Agenda and minutes

In the absence of the Chairman in the New Council Chamber, Councillor Bell, Vice-Chairman of the Executive, chaired the meeting and welcomed everyone to this face-to-face meeting.

In line with public health recommendations to exercise caution and the council’s own health and safety advice, the number of councillors, officers and members of the public in attendance in the Chamber continued to be limited to ensure the meeting could take place safely.  Councillor Bell reported that some councillors and officers would be joining the meeting remotely via Microsoft Teams, including the Chairman Councillor Davies, but explained whilst they will be able to partake they would not be “in attendance formally” and, in the case of Executive Members, would be unable to vote or count towards the quorum for the meeting.

The meeting was being streamed live on the internet and a recorded version would be available to view within 48 hours on the North Somerset Council website.

The Executive, at the discretion of the Chairman, will hear up to four people, each of whom must be a resident or a business ratepayer or an elector, who wish to address it in accordance with the Executive Standing Orders, on matters that affect the area or its residents and over which the Executive has powers and duties. The Chairman will select the order of the matters to be heard. Each person will be limited to a period of three minutes and this part of the meeting must not exceed fifteen minutes.

Requests to speak must be submitted in writing to the Monitoring Officer, or the officer mentioned at the top of this agenda letter, by noon on the day before the meeting and the request must detail the subject matter of the address. 

None received by the deadline.

A Member must declare any disclosable pecuniary interest where it relates to any matter being considered at the meeting. A declaration of a disclosable pecuniary interest should indicate the interest and the agenda item to which it relates. A Member is not permitted to participate in this agenda item by law and should immediately leave the meeting before the start of any debate.

If the Member leaves the meeting in respect of a declaration, he or she should ensure that the Chairman is aware of this before he or she leaves to enable their exit from the meeting to be recorded in the minutes in accordance with Standing Order 37.

None declared.

8 September 2021, to approve as a correct record (attached)

Resolved: that the minutes be approved as a correct record.

Non-Executive Councillors wishing to address the Executive are required to notify the contact officer mentioned at the top of this summons letter by noon on the day before the meeting. A total of fifteen minutes will be allocated to hear all addresses.

None received.

None

(attached)

Councillor Bell introduced the forward plan.

Resolved: that the forward plan be noted.

Report of Councillor Davies (attached)

Councillor Bell introduced the report and invited Councillor Davies to comment on it.

Councillor Davies referred to the disappointing announcement of further delays with the Development Consent Order (DCO) for the Portishead Rail Line and the increasing need for improved bus services across North Somerset and the wider area if the council was to meet its net zero target.  He referred to the key aspects of the Bus Service Improvement Plan (BSIP) as set out in paragraph 3 of the report, the likely timescale for developing the strategy and welcomed the recommendations as set out.  It was noted that the BSIP was still a draft document which provided an indication of the key aspects but was subject to further refinement and update.

In discussing the report members thanked officers for the excellent report and raised a number of key issues, to which the representative of the Director of Place responded, as follows: no changes were required to the BSIP as a result of the recent decarbonisation announcement regarding COP26 as ambitions within the Plan went beyond national targets; average carbon emissions per person for bus journeys (paragraph 7.1) were dependent on passenger numbers and as the use of public transport increased and buses were powered by cleaner energy this figure would improve further; the need for wider publicity around simple measures that could be taken to make car journeys more fuel efficient such as removing non-essential items to reduce the vehicle weight; the importance of delivering planned improvements to provide a frequent, reliable, co-ordinated and affordable public transport service in order to encourage the public to leave their cars at home; the inequitable impact of failing bus services and the benefits of cross-boundary work on the BSIP which was to be welcomed; the risks around potential loss of discretionary government funding and the need for a longer term financial settlement for bus services; the need to take measures to encourage a return to public transport post-Covid, including accurate and timely information in respect of delayed and cancelled services, and addressing safety concerns by improving bus stops where practical and looking at safe walking and cycling routes to and from bus stops; the importance of increased patronage to cover operating costs, and limitations on the size of vehicles given the need to ensure accessibility.

