Agenda and minutes

To consider and approve the minutes of the meeting of the Executive held on 16 December 2014.

RESOLVED that the minutes of the meeting of the Executive on 16 December 2014 together with the accompanying decision records be confirmed as a correct record and signed by the Leader.

Any Member with a Disclosable Pecuniary Interest or an Affected Interest in a matter should withdraw from the meeting when the matter is under consideration and should notify the Democratic Services Officer in attendance that they are withdrawing as they have such an interest. If the Interest is not entered on the register of Members interests the Monitoring Officer must be notified of the interest within 28 days.

Councillor Mrs Hayes declared an interest in Item 5 as a member of South Hill Park Arts Centre’s Board.

Councillor Dr Barnard declared an interest in Item 10 as a governor at Garth Hill College.

The Executive considered the reports submitted on the items listed below and the decisions taken are recorded in the decision sheets attached to these minutes and summarised below:

To determine the request for revenue grant aid submitted by South Hill Park Trust Ltd.

To approve spend for re-active, grounds and planned preventative maintenance for 2015/16.

All recommendations are ubject to the Council approving the final budget for 2015/16.

RESOLVED that

1          An annual grant of £432,640 be awarded to South Hill Park Trust Limited for 2015/2016 subject to Council approval.

2          Members also grant an inflation increase of £5,450 based on the CPI of 1.26% which will be added to the grant for 2015/16 subject to Council approval.

3          The Partnership Agreement detailed in the whole of Appendix E be approved as the basis on which the grant is awarded.

4          Payment of the grant is conditional on the Partnership Agreement being signed and the Director of Environment, Culture and Communities in consultation with the Executive Member for Culture, Corporate Services and Public Protection be given delegated authority to agree changes to this draft Partnership Agreement including future plans and performance indicators for 2015/16.

5          The Director of Environment, Culture and Communities or the Director of Corporate Services in consultation with the Executive Member for Culture, Corporate Services and Public Protection be given delegated authority to agree any minor variations from the approved maintenance budgets.

To seek approval of the Joint Commissioning Strategy for Adults with Autism.

RESOLVED that

1          The Joint Commissioning Strategy for Adults with Autism 2015 - 2020 subject to suggested amendments be approved.

2          The development of an Action Plan by the Autism Partnership Board be agreed.

To brief the Executive on the Residents Survey 2014 results and seek endorsement of the communications plan.

RESOLVED that

1          The Resident Survey 2014 results report at Annex One and the statistical comparison table at Annex Two be noted.

2          The communications plan at Annex Three be endorsed.

To consider the results of the trial Recycling Incentive Scheme and determine whether to abandon the project or to embed it into ongoing arrangements.

RESOLVED that the success of the Trial Recycling Incentive Scheme be noted and that in light of this resolves that the Council should continue to develop and promote the scheme as part of its waste management service.

To seek agreement to the use of existing Bracknell Forest Council owned Suitable Alternative Natural Greenspace (SANG) at Shepherd Meadows, Sandhurst to allow avoidance impact measures for sites in Surrey Heath that lie within 5km of the SANG, to provide sufficient capacity for 500 dwellings (equivalent to 1,200 new residents) in the west of Surrey Heath Borough.

RESOLVED that

1          The Director of Environment, Culture and Communities be authorised to conclude an agreement with Surrey Heath Borough Council for land at Shepherd Meadows to serve as SANG for housing development in the Borough of Surrey Heath and,

2          The setting of SANG contributions at £1,963 per person be approved.

To seek approval to award the contract for the construction works to convert the former BROC (Adult Learning Centre) at Eastern Road into a Special Educational Needs (SEN) facility under the Education Capital Programme previously approved by the Executive.

RESOLVED that the Executive approves the award of contract to Tenderer A, for the construction works to convert the former BROC (Adult Learning Centre) at Eastern Road into a Special Educational Needs (SEN) facility, subject to the final lump sum not exceeding the amount set out in paragraph 20 of the attached Restricted APPENDIX A.

To approve the award of 9 call-off contracts for supported bus services.

RESOLVED that the award of the supported bus contracts set out in Table 1 within the restricted Appendix 1 be approved.

To award the contract for insurance and claims handling services.

RESOLVED that the Casualty Insurance and Claims Handling Services contract due to commence on 1st April 2015 be awarded as follows:-

i)          That Tenderer B should be accepted for the provision of casualty insurance and claims handling services

ii)         That the Council increase the deductible for casualty insurance from £25,000 to £50,000

iii)         That the Council increases the annual budget provision for insurance deductible payments to £196,000.

To consider the following motion:

That pursuant to Regulation 4 of the Local Authorities (Executive Arrangements) (Access to Information) Regulations 2012, members of the public and press be excluded from the meeting for the consideration of item X which involves the likely disclosure of exempt information under the following category of Schedule 12A of the Local Government Act 1972:

(3)        Information relating to the financial or business affairs of any particular person (including the authority holding that information).

(NB:     No representations have been received in relation to the notice published pursuant to Regulation 5 of the Local Authorities (Executive Arrangements) (Access to Information) Regulations 2012.)

RESOLVED that pursuant to Regulation 21 of the Local Authorities (Executive Arrangements) (Access to Information) Regulations 2000, members of the public and press be excluded from the meeting for the consideration of item 6 which involves the likely disclosure of exempt information under the following category of Schedule 12A of the Local Government Act 1972:

(3)        Information relating to the financial or business affairs of any particular person (including the authority).

To seek approval of a proposal to purchase a development site as to enable affordable housing development funded from the affordable housing obligation arising from an alternative development site.

RESOLVED that

1          The Council enter into a conditional contract to purchase a development site as set out in restricted Appendix A for a minimum price set out in the restricted report but eventual value to be determined by planning permission and plot value as set out in the report.

2          The commuted sum to be received in lieu of on site affordable housing provision on the development site, as set out in the report, being used to finance the acquisition of the development site.

3          The Council will simultaneously enter into a conditional contract with Thames Valley Housing Association to purchase the development site for a nominal value but restricting the commencement of development of the site to September 2017.

4          The Council requiring TVHA to undertake all necessary work at their cost to obtain a satisfactory planning permission for residential development of the site.

5.         A 10 % deposit to be paid at exchange of contracts for the development site to be funded from virement of under spend in the current years housing capital programme to be referred to full Council for approval.

6          The Director of Adult Social Care Health and Housing be authorised in consultation with the Executive Member for  Transformation and Finance to conclude agreement in accordance with the above recommendations.