Agenda and minutes

Members are asked to declare any Disclosable Pecuniary or Affected Interests in respect of any matter to be considered at this meeting.

Any Member with a Disclosable Pecuniary 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 Disclosable Pecuniary Interest is not entered on the register of Members interests the Monitoring Officer must be notified of the interest within 28 days.

Any Member with an Affected Interest in a matter must disclose the interest to the meeting.  There is no requirement to withdraw from the meeting when the interest is only an affected interest, but the Monitoring Officer should be notified of the interest, if not previously notified of it, within 28 days of the meeting.

To consider and approve the minutes of the meeting of the Executive held on 30 June 2020.

RESOLVED that the minutes of the meeting of the Executive on 30 June 2020 together with the accompanying decision records be confirmed as a correct record and signed by the Leader.

There were no urgent items of business.

The Executive considered the following items.  The decisions are recorded in the decision sheets attached to these minutes and summarised below:

RESOLVED that

       i.          the Proposed Submission Central and Eastern Berkshire Joint Minerals and Waste Plan (along with the supporting documents and Policies Map) is approved for publication for a statutory six week period of consultation commencing on Thursday 3rd September and closing on Thursday 15th October 2020.

      ii.          that any minor changes to the Proposed Submission Central and Eastern Berkshire Joint Minerals and Waste Plan and supporting documents

(relevant to Bracknell Forest), following Council, are agreed by the Director of Place Planning and Regeneration in consultation with the Executive Member

for Planning and Transport

RECOMMENDED that

     iii.          Under the provisions of Section 22 of the Planning and Compulsory Purchase

Act 2004 (as amended), that the Proposed Submission Central and Eastern Berkshire Joint Minerals and Waste Plan, the Policies Map and all supporting documents be formally submitted to the Secretary of State for independent examination.

    iv.          Under the provisions of Section 23 of the Planning and Compulsory Purchase

Act 2004 (as amended), that the appointed Inspector be requested to recommend main modifications to the submitted Plan, in the event that the Inspector considers that such modifications ate necessary to make the Plan sound.

RESOLVED that

       i.          the outturn expenditure for 2019/20, subject to audit, of £74.323m, which

represents an under spend of -£0.646m compared with the approved budget is noted.

      ii.          the budget carry forwards of £0.054m (see paragraph 5.7 and Annexe C) are approved.

RECOMMENDED that

     iii.          Council note the Treasury Management performance in 2019/20

as set out in Annexe B of the Director: Resources report.

    iv.          the earmarked reserves as set out in Annexe D of the Director:Resource’s report are approved.

      v.          the virements relating to the 2019/20 budget between £0.050m and

£0.100m and recommend those that are over £0.100m are approved by Council.

RESOLVED that

       i.          the introduction of food waste and the move to three weekly refuse collections for households is postponed until the 1st March 2021

as a result of the Coronavirus.

      ii.          communications related to the changes will be paused and restarted in October 2020 with a refreshed and revised communications plan.

     iii.          the introduction of food waste collections to flats and Houses of Multiple Occupation with communal bins is postponed until the Autumn of 2021 following work being completed by Overview & Scrutiny after roll out of the household service.

RESOLVED that the strategic procurement plan for Cloud-based Hosting and Support is approved.

To consider the following motion:

That pursuant to Regulation 4 of the Local Authorities (Executive Arrangements) (Access to Information) Regulations 2012  and having regard to the public interest, members of the public and press be excluded from the meeting for the consideration of items 10 & 11 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 were received in response to the 28 day notice of a private meeting.

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 items 10 and 11 on the agenda 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).

RESOLVED that

       i.          Bidder A be approved as the “Preferred Bidder” for the Council’s property joint

venture partnership and authorise the Director: Resources and the Borough

Solicitor to finalise the necessary contractual agreements on such terms as

best protect the Council’s interest.

      ii.          The contents of the delegation policy set out in Appendix E to be incorporated

in the partnership Members’ Agreement, subject to any non-material changes

agreed by the Director: Resources and the Borough Solicitor as part of

finalisation of the contractual agreements;

     iii.          The incorporation of the Bracknell Forest Limited Liability Partnership (“LLP

Joint Venture”) with the Preferred Bidder following the execution of legal

contracts;

RECOMMENDED that

    iv.          funding be made available as required to support the Council’s 50% investment in the joint venture, with requirements for individual site development to be agreed as part of the Executive and Council’s consideration of the initial JV business plan later this year.

RESOLVED that

       i.          Everyone Active is granted a management fee holiday for the full

year 2020/21, inclusive of the relief for the first quarter’s management fee

previously approved by the Executive on 28 April 2020;

      ii.          the Council will underwrite the estimated reopening costs and losses for Everyone Active for the period July 2020 to March 2021,  with the actual sum to be calculated on an “open book” basis in accordance with the approach set out in paragraph 5.15 and in Appendix 2 of the Director:Resources report.

     iii.          the revised surplus share mechanism described in 5.20 that offers the potential, subject to actual trading performance, for the Council to recoup

the costs incurred in respect of recommendation 2.2 be approved over the remaining life of the contract with Everyone Active up to 31st March 2033.