Agenda and minutes

To approve as a correct record the minutes of the meeting of the Council held on 29 November 2023.

RESOLVED that the minutes of the Council meeting held on 29 November 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 Smith declared an affected interest in Item 7, Bracknell Forest Council’s Participation in the Department for Education’s Safety Valve Intervention Programme as his wife was employed as a teacher at a school in the borough.

The Mayor reported on her activities since the last Council meeting, which included updates on the following:

·        White Ribbon Vigil

·        A visit to Pinewood Gymnastics Club

·        School Choir event in The Lexicon

·        Sleeping Beauty panto at South Hill Park

·        Mayor’s Christmas card competition

·        Home-Start Christmas Party

·        Bracknell Choral Society

·        Buckler’s Lodge Christmas Market

·        Visit to Forestcare

To receive the Leader’s report on the work of the Executive since the Council meeting held on 29 November 2023.

The Leader of the Council, Councillor Temperton, presented the report on the work of the Executive since the Council meeting on 29 November 2023. The Executive had met once since the last Council meeting, on 12 December 2023.

The Leader highlighted the following matters that had been considered:

Finance and Business Change | Capital Programme 2024/25 – 2026/27 and Revenue Budget 2024/25

·        The Executive agreed to consult on the draft capital programme, based on £8.328m of new spending.

·        The Executive also agreed to consult on the draft revenue budget proposals for 2024/25. This totals £103.429m.

·        The Executive approved writing-off £54,150 for a commercial property debt that was no longer recoverable.

·        The draft revenue budget and capital programme will now be considered by Overview and Scrutiny. Their views will be reported back to the executive and full council in February, alongside feedback from residents, local groups and businesses. The final 2024/25 budget will be agreed in February.

Finance and Business Change | Building maintenance and repair service contract

·        The Executive approved the procurement plan for an organisation to provide 24-hour maintenance and reactive repairs for the council’s corporate buildings and ‘buy back’ schools.

·        The current contract has been in place since February 2020. The contract was based on a fixed price for three years, with the option to extend for a further two years. 

·        In February 2023, the council granted a one-year extension to the current contractor.

·        Based on the current provider’s performance, the council would extend the contact for a further year, meaning the contract would expire on 1 February, 2025.

Finance and Business Change | Procurement of neutral agency vendor/specialist providers of agency staff

·        The Executive approved the re-procurement of a neutral vendor contract to provide the council with agency staff, in accordance with the strategic procurement plan.

·        The council spends more than £7m a year on agency staff. 

·        Procurement would be split into three lots to address the current issues with recruiting specialist social care and education roles under a neutral agency vendor arrangement. 

·        This approach should reduce the overall costs to the council.

Planning and Transport | Making (adoption) of the Winkfield Neighbourhood Plan 2022-2037

·        The Executive agreed the formal ‘making’ of the Winkfield Neighbourhood Development Plan. This will form part of the statutory Bracknell Forest Development Plan.

·        The council, as the local planning authority, has a statutory duty to ‘make’ a neighbourhood development plan if more than half of those voting at a referendum, vote in favour of ‘making’ the neighbourhood development plan.

·        The referendum was held on Thursday, 23 November 2023 with a total of 1,245 votes being cast.

Children, Young People & Learning | Personal budgets policy

·        The Executive approved the revised Personal Budgets Policy and agreed to publish and implement it in December 2023.

·        In accordance with the SEND Code of Practice January 2015, local authorities must provide information on Personal Budgets as part of the Local Offer. 

Culture, delivery and public protection | Bracknell Forest Serious Violence Strategy

·        The executive endorsed the Bracknell  ...  view the full minutes text for item 41.

To agree the Returning Officer’s proposed polling district and polling place scheme following public consultation and consideration by the Electoral Review Steering Group.

The Council received a report on the Polling District and Polling Place Review 2024. The matter had been out to consultation and all comments from residents and councillors had been taken into consideration in the review.

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

RESOLVEDthat the Returning Officer’s proposed polling district and polling place scheme, summarised in Annex B of the report is agreed.

To recommend a final proposal to be submitted on 12 January to the Department for Education for the Council’s inclusion in its Safety Valve Intervention Programme and to seek approval for related investment in local school provision for children with Special Educational Needs and Disabilities (SEND).