Resolved:

(1) that the work that has been done on the development of a Bus Service Improvement Plan (BSIP) be noted; and

(2) that the Leader of the Council, as the Executive Member responsible for Strategic Transport; Transport Policy, Public Transport, Home to School Transport, Bus and Rail Strategy, be delegated authority to approve the final version of the BSIP for submission to government by 29 October 2021.

Reasons for the decision:

As set out in the report and discussed above.

Alternative options considered and rejected:

As set out in the report and discussed above.

Report of Councillor Gibbons (attached)

Councillor Gibbons presented the report.  She referred to the key objectives of the school expansion project to deliver the capacity for at least 900 school places on the site, as part of the Housing Infrastructure Fund (HIF) (Forward Fund) bid, and to the consultation that had been undertaken.

In response to a proposal from Councillor Bridger that the delegation to the Director of Children’s Services in recommendation (3) should be in consultation with the Executive Member for Children’s Services & Lifelong Learning and the Executive Member for Assets and Capital Delivery, Councillor Gibbons confirmed she was happy to take this on board.  It was noted that the report had been brought to this meeting for approval to ensure the timetable for opening the school in September 2023 was not put at risk.

Members welcomed the report and the social value commitments to be delivered by Kier during the construction phase (Stage 2) of the project.  In response to a comment regarding the need for numbers and quantifiable targets to be included within the paragraph on climate change and environmental implications, officers undertook to provide the detail on this in due course.  With regard to the financial implications and confidence around the projected costs, reference was made existing cost mitigations in place and assurances were given that action would be taken as appropriate to mitigate against future cost increases.

Resolved:

(1) that the Winterstoke Hundred Academy Expansion (WHAE) Design and Build (Stage 2) contract be awarded to Kier Construction Ltd, Tempsford Hall, Sandy,Bedfordshire, SG19 2BD (company registration number 2099533), for a value of no more than £27.7m;

(2) that the capital budget be increased by £ 2.1m, funded by Section 106 contributions, to align the project to the values included within the original business case submissions; and

(3) that the Director of Children’s Services, in consultation with the Executive Member for Children’s Services & Lifelong Learning and the Executive Member for Assets and Capital Delivery, be authorised to enter into a final contract within the capped value, subject to acceptance of final due diligence detailed within the report.

Reasons for the decision:

As set out in the report and discussed above.

Alternative options considered and rejected:

As set out in the report and discussed above.

Report of Councillor Bell (attached)

Councillor Bell presented the report.  In response to a query regarding responsibility for ongoing maintenance costs he agreed to look into this and provide details in due course. 

Members welcomed the proposal for preference to be given to tenders which included a clear process for the reuse and/or recycling of lifts. 

Resolved: that the commissioning plan be approved.

Reasons for the decision:

As set out in the report and discussed above.

Alternative options considered and rejected:

As set out in the report and discussed above.

Report of Councillor Cartman (attached)

Councillor Cartman introduced the report, and the Director of Corporate Services summarised the council’s financial position after the first five months of 2021/22, drawing attention to key issues, known pressures and potential risks at this stage of the financial year.

Councillor Cartman thanked officers for a comprehensive and detailed report and recognised the dedication of officers across the council in addressing the Covid pressures and ensuring the council was not left financially exposed.  He referred to ongoing work to address financial pressures and challenges in the usual key areas and reassured members that a prudent approach was being taken in working towards a balanced budget. 

In discussing the report members raised the possibility of exploring whether the additional costs of the Weston Town Centre Enhancement Scheme as a result of unmapped utilities could be recovered from the utility companies, and to options for mitigating the shortfall in income from fees and charges as a direct result of the Covid pandemic.

Resolved:

(1) that the projected revenue and capital budget forecasts as detailed within the report be noted; and

(2)  that the amendments to the capital budgets as detailed within Appendix 7 of the report be approved.

Reasons for the decision:

As set out in the report and discussed above.

Alternative options considered and rejected:

As set out in the report and discussed above.

Report of Councillor Cartman (attached)

Councillor Cartman presented the report, drawing attention to the update on resources and on service pressures and priorities as set out in paragraphs 3.1 and 3.2 of the report.  He referred to the significant work required to bridge the budget gap and the limited room for manoeuvre but gave assurances that at all stages priority would be given to protecting frontline services.  He referred to ongoing uncertainties and the approach being used to close the budget gap, and confirmed the council’s commitment to consult and engage on the budget process.

