Agenda and minutes

At the commencement of agenda items 6, 7, 8, 9 and 10 the Mayor advised the advisory council that the decisions on each item would be taken at the in-person Council meeting to be convened the following day. This was as a result of the decisions being reserved to Council and therefore could not be delegated to the Chief Executive.

To approve as a correct record the minutes of the meetings of the Council held on 12 January 2022.

RESOLVED that the minutes of the Council meetings held on 12 January 2022 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 Dr Barnard declared an affected interest in agenda item 6, Financial Plans and Revenue Budgets 2022/23, by virtue of his role as governor on both Warfield Primary and Garth Hill Secondary Schools as both have been identified to receive funding through the capital programme proposals.

Councillor Bidwell declared an affected interest in agenda item 6, Financial Plans and Revenue Budgets 2022/23, by virtue of his role as a governor at Fox Hill Primary School.

Civic Events

The Mayor advised the meeting that it had been a relatively quiet time since the last meeting with a number of events cancelled due to Covid including her proposed Platinum Ball.

Challenge the Mayor

The Mayor announced her ‘Challenge the Mayor initiative’ in which she invited residents and businesses in the borough to challenge her to take on a task in exchange for a donation to her civic charities. The first challenge would be undertaken on Monday 28 February in Great Hollands and she thanked Councillor Temperton for challenging her.

Charity Events

The Mayor thanked Councillor Gibson for raising funds for her military charities by shaving off his hair and beard. Councillor Gibson explained that he had an affinity for the charity due to previously representing IS Uxbridge and more poignantly due to the recent loss of his friend.

Memorial Service for Squadron Leader Lawrence Benny Goodman

The Mayor reflected on the memorial service for Bracknell resident Squadron Leader Lawrence ‘Benny’ Goodman which she had attended on Friday 4 February. Benny had died aged 100 on the 18th of July 2021 following a career in the RAF and flying in many missions, raids and bringing back liberated Prisoners of War. The Mayor shared a video of the Squadron leader reading the poem ‘Remembrance’. 

Tree Planting Programme

Councillor Harrison, Executive Member for Culture, Delivery and Public Protection reported that more than 3,000 young trees had been planted in the borough during the Winter period by the Parks and Countryside Rangers as well as local volunteers. He gave a special thanks to Warfield Environment Group, Easthampstead Rotary Group, Bracknell Conservation Volunteers and Town and Parish colleagues planting in their own areas.

To receive the Leader’s report on the work of the Executive since the Council meeting held on 12 January 2022.

The Leader of the Council, Councillor Bettison OBE, presented his report on the work of the Executive since that reported at the Council meeting on 12 January 2022. The Executive had met twice on 25 January and 8 February 2022.

The Leader highlighted the following matters that had been considered:

•       Revenue Budget and Capital Programmes had been considered and were subject to separate reports at both meetings.

·       Homelessness and Rough Sleeping Strategy 2021-2026 had been agreed with an overall aim “to prevent homelessness and assist those who do become homeless to find and keep suitable housing”. The Strategy set out five priorities:

•       Universal prevention – awareness of options

•       Targeted prevention – reaching people earlier when at risk

•       Preventing and relieving at crisis point

•       Recovery

•       Providing a range of suitable options

·       Funding had been agreed to design 20 self-contained units for people with learning difficulties at Bridgewell Supported Living. This would facilitate independent living in shared accommodation and was likely to generate significant savings of £0.975m over five years.

•       Central and Eastern Berkshire Joint Minerals and Waste Plan was a joint plan covering Bracknell Forest, Reading, RBWM and Wokingham. Hampshire County Council had been commissioned to develop the plan. The draft had been submitted to the Secretary of State in February 2021 and had been considered at Public Hearings during September and October 2021. The required modifications were subject to six weeks consultation.

•       Bracknell Forest Cambium Partnership was created with Countryside in 2020. The Annual Review of the Joint Venture Business Plan 2020 – 2023 had been undertaken by the LLP Board and recommended to both parties with no significant changes to the established strategy.

·       Two significant procurement plans were agreed covering Temporary accommodation housing maintenance and the Short breaks play and leisure scheme.

In response to Councillor Bidwell’s question regarding where the Homelessness and Rough Sleeping Strategy 2021-2026 was available, Councillor Birch, Executive Member for Adult Social Care, Health and Housing confirmed this was published on the Council’s website.

To consider recommendations in respect of:

·       Capital Programme 2022/23 –2024/25

·       Revenue Budget 2022/23

·       Council Tax 2022/23

The supporting information has been circulated as a supplement and is available with this agenda on the Council website.