The council received a report on Bracknell Forest Council’s Participation in the Department for Education’s Safety Valve Intervention Programme.

Councillor Temperton introduced the report and explained the urgency of increasing and improving local SEND provision due to the growing cost of funding placements outside the borough. An overspend of around £8 million on SEND placements was forecast for the current year, and there were not sufficient local places available for young people whose needs could not be met in mainstream school. The proposed local provision at Sandhurst and Edgbarrow secondary schools and the new units proposed at the site of the former Warfield All Saints Primary School, along with the agreed new school at Buckler’s Park, would need to be built as soon as possible. The Department for Education had invited Bracknell Forest to join the Safety Valve programme to balance the annual budget and repay the accrued deficit, using both Council reserves and a contribution from the Department for Education. The council’s reserves from the 2018/19 business rates pilot meant that this contribution could now be met, but in addition, a top-slice of 0.5% of individual school budgets would be required.

Councillor Bailey commented that the consultation process with regard to the programme had been rigorous, and he thanked schools leaders, parents, carers and school governors for their co-operation despite their acknowledged reservations. Councillor Bailey also thanked headteachers and governors for their expertise on the new proposed local provisions, and for being open, honest and constructive throughout the process.

Councillor Smith expressed his concern around the implications of the programme on the local authority’s budget and on future provision for schools and SEN provision. There were concerns that the debt to the Department for Education had accrued due to the funding gap for the High Needs Block and the fact that local authorities had been expected to run a deficit. Councillor Smith commented that the safety valve programme was unlikely to resolve issues of growing demand for SEND provision, and the deal would require schools to make significant compromises. However, Councillor Smith acknowledged that to refuse the deal would put this council in a worse position.

Councillor Allen reminded members that the council’s reserves had been growing since 2016, and he was pleased that these had not been spend in previous years when there had been pressure to do so, as the Safety Valve would not be possible without this fund.

Councillor Watts explained that without the right setting and provision, the education, social skills and confidence of children with SEND would be damaged. SEN providers needed as much training and resource as possible, and so Councillor Watts explained she would support the proposal to increase support to young people with SEN.

Councillor Barned thanked all who had been involved in the programme’s development thus far, particularly headteachers and school leaders who would be delivering the programme. While councillors’ concerns about SEN funding were recognised, it would be important to focus on early intervention with young people to keep  ...  view the full minutes text for item 43.

By resident, Dr Michael Brown, to Councillor Gillbe, Executive Member for Planning and Transport:

I would like to understand the latest status of the diverted footpaths at the Royal County of Berkshire Polo Club fields in Winkfield.

As you know this issue has been ongoing for more than 3 years without resolution despite numerous efforts by the public and councillors to resolve.  There is a proposed diverted path however it is,

1. Still not signposted ( temporary signs have been removed from a significant proportion of the route) and therefore not clear
2. The diverted route is partly along a road shared with cars, vans and heavy trucks - this is not a footpath and has the potential to increase the council’s liability to maintain it in the future 
3. Large sections of the "path" are entirely waterlogged and virtually unusable - it is the responsibility of the local authority to maintain the surface of public footpaths.  

My question therefore is when and how will this all be resolved so the users of the public footpath can do so safely and free of risk of injury?

Bracknell resident, Dr Michael Brown, asked Councillor Gillbe, Executive Member for Planning and Transport the following question:

“I would like to understand the latest status of the diverted footpaths at the Royal County of Berkshire Polo Club fields in Winkfield.

As you know this issue has been ongoing for more than 3 years without resolution despite numerous efforts by the public and councillors to resolve.  There is a proposed diverted path however it is,

1. Still not signposted ( temporary signs have been removed from a significant proportion of the route) and therefore not clear
2. The diverted route is partly along a road shared with cars, vans and heavy trucks - this is not a footpath and has the potential to increase the council’s liability to maintain it in the future 
3. Large sections of the "path" are entirely waterlogged and virtually unusable - it is the responsibility of the local authority to maintain the surface of public footpaths.  

My question therefore is when and how will this all be resolved so the users of the public footpath can do so safely and free of risk of injury?”

