Agenda and minutes

To approve as a correct record the minutes of the meeting of the Council held on 13 September 2023.

RESOLVED that the minutes of the Council meeting held on 13 September 2023 be approved and signed by the Mayor as a correct record.

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.

Councillor Ejaz declared a disclosable pecuniary interest in item 7 as she was a licensee. The Deputy Mayor would take over for that item whilst the Councillor Ejaz withdrew from the meeting and left the Council Chamber.

The Mayor reported on her activities since the last Council meeting in September.  These included:

·        Bracknell Foodbank Advent Calendars

·        Unveiling of Royal Title at Berkshire Archives

·        Judicial Service Parade

·        Silver Sunday Tea Dance

·        Home Start 30th Anniversary.

·        Navratri

·        Poppy Pod

·        Diwali

·        Remembrance Sunday Parade

The Mayor was pleased to announce that her nominated charity for the remainder of her mayoral year would be Berkshire Women’s Aid who, while found outside of the borough, provided support to Bracknell Forest families experiencing domestic abuse and domestic violence. This was particularly timely given the recent White Ribbon Day on 25 November 2023 which aimed to end men’s violence on women and girls. The Mayor invited all Councillors to participated in the White Ribbon Campaign Vigil event on 9 December 2023.

The Mayor drew particular attention to the Foodbank’s Advent Calendar campaign, and encouraged all Councillors to generously contribute to the Foodbank this festive season.

The Mayor commented that she had been pleased to attend two major Hindu celebrations, Navratri and Diwali, which had been hosted by two different community groups. It had been a huge opportunity to be a bridge between communities.

The Judicial Service led by the High Sheriff of Berkshire had raised money for Legal Aid to support those who could not afford legal services, and the Mayor had also attended the Crown Court open day which had been eye-opening.

The Mayor had attended the retirement party for the Lord Lieutenant James Puxley, and she thanked him for his service and wished him all the best.

On 12 November 2023, the Mayor had attended the Remembrance Sunday service which had been very well attended by residents and members of the armed forces to remember those who served in the line of duty. The Mayor commented that her grandfather had served 6 years in active duty, and had provided soldiers from his clan to the British Army, and that the sacrifices of all servicemen and women would not be forgotten.

To receive the Leader’s report on the work of the Executive since the Council meeting held on 13 September 2023.

Council is asked to resolve a recommendation in respect of:

• Waste Collection Vehicle Purchase
• Bridgewell Supported Living

The Leader of the Council, Councillor Temperton, presented her report on the work of the Executive since that reported at the Council meeting on 13 September 2023. The Executive had met three times on 19 September, 17 October and 14 November 2023.

The Leader highlighted the following matters that had been considered:

Environment and Community Cohesion | Waste Collection Vehicle Purchase

·        Existing garden waste collection rounds were over capacity due to a growing borough and increased sign up to the garden waste collection service.

·        The Executive had agreed the purchase of a new 26-tonne waste collection vehicle in 2023 for delivery in 2024, subject to Council approval.

·        A trial of Hydrotreated Vegetable Oil had been agreed for this vehicle subject to viability testing.

Adult Services, Health and Housing | Bridgewell Supported Living

·        The Executive had considered the progress on design development, timetable and work to improve sustainability for the new Bridgewell from the design and build contractor who had been appointed in January 2023. 

·        Bridgewell would be a new supported living scheme for adults with learning disabilities, which would provide for vulnerable people whose current accommodation did not meet their needs.

Finance and Business Change | Budget Update

·        The Executive had considered the financial pressures faced by this Council due to inflation and service demand.

·        The predicted financial position for the current year and the medium-term financial prospects were also noted.

·        The Executive agreed the proposed use of Council funding to support delivery of affordable housing as detailed in the report.

Children, Young People & Learning | SEND Written Statement of Action (WOSA) – Implementation

·        The progress on the Special Educational Needs and Disabilities (SEND) Written Statement of Action (WSOA) as noted by the Executive, including most recent feedback from the Department for Education and NHS England from the third review meeting on 10 July 2023. It was noted that there had been a great deal of activity since the last review meeting, and that improvements had moved on at pace.

·        The Executive also noted the Department for Educations invitation to take part in the Safety Vale intervention programme 2024-25, for local authorities with high Designated Schools Grant (DSG) deficits.