The Council considered the report by the Executive Director: Resources which set out the financial plans and revenue budgets for the financial year 2022/23 and the supporting information which presented the Council’s spending plans for 2022/23 and detailed budgets for the General Fund and Capital Programme.

Councillor Heydon gave a comprehensive presentation placing particular focus on the following matters:

·       He stated that the Council was focused on value for money, maintaining services and green spaces, and remaining one of the lowest taxed authorities

·       He reflected that the covid funding had supported the borough in a variety of ways including bringing the Forest Giants to Bracknell and made available unprecedented levels of funding to local voluntary and community groups, through the Bracknell Forest Recovery Grant. The Council had worked closely with Involve targeting support at the agreed priority areas of health and wellbeing, education and skills, disadvantage and exclusion, and building stronger communities. The Council had also funded a whole range of initiatives to help address financial hardship in low-income households, for example topping up the value of school holiday supermarket vouchers last Summer.

·       He advised that detailed planning for the coming year’s budget started back in September 2021. Based on assumptions from the high-level Spending Review announcement in late October the draft proposals were published in December for consultation. He stated that the overarching aim was to protect front line services and within this context, the capital programme did not contain any new funding for additional major schemes, to avoid placing significant pressure on the revenue budget. Schemes that have already been approved and are underway would be funded including work to redevelop the central depot facilities and, in partnership with the NHS, to construct a new health and community hub in Binfield.

·       He reflected that the Heathlands partnership model had been genuinely ground-breaking, that it had taken a number of years to bring forward a local care and health facility for local residents and he was disappointed that the recent storm had prevented the Secretary of State for Health and Social Care attending his planned visit.

·       He thanked the Executive Director for Resources and his team for their commitment, professionalism and wise counsel.

·       He noted that on average, mainstream schools would receive a 5.7% increase in funding per pupil next year from the separate Dedicated Schools Grant. It is expected that this will cover rising costs overall, although the impact will vary between individual schools.

·       He advised that, as with many local authorities, the Council faced significant pressures on the High Needs Budget which funds provision for pupils with special educational needs and disabilities. Funding for those pupils would increase by 11.5% in 22/23. Although this was a generous settlement it would fall short of forecast costs. A potential overspend of around £7.5m was predicted next year, leading to a cumulative deficit of around £20m. He concluded that work was underway on a strategy to provide more local places for children with complex needs, but it would take time  ...  view the full minutes text for item 48.

To consider how to respond to the recommendations of the Independent Remuneration Panel.

The Independent Remuneration Panel appointed by the Council met in November at the Council’s invitation. The Council was asked to consider the Panel’s recommendations and to decide whether to make any changes to the current allowances scheme.

On the proposition of Councillor Leake, Chair of Employment Committee, seconded by Councillor Allen it was proposed that: 

·       all the recommendations of the Independent Remuneration Panel, as set out in their report, be accepted for implementation from 1 April 2022;

·       the list of approved conferences, set out in Annex B of the agenda report, be approved for insertion in the Scheme; and

·       the Council notes that Hilda Johnston has resigned from the Panel and thanks her for the contribution she made.

On the proposition of Councillor Temperton, Leader of the Opposition, seconded by Councillor Bidwell the following amendment was proposed:

·       all the recommendations of the Independent Remuneration Panel, as set out in their report, be accepted for implementation from 1 April 2022 excluding the proposal to index Basic Allowance, SRAs, Co-optees’ Allowances, Civic Allowances and payments to Members of Independent Education Panels (paragraph 98 of the report)    

On being put to the vote the amendment fell.

Therefore it was RECOMMENDED TO COUNCIL on 24 February 2022 that

i)          all the recommendations of the Independent Remuneration Panel, as set out in their report, be accepted for implementation from 1 April 2022;

ii)         the list of approved conferences, set out in Annex B of the agenda report, be approved for insertion in the Scheme; and

iii)        the Council notes that Hilda Johnston has resigned from the Panel and thanks her for the contribution she made.

To consider the recommendation from the advisory meeting of the Governance and Audit Committee regarding arrangements for the appointment of local external auditors under the Local Audit and Accountability Act 2014 for the financial years 2023/24 to 2027/28.

The Council considered the recommendation from the advisory meeting of the Governance and Audit Committee regarding arrangements for the appointment of local external auditors under the Local Audit and Accountability Act 2014 for the financial years 2023/24 to 2027/28.