In response, Councillor Gillbe provided the following published response:

“I thank the resident for their question, and provide reassurance that this matter continues to be a focus of the time of our SANG and Rights of Way Officer. The answers to the specific questions are set out below;

1.     The signposting of the temporary diversion route is the responsibility of the Polo Club. The council met with the Polo Club in December 2023 to clarify the current issues with the diversion and the various surface upgrades required before a formal Diversion Order can be confirmed. Once the formal diversion order is confirmed then the council will install new waymarking along the route.

2.     The diverted route does follow the verge of short sections of shared use track. The traffic use is minor and is considered acceptable where the surface is good and sightlines are clear. Due to the vehicular use the Polo Club remain responsible for upkeep and it would be expected that these sections would be of a more resilient surface that other rural footpaths (e.g. across arable or wet fields).

3.     The waterlogged areas of the diversion route have been discussed with the Polo Club following the site meeting in December 2023. The works required to get these sections up to the standard expected for a rural footpath have been highlighted and the next meeting is currently being arranged with Wooldridge, the company developing the site, who the Polo Club will use for the completion of practical works, for January 2024. It is worth noting that many rural paths are suffering particularly this winter from the wet weather conditions and whilst issues have been raised and need to be agreed, ground conditions may slow progress.

It is anticipated that the diverted route will be complete and functioning by the end of Spring 2024, with works subject to the weather conditions but  ...  view the full minutes text for item 44.

By Councillor McLean to Councillor Wright, Executive Member for Adult Services, Health and Housing

Could the Executive Member please confirm the numbers of homes delivered annually in Bracknell Forest, which were available on the basis of affordable rents and shared ownership since 2017?

By Councillor Gaw to Councillor Bailey, Executive Member for Children, Young People and Learning

Can the Executive Member for Children, Young People and Leaning please update Council on the progress, completion and implementation of Education Health and Care Plans (EHCP’s) during the last six months and provide statistical information on those EHCP’s still outstanding/ in progress?

Councillor McLean asked Councillor Wright, Executive Member for Adult Services, Health and Housing the following question:

“Could the Executive Member please confirm the numbers of homes delivered annually in Bracknell Forest, which were available on the basis of affordable rents and shared ownership since 2017?”

Councillor Wright responded with the following published response:

“I can confirm that 595 affordable rented and shared ownership homes were delivered in

Bracknell Forest between April 2017 and March 2023, with a further 265 affordable rent and shared ownership homes forecast for completion by the end of this financial year, a total of 860 homes within the period April 2017 to April 2024.

These figures can be provided by year with 75 homes delivered in 2017/18, 95 in 2018/19, 149 in 2019/20, 107 in 2020/21, 117 in 2021/22, 52 in 2022/23 and 265 forecast for 2023/24. Of the total number of homes delivered (and forecast to be delivered this financial year) 501 are affordable rented homes and 359 are shared ownership homes.”

As a supplementary question, Councillor McLean asked the following:

There is a lot of misinformation about the delivery of the housing numbers that Bracknell Forest has achieved since 2017. Does the Executive Member join me in condemning this propagation of disinformation as it’s detrimental to the work of the Council in supporting our residents?

Councillor Wright commented that while she was not aware of such comments on social media, she agreed to investigate the matter and ensure the record is corrected. 

Councillor Gaw asked Councillor Bailey, Executive Member for Children, Young People and Learning the following question:

“Can the Executive Member for Children, Young People and Leaning please update Council on the progress, completion and implementation of Education Health and Care Plans (EHCP’s) during the last six months and provide statistical information on those EHCP’s still outstanding/ in progress?”

Councillor Bailey responded with the following published response:

“The SEND Team are responsible for co-ordinating the Education Health and Care needs assessment (EHC na) process. They also co-ordinate the review of EHC plans once they are in place for children and young people.

The current census year runs (reporting period for published data) runs from 1January –

31st December.

During the above period for 2023:

·        258 EHC needs assessments were completed

·        126 EHC needs assessment currently open to assessment.

The data above is regularly shared with the Department for Education.”

As a supplementary question, Councillor Gaw asked the following:

“In the interests of good practice and transparency, will you ensure that there are opportunities for members to receive regular information on key aspects relating to children, young people and learning and additionally, the opportunity to scrutinise the information whilst ensuring that the protocols of check and balance are employed? Currently there is no such opportunity in place.”