Children, Young People & Learning | New SEND School Site

·        The Executive agreed Buckler’s Park as the site for a new Autistic Spectrum Condition school to provide new Special Education Needs and Disabilities school places, reducing the need for pupils to be educated out of the borough.

·        The Executive delegated authority to the Executive Director: People and the Executive Member for Children, Young People and Learning for minor amendments.

Strategies and Policies:

·        The Executive approved and adopted the Bracknell Forest Prevent Strategy 2024-27.

·        The Executive approved the proposed changes to the Housing Allocation Policy, and approved a consultation plan to ensure partners, Councillors and the public could all have an input.

·        The Executive approved the draft All-age Integrated Carers Strategy 2024-2029 for public consultation, and a revised draft would return to a future Executive meeting.

·        The Executive approved the draft Bracknell Forest  ...  view the full minutes text for item 30.

To present the Council Plan and new business change programme to Council setting out agreed priorities for the period to 2027.

Council discussed the Council Plan setting out agreed priorities for the period 2023 to 2027 and the new business change programme, following engagement and development with councillors and staff.  It was proposed that the Council should adopt a flexible use of capital receipts strategy to maximise funding opportunities to support the delivery of the business change programme.

The plan included a core enabling priority to be an ambitious, resilient and sustainable organisation. Much of this was to be delivered through the business change programme to ensure the organisation was fit for the future. The proposed flexible use of a capital receipts strategy would enable the council to use capital receipts to support and enable the delivery of the business change programme’s priorities and facilitate the delivery of savings and improved outcomes for service users.

The Leader stressed the financial background against the Plan, with significant financial challenges across the country. The Council Plan had been carefully created to make realistic commitments within the Council’s means.

Councillors celebrated the fact that the Council Plan could be supported across political parties and welcomed the collaborative approach for its creation. It was recognised that the plan, which aimed to further develop Bracknell Forest as an excellent place to live, work and visit, could only be delivered in partnership.

The progress against each element of the Council Plan would be reported through the Quarterly Service Reports.

Councillors thanked all officers for their support of the new administration thus far.

On the proposition of Councillor Temperton, Leader and Executive Member for

Council Strategy and Climate Change and seconded by Councillor Pickering it was RESOLVED that:

1          The Council Plan as set out in Appendix A of the report be approved;

2          To support delivery of the Council Plan and ensure the organisation remains resilient and sustainable, the proposed Business Change programme summarised in Appendix A of the report be endorsed;

3          With effect from 1 December 2023, a flexible use of capital receipts strategy as set out at Appendix B of the report be approved to provide funding needed to ensure the Council Plan and Business Change programme are successfully delivered.

To agree to adopt the draft Hackney Carriage and Private Hire Licensing Policy.

The deputy mayor chaired the meeting for this item as the mayor, Councillor Ejaz withdrew from the meeting as she had a disclosable pecuniary interest.

Council considered a report inviting it to adopt the draft Hackney Carriage and Private Hire Licensing Policy following the consultation undertaken in 2022 and discussion at the Licensing and Safety Committee in October 2023.  The revised policy had been prepared to comply with Department for Transport statutory standards of vehicle licensing requirements and recent legislative changes. Revised best practice guidance to help local licensing authorities to carry out their taxi and private hire vehicle licensing functions had also been issued on the 17 November 2023. Officers were considering this guidance and would present any proposed further modifications at the February 2024 Licensing and Safety Committee meeting.

The draft policy had been created with members of the trade, and the consultation process had received 27 responses between July and September 2022. All responders and members of the trade were thanked for their input. The consultation raised additional issues relating to the draft policy, including the frequency of MOT tests, frequency of medical examinations, taxi signage and use of armbands. As a result of the consultation responses being considered, a number of changes had been made to the final policy around these issues.

The age of vehicles requirements had been adapted as a result of consultation to take into account the views of the trade while also aligning with the Council’s climate change priorities. In order to protect the most vulnerable passengers, the training requirements had not been amended.

The draft policy also reflected changes to the Knowledge Test requirement which had been consulted on with the trade.

The Council noted thanks to the previous Chair of the Licensing and Safety Committee, John Porter, as this plan had been put together across two administrations.

On the proposition of Councillor Gillbe, Executive Member for Planning and Transport and Chair of the Licensing & Safety Committee and seconded by Councillor Jefferies it was RESOLVED that:

1          The proposed Hackney Carriage and Private Hire Licensing Policy be adopted and implemented with effect from 1 December 2023.

