from the meeting for the following item(s) of business on the grounds that they involved the likely disclosure of exempt information as defined in Part 1 of Schedule 12A of the Act.

 

41.

Bad Debt Write-Offs

Decision:

The Cabinet received a report which sought authorisation for the write-off of 5 debts over £10,000 in accordance with the Council’s write-off policy.

 

RESOLVED that the position regarding the debts listed in the report be noted and that the 5 debts be written off on the Council’s books.

Minutes:

The Cabinet received a report which sought authorisation for the write-off of 5 debts over £10,000 in accordance with the Council’s write-off policy.

 

The Cabinet were advised that the debts were at this point non recoverable due to insolvency action.  A query was raised as to the period covering one of the debts.

 

RESOLVED that the position regarding the debts listed in the report be noted and that the 5 debts be written off on the Council’s books.

42.

Exempt Report to item 5.1 - To award a contract for the provision of waste collection, recycling and street cleansing services

Minutes:

This exempt report was considered as part of item 33.

43.

Exempt Appendix for item 7.1 - Farnham Park Charity Budget 2020/01

Minutes:

This exempt appendix was considered as part of item 37.