In response, Councillor Bailey responded it was very important to keep parents and carers updated and make sure the council acted swiftly. Councillor Bailey committed to undertaking Councillor Gaw’s proposal. 

Motion 01/2024 moved by Councillor McLean and seconded by Councillor McKenzie-Boyle

Residents and local businesses across the Borough have suffered travel chaos and inconvenience over the last few months, caused by a series roadworks.  This Council, working with our local MPs, will lobby central government for greater powers to better plan all but emergency works, and to issue higher penalties for those that over-run, in order to minimise disruption.

Motion 01/2024

Motion 01/2024 was moved and seconded by Councillors McLean and Barnard  respectively as follows:

Residents and local businesses across the Borough have suffered travel chaos and inconvenience over the last few months, caused by a series roadworks. This Council, working with our local MPs, will lobby central government for greater powers to better plan all but emergency works, and to issue higher penalties for those that over-run, in order to minimise disruption.

Councillor Gillbe proposed an amendment which was accepted by Councillors McLean and Barnard as follows:

Residents and local businesses across the Borough have suffered travel chaos and inconvenience over the last few months, caused by a series of roadworks.  Most of these are directed by providers outside the Council – including gas, electricity, water, and telecommunications – and the reasons for refusal of streetwork permits are limited.  Whilst the importance of upgrading this infrastructure is recognised, to ensure that residents and businesses continue to receive these critical services to their homes and premises, local authority powers to control these roadworks are insufficient.  This Council, working with our local MPs, will lobby central government for greater powers to control all but emergency works, making it a requirement for utility companies to collaborate on their programmes of work and enabling higher penalties to be issued to those that over-run.

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

To receive a presentation from Chief Constable Jason Hogg, Superintendent Andrew Cranidge, and Police and Crime Commissioner Matthew Barber.

Members are asked to submit any questions on this item to committee@bracknell-forest.gov.uk by the end of the day on 5 January 2024 for collation.

Councillors welcomed Chief Constable Jason Hogg, Superintendent Andy Cranidge and the Police and Crime Commissioner Matthew Barber to the meeting.

Police and Crime Commissioner, Matthew Barber gave an update on the key pieces of work from his office including the development of a victims’ portal where victims could find updates on their crimes in order to reduce pressure on 101 requests, improving digital channels for reporting community intelligence and strengthening police neighbourhood teams. Matthew commented that cyber crime and fraud remained the biggest risk to residents, but there remained work to improve confidence in neighbourhood policing. The budget was due to be published in the coming weeks.

Chief Constable Jason Hogg of Thames Valley Police presented some statistics for the force, and introduced the senior management team. The force was a diverse organisation which had been recognised nationally for pushing boundaries of diversity, however there was a need to invest further in special constables and volunteering. There had been a 16% increase in calls to 999 since April 2023, and the nature of calls had become more complex than ever before. A recent inspection from HMIC had indicated that the Thames Valley Police workforce was overstretched and feeling exhausted. Retention was a struggle for the force as officers were moving to jobs in the private sector and recruitment processes had been reviewed in light of this. The organisation was being restructured to combine 11 local command areas into 5 to manage demand more effectively. The number of neighbourhood police officers was being doubled to improve the visibility of police officers.

The Chief Constable also explained the new approach to mental health, Right Care Right Person which had been developed in collaboration with the Home Office, the Department for Health and Social Care and NHS England. The new approach was that the police would only deal with someone in mental health crisis if a crime had been committed, if there was a threat to their life or the individual was being threatening to someone else. Thames Valley Police had a good relationship with mental health providers and partners locally and stressed that any frontline worker who felt threatened would be supported by the police.

The Chief Constable highlighted that Thames Valley was the safest force in the country in relation to serious violence due to proactive work on knife crime and violence against women and girls.

Superintendent Andy Cranidge, Local Police Area (LPA) Commander presented some statistics on a local level. There had been an increase in crime in the last year in Bracknell, however this was likely do to the growing population and increased footfall in the town centre. There had also been an increase in domestic abuse cases, however this could be due to increased police engagement and closer work with partners and third parties rather than an increase in actual cases. The Police work closely with partners to commission services around accommodation and support services for domestic abuse.

Reductions continued around violence and knife crime, and prevention work  ...  view the full minutes text for item 47.