On the proposition of Councillor Allen, Chair of Governance and Audit Committee, seconded by Councillor Heydon it was

RECOMMENDED TO COUNCIL on 24 February 2022 that

i)          Bracknell Forest remains part of the Public Sector Auditor Appointments (PSAA) collective procurement arrangement to appoint an External Auditor from the 2023/24financial year on the grounds that this approach is most likely to achieve best value in a restricted market and avoids the need and cost of the Council itself undertaking a complex and time-consuming procurement process; and

ii)         the Executive Director: Resources be authorised to progress discussions with other s151 officers in Berkshire and the PSAA around whether a single audit firm should be appointed to cover all authorities in the county area.

To consider the Pay Policy Statement for 2021/22.

In accordance with the 2011 Localism Act and in line with the Transparency Regulations the Council is required to publish an annual Pay Statement. The Council considered the Pay Policy Statement for 2021/22 for publication.

On the proposition of Councillor Leake, Chair of Employment Committee, seconded by Councillor Allen it was

RECOMMENDED TO COUNCIL on 24 February 2022 that

i)          the Pay Policy Statement for 2021/22 be agreed.    

To advise councillors of the arrangements to recruit a permanent Chief Executive to provide management direction in the delivery of the Council's strategy and fulfil the statutory position of Head of Paid Service.

The Council considered the report advising councillors of the arrangements to recruit a permanent Chief Executive to provide management direction in the delivery of the Council’s strategy and fulfil the statutory position of Head of Paid Service.

On the proposition of Councillor Bettison, Leader of the Council, seconded by Councillor Birch it was

RECOMMENDED TO COUNCIL on 24 February 2022 that

i)          the process by which a new Chief Executive is to be recruited, as set out in paragraphs of the agenda report be noted; and 

ii)         an Advisory Appointment Committee be appointed to support the Council in this appointment process as set out in paragraphs 5.2 to 5.4.

Councillor Mrs Birch to Councillor Dr Barnard, Executive Member for Children, Young People and Learning  

Can the Executive member share with the Council the different approaches that can be taken when Leadership and management concerns about a local authority or academy school are reported?

Councillor Temperton to Councillor Dr Barnard, Executive Member for Children, Young People and Learning  

This year the half term holiday just passed and the Easter school holiday dates do not align with neighbouring local authorities. This has put an extra stress on all those working in schools who live or work in one Borough but whose children attend a school in another. This at a time when school staff so desperately need our support.

How did this happen and can residents be assured it will not occur again?

Councillor Mrs Birch asked Councillor Dr Barnard, Executive Member for Executive Member for Children, Young People and Learning the following published question:

Can the Executive member share with the Council the different approaches that can be taken when Leadership and management concerns about a local authority or academy school are reported?

In response Councillor Dr Barnard stated that there was a comprehensive answer due to the partnership working and governance framework surrounding the management of schools. A full version of the response would be appended to the minutes. He summarised that in relation to Local Authority maintained schools there were a number of mechanisms used to closely monitor performance. The Standards and Effectiveness Team met fortnightly to discuss any concerns. Where a range of intelligence created a broader picture of concern around a particular school, perhaps in relation to leadership or the quality of education, or where standards drop to unacceptably low levels, the Head of Standards and Assistant Director decide whether a Declaration of Concern was necessary. A very prescribed process would then follow. This could be provided but is available as part of the Bracknell Forest Learning Improvement Strategy available on the Bracknell Forest Council website. Since the strategy was implemented, the process has been effective, and no schools have been issued with a formal Performance and Standards Warning notice. The Council’s approach had been to intervene early and avoid things reaching the point where this was necessary.

In relation to Academies if similar concerns were to exist then the Local Authority would write to the Chair of Governors, the Head of the Academy/Multi Academy Trust and the Regional Schools Commissioner, outlining the concerns requesting a Declaration of Concern meeting. The Local Authority can either broker additional support for the school and agree to monitor its progress with the Regional Schools Commissioner, or if there are more significant concerns, the Regional Schools Commissioner will issue a formal Performance and Standards Notice. This process was set out in the Bracknell Forest Learning Improvement Strategy. He advised that where specific concerns were raised about academies, the Assistant Director or Head of Standards could address these directly with either the Headteacher or the CEO of the trust, as appropriate.

He advised parents to contact the Head Teacher or the Chair of Governors if they had concerns. He wanted to reassure that if there were significant concerns processes were in place and existing safeguarding processes would be followed if appropriate.

Councillor Mrs Birch asked what the process was for parents and carers to express concerns about a school. Councillor Dr Barnard encouraged parents and carers to engage with the school to resolve the issue. However he added if they remained unhappy then they could raise concerns with Ofsted directly who would then take a view as to whether they need to contact and take action with the school depending on the seriousness of the issue. He concluded by repeating that if the Local Authority had concerns then they would liaise with the  ...  view the full minutes text for item 53.