2          The Licensing and Safety Committee be requested to keep the policy under review and make any necessary amendments.

To approve the proposed Schedule of Meetings 2024/25.

Council considered a recommendation relating to the meetings schedule for 2024/25.

It was commented that the 6:30pm start for Planning Committee meetings had proved disadvantageous to those Councillors and members of the public who travelled to meetings after work. It was requested that views be canvassed on a later start time.

On the proposition of Councillor Temperton, Leader of the Council, seconded by Councillor Barnard it was RESOLVED that the schedule of meetings 2024/25 as set out in the annex to the report be approved.

To agree the Establishment of an Appointment Committee.

Council considered a report inviting it to establish an appointments committee to appoint a Joint Director of Public Health for Bracknell Forest Council and the Royal Borough of Windsor & Maidenhead (RBWM).  Following the ongoing reorganisation of the East Berkshire Public Health System, the councils were now in a position to appoint a new joint Director of Public Health.

The Officer Employment Procedure Rules (Part 4, Section 12 of the Council’s Constitution) were relevant to the appointment.

The planned date for the meeting of the Appointment Committee had been changed, and so an additional recommendation was proposed to delegate authority to the Chief Executive to agree the final appointments on behalf of Bracknell Forest Council once a new date had been agreed. 

On the proposition of Councillor Temperton, Leader and Executive Member for Council Strategy and Climate Change and seconded by Councillor Purnell it was RESOLVED:

1          That a committee of the Council of three Bracknell Forest Councillors (2

Labour, 1 Conservative), including the Executive Member for Adult Services Health and Housing and three Councillors of RBWM be appointed, with the following terms of reference:

To interview and appoint on behalf of the Council to the post of:

i)                 Joint Director of Public Health

2          That nominated Members are appointed in accordance with political group wishes

3          That substitute Bracknell Forest Council (BFC) Members are appointed in accordance with Labour (5) and Conservative (3) group wishes, including two substitute Executive Members.

4          That three substitute Councillors from RBWM also be appointed.

5          That the Joint Committee proceedings will be conducted in accordance with the Bracknell Forest Constitution.

6          That the Chief Executive is authorised to agree the Bracknell Forest Council appointments in accordance with the wishes of the political groups.

By resident, David McMullan to Councillor Wright, Executive Member for Adult Services, Health and Housing

Could the Council please let us know what information and support will be available to the approximately 2030 households currently receiving either legacy benefits (Jobseeker's Allowance and Income Support) and/or tax credits during the first stage of the upcoming managed migration to Universal Credit, when people living in the Bracknell Job Centre area receive their Migration Notices from the DWP and has the Council plans to update its website to include information advising people to complete a benefit calculation to ensure they are getting their full entitlement to legacy benefits before moving onto Universal Credit and stressing when residents receive their Managed Migration Notice they need to make a claim for Universal Credit themselves by the 3-month deadline giving in this Notice or their benefits will end.

Bracknell Forest resident David McMullen asked Councillor Wright, Executive Member for Adult Services, Health & Housing, the following question:

“Could the Council please let us know what information and support will be available to the approximately 2030 households currently receiving either legacy benefits (Jobseeker's Allowance and Income Support) and/or tax credits during the first stage of the upcoming managed migration to Universal Credit, when people living in the Bracknell Job Centre area receive their Migration Notices from the DWP and has the Council plans to update its website to include information advising people to complete a benefit calculation to ensure they are getting their full entitlement to legacy benefits before moving onto Universal Credit and stressing when residents receive their Managed Migration Notice they need to make a claim for Universal Credit themselves by the 3-month deadline giving in this Notice or their benefits will end.”

In response, Councillor Wright provided the following published response:

“The move from legacy benefits, such as Housing Benefit, onto Universal Credit, is being led by the Department of Work and Pensions rather than Bracknell Forest.   The DWP will be the lead agency for providing advice and support to residents about the move, but we have been informed that anyone in scope will receive a leaflet to advise about the change in the first instance.  This will then be followed with a migration letter, setting out the timescale that a resident would have to make an application for Universal Credit.

It is very likely that many of those who receive legacy benefits and so are in scope to move over to Universal Credit, may feel anxious about the change, but a high number may also not be known to the Council.  As we do at present, where a customer reaches out for assistance, we refer into the Citizens Advice Help to Claim service for new claims to Universal Credit.  All staff within the Housing Benefit team and wider Welfare Service are aware of the change, and the process that residents will need to follow and will be available to assist with any queries regarding the benefits that we administer.