Resolved: 

(1) that the updated range of revenue budget projections and risks within the Medium-Term Financial Plan (MTFP) as detailed within the report be noted;

(2) that the process, next steps and timescales for finalising the MTFP for the period 2022 to 2025, and also for setting the revenue budget for the 2022/23 financial year be noted; and

(3) that the update provided in respect of the Government’s proposals for Health and Social Care be noted.

Report of the Director of Adult Social Services (attached)

The Director of Adult Social Services introduced the report, referring to the role and work of the North Somerset Safeguarding Adults Board (NSSAB).  She introduced Tony Oliver, Independent Chair of the Board, who then presented the annual report 2020/21. 

In presenting the report Tony Oliver referred to the overarching purpose of the Board to safeguard adults with care and support needs from abuse and neglect, by assuring itself that local safeguarding arrangements were in place as defined by the Care Act 2014.  He outlined the core duties of the Board, highlighted the developments, achievements, challenges and areas for improvement within this critical area of work, and outlined the next steps for the NSSAB in seeking to become a more preventative Board.  He drew particular attention to the marked increase in the number of cases of self-neglect and urgent action taken to evidence and respond to this, and referred to the importance of positive partnership working, giving examples of achievements in this area.  He also referred to the need for a closer working relationship between the Children’s and Adults Safeguarding Boards following changes in legislation, and asked councillors to use their influence to bring about closer co-operation between the two Boards.

Following his presentation, Tony Oliver then responded to questions from members on specific aspects of the work of the Board including the following: work to tackle exploitation in all its forms, the important role of key partners such as trading standards within this and the role of other agencies such as GWR in sub-group meetings to assist with specific areas; the dangers posed by social media and online gambling sites; the benefits of having a brief summary sheet of contacts and guidance around when and how to refer cases of concern; the benefits of training for partner organisations and options for sharing some training materials with councillors.  He confirmed he was satisfied that adequate local safeguarding measures were in place and referred to opportunities for future improvement following the recent appointment of a business manager which would enable the NSSAB to look at and learn from national reviews by other Boards.

Councillor Bell thanked the Director of Adult Social Services and the Independent Chair of the Board for a comprehensive and informative report. 

Resolved: that theNSSAB Annual Report 2020/21 be received, and the developments, achievements, challenges and areas for improvement in this critical area of work be noted, together with the future work of the NSSAB.

Reasons for the decision:
As set out in the report and discussed above.

Alternative options considered and rejected:
As set out in the report and discussed above.

Report of the Assistant Director Legal & Governance and Monitoring Officer

(attached)

The Executive considered the report of the Assistant Director Legal & Governance and Monitoring Officer.

In discussing Executive dates for 2022/23 reference was made to the proposal prior to Covid 19 to hold meetings in different locations around the district and at different times to encourage wider public participation.  Members welcomed the livestreaming of meetings which had improved accessibility and agreed it would be difficult in the current circumstances to meet at different locations.  However it was proposed that consideration be given to holding some meetings in the evening, whilst seeking to avoid clashes with town and parish council meetings where possible.

Resolved: that the draft calendar of Executive meetings for the 2022/23 Municipal Year be approved, subject to holding some meetings in the evening to encourage greater public engagement.

Reasons for the decision:

As set out in the report and discussed above.

Alternative options considered and rejected:

As set out in the report and discussed above.

Executive Councillors might report orally on matters in progress. Such reports will be for information only and no material decisions can be made arising from them.

Ravenswood SchoolUpdate

Councillor Gibbons and Councillor Bridger updated members on the latest position at Ravenswood School following recent problems with water ingress at the site, reporting that works were on track for completion shortly to enable pupils to return after the half-term break.

For a matter to be considered as an urgent item, the following question must be addressed: “What harm to the public interest would flow from leaving it until the next meeting?” If harm can be demonstrated, then it is open to the Chairman to rule that it be considered as urgent. Otherwise the matter cannot be considered urgent within the statutory provisions.

None.