Our website has been updated and includes information to signpost people to the government information on migration to Universal Credit. 

In many cases, those who are in scope to move, may receive a benefit such as Housing Benefit and may already have been advised to complete an online calculation, as many who are in work, are better off on Universal Credit, than the legacy benefits it replaces.  We will maintain our commitment to provide guidance and support to residents in the borough who reach out for assistance, and to seek to support those in scope to move, during this challenging period.”

In response to the published answer, Mr McMullen asked the following supplementary question:

Can the Council confirm that they have suitably briefed other Councillors given then amount of casework that they do and will be meeting members to explain that although it states ‘migrating’ that this  ...  view the full minutes text for item 35.

By Councillor C Eberle to Councillor Gillbe, Executive Member for Planning and Transport

Can the Executive Member give an update on the Council’s plans and progress in increasing the use of public transport, both in pursuance of the Climate Change Action Plan, and also to help those residents who do not have access to car transport; particularly in relation to bus transport to and from Crowthorne and Sandhurst railway stations?

By Councillor Harrison to Councillor Jefferies, Executive Member for Culture, Delivery and Public Protection

Following the agreed motion of the Council on 12 July 2023, when the Executive was called on to consider additional CCTV cameras to detect and deter fly tipping in the Borough, how many new CCTV cameras has the Council acquired for this purpose? 

Councillor C Eberle asked Councillor Gillbe, Executive Member for Planning and Transport, the following question:

“Can the Executive Member give an update on the Council’s plans and progress in increasing the use of public transport, both in pursuance of the Climate Change Action Plan, and also to help those residents who do not have access to car transport; particularly in relation to bus transport to and from Crowthorne and Sandhurst railway stations?”

Councillor Gillbe provided the following published response:

“Bus patronage within Bracknell Forest is continuing to grow back following the COVID pandemic. Data from Thames Valley Buses, who operate 80% of routes within borough, shows that overall patronage is up 17% since the start of 2023 and up by 26% compared to this time last year. Whilst patronage on individual services will vary, these figures show that travel by bus is broadly 3% down on pre-pandemic levels.

Commercial services are performing better than council supported routes, and fare paying passengers have returned in much greater numbers than bus pass holders. In part this is due to the positive impact of the national £2 single fare cap, but also the national change in travel habits of our older population.

Promotion of bus travel by operators is key, but the council can also play a part. Next month we are promoting bus use on our supported services through a free bus offer for journeys heading to the town centre on the first four Saturdays in December. We hope to encourage non-bus users to leave the car at home during this busy period and instead enjoy the experience of modern bus travel. Hopefully for many this will be an introduction to the range of benefits that bus travel has to offer.

We will also continue to work closely with bus operators to identify how bus travel can be made easier and more convenient. Technology has its part to play, not only on the bus but also through the use of real-time information for bus arrival and departure times and to simplify how passengers pay for their fare. I am pleased to say that local bus operators are equally keen to drive these improvements forward.

However, it is important to encourage our residents to use their local bus services. The contribution that bus travel can make to the environment is clear, but for those without any other form of transport it can also be a life-line. Alongside our work with community transport providers, and voluntary groups such as the Arc, (who run a voluntary car scheme), the Council continues to fund a network of bus services that keep the borough connected. But the cost of these services continues to grow.

Against the backdrop of local authority funding pressures, providing new bus services that cannot otherwise be provided commercially by operators is now unaffordable. Therefore partnership working with local town and parish councils will be key in order to share the challenges of keeping our communities connected.  This is a conversation which I  ...  view the full minutes text for item 36.

Motion 08/2023 moved by Councillor Temperton and seconded by Councillor Bidwell

In 21/22, 22/23 and 23/24 Bracknell Forest administered many grants on behalf of central government in support of our most vulnerable residents.

In 23/24 a total of £1,649,426 was distributed in Household Support grants, Council tax energy rebate scheme, support for energy bills and Council Tax support fund- all supplied form central government.

This Council urgently asks the Government to award similar grants for the 24/25 financial year so that we can again support our most vulnerable residents in these very hard times. Like all other local councils, we do not have sufficient funds to replace such support ourselves but help is still urgently needed.

Motion 09/2023 moved by Councillor T Eberle and seconded by Councillor Zahuruddin

Council notes reports from residents of aggressive and dangerous driver behaviour on roads near to schools in the borough.

Council also notes that a pedestrian is multiple times more likely to die if hit by a car travelling at 30 mph than they are at 20 mph.

Council recognises our responsibility to protect residents in the borough, particularly children and young people, and therefore requests the Executive Member for Highways and Transport work with officers to explore options for making further improvements to road safety for pupils on their journey to and from school, including implementing 20 mph speed limits on roads adjacent to schools where needed.

Motion 10/2023 moved by Councillor Smith and seconded by Councillor Cochrane

Council recognises that subsidised school transport provides vital support for many families within the borough, particularly for children and young people with special educational needs and disabilities. Decisions around school transport provision should always aspire to compassionately address the specific needs of the individual and ensure that every child has equitable access to an appropriate place of education.

Council notes that:

·         National policy requires transport be provided for eligible children of statutory school age, including to schools named on an education, health and care (EHC) plan.

·         Post-16 schools transport is discretionary, with each local authority determining its own policies.

·         Young people are now required to continue in education or training until the end of the academic year in which they turn 18.

·         In accordance with its Post-16 Transport Policy Statement 2023-2024, Bracknell Forest Council will not currently provide post-16 transport support to a school or college named on an EHC plan where there is a nearer institution able to offer a suitable level of study.

·         EHC plans (with named schools) are only provided under limited circumstances, where there is a genuine requirement for the pupil to attend a specific institution due to their individual needs.

Council considers that we could be doing more to support families of SEND pupils post-16. Council therefore requests that the Executive Member for Children, Young People and Learning works with schools transport officers to explore options to extend our post-16 transport policy when it is reviewed for the 2024-2025 academic year, to cover transport support to institutions named on  ...  view the full agenda text for item 37.

Motion 08/2023

Motion 08/2023 was moved by Councillor Temperton and seconded by Councillor Bailey:

“In 21/22, 22/23 and 23/24 Bracknell Forest administered many grants on behalf of central government in support of our most vulnerable residents.

In 23/24 a total of £1,649,426 was distributed in Household Support grants, Council tax energy rebate scheme, support for energy bills and Council Tax support fund- all supplied form central government.

This Council urgently asks the Government to award similar grants for the 24/25 financial year so that we can again support our most vulnerable residents in these very hard times. Like all other local councils, we do not have sufficient funds to replace such support ourselves but help is still urgently needed.”

On being put to the vote, the motion was carried.

Motion 09/2023

Motion 09/2023 was moved by Councillor T Eberle and seconded by Councillor Zahuruddin, with the following amendment as indicated:

“Council notes reports from residents of aggressive and dangerous driver behaviour on roads near to schools in the borough.

Council also notes that a pedestrian is multiple times more likely to die if hit by a car travelling at 30 mph than they are at 20 mph.

Council recognises our responsibility to protect residents in the borough, particularly children and young people, and therefore requests the Executive Member for Highways and Transport work with officers to explore options for making further improvements to road safety for pupils on their journey to and from school, including implementing 20 mph speed limits on roads adjacent to schools where needed.”

An amendment was made to the motion by Councillor McLean which was agreed by Councillors T Eberle and Councillor Zahuruddin, therefore the motion would be read as follows:

“Council notes reports from residents of aggressive and dangerous driver behaviour on roads near to schools in the borough.

Council also notes that a pedestrian is multiple times more likely to die if hit by a car travelling at 30 mph than they are at 20 mph.

Council recognises our responsibility to protect residents in the borough, particularly children and young people, and therefore requests the Executive Member for Highways and Transport work with officers in consultation with local headteachers to explore options for making further improvements to road safety for pupils on their journey to and from school, including implementing 20 mph speed limits on roads adjacent to schools where needed.”

On being put to the vote, the motion was carried.

Motion 10/2023

Motion 10/2023 was moved by Councillor Smith and seconded by Councillor Cochrane

“Council recognises that subsidised school transport provides vital support for many families within the borough, particularly for children and young people with special educational needs and disabilities. Decisions around school transport provision should always aspire to compassionately address the specific needs of the individual and ensure that every child has equitable access to an appropriate place of education.

Council notes that:

·        National policy requires transport be provided for eligible children of statutory school age, including to schools named on  ...  view the full minutes text for item 37.