Agenda and minutes

To receive details of any Member nominated to attend the meeting in place of a Member of the Committee.

Councillor Lamb for Councillor Denham.

To receive any declarations of interest.

The following declarations of interest were made in respect of Minute 75 (Review of Community Services Grants 2021-22):

Councillor Bayliss – as a member of Worcester Festival Board

Councillor Gregson – As Chair of the Elgar Festival

Councillor Hodges – As a trustee of Worcester Play Council and Worcester Community Trust

Councillor Mrs Hodgson – As a trustee of Worcester Theatres and the Lyppard Hub

Councillor Stanley – As a trustee of Worcester Play Council.

The following declarations of interest were made in respect of Minute 76 (Town Investment Plan, Severn Centre For Health And Well Being Business Case):

Councillor Bayliss – as a member of the Town Deal Board

Councillor Mitchell – as a member of the Town Deal Board.

Up to a total of fifteen minutes can be allowed, with each speaker being allocated a maximum of five minutes, for members of the public to present a petition, ask a question or comment on any matter on the Agenda or within the remit of the Committee.

None.

Of the meeting held on 16^th November 2021 to be approved and signed.

RESOLVED: That the minutes of the meeting held on 16^th November 2021 be approved as a correct record and signed by the Chair.

To receive the minutes of the meeting held on 10^th November 2021.

RESOLVED: That the minutes of the meeting held on 10^th November 2021 be received.

1.   That the Committee refers the Draft Medium Term Financial Plan 2022-2027, and the proposed Draft Budget & Council Tax for 2022/23, including the financial management priorities and key assumptions for the short term and medium term planning horizon, to Members for consideration at the committee meetings in January 2022 and feedback to the Policy and Resources Committee on 8 February 2022;

2.   That the Committee approves, in accordance with the Local Authorities (Calculation of Tax Base) Regulations 1992, the Local Authorities (Calculation of Council Tax Base) (Amendment) (England) Regulations 2003 and the Local Authorities (Calculation of Council Tax Base) Regulations 2012, that the Council Tax Base calculation for the year 2022/23 will be 32,528.2 for Worcester City Council, including 3,937.6 for Warndon Parish Council and 2,178.1 for St Peter’s Parish Council (as detailed in Appendix 3);

3.   That the Committee notes that the proposals will be updated for any agreed changes following budget consultation with Members, and for any significant changes following the publication of the Local Government Finance Settlement.  Formal adoption of the MTFP and the Budget & Council Tax 2022/23, will be recommended to Full Council for approval on 22 February 2022; and

4.   That the Committee invites all political groups and/or individual Members to notify the Corporate Director of Finance and Resources no later than 31 December 2021 of any other budget proposals that they wish officers to explore and request the Corporate Director to include such proposals in the reports for consideration by Members at the January meetings of the relevant policy committees.

The Committee considered a report on the proposed Medium Term Financial Plan (MTFP) 2022-2027, draft Capital Programme and Capital Financing 2022-2027, summary Draft Budget 2022/23 and proposed Council Tax Base 2022/23. The Corporate Director – Finance and Resources presented the report and highlighted the main points. In summary, the MTFP will provide for a balanced budget for 2022/23 after drawing £1.742m from the Risk Reserve. Thereafter a budget deficit remains for 2023/24 at £2.114m increasing to £3.263m in 2026/27.

The MTFP and the Draft Budget & Council Tax 2022/23 will be updated following the budget consultation and update process in January and February, prior to Full Council consideration and approval in February 2022.

Officers responded to questions from Committee Members on detailed aspects of the report.

RESOLVED: That the Committee agree to:

1. refer the Draft Medium Term Financial Plan 2022-2027, and the proposed Draft Budget & Council Tax for 2022/23, including the financial management priorities and key assumptions for the short term and medium term planning horizon, to Members for consideration at the committee meetings in January 2022 and feedback to the Policy and Resources Committee on 8 February 2022;

2.  approve, in accordance with the Local Authorities (Calculation of Tax Base) Regulations 1992, the Local Authorities (Calculation of Council Tax Base) (Amendment) (England) Regulations 2003 and the Local Authorities (Calculation of Council Tax Base) Regulations 2012, that the Council Tax Base calculation for the year 2022/23 will be 32,528.2 for Worcester City Council, including 3,937.6 for Warndon Parish Council and 2,178.1 for St Peter’s Parish Council (as detailed in Appendix 3);

3.  note that the proposals will be updated for any agreed changes following budget consultation with Members, and for any significant changes following the publication of the Local Government Finance Settlement.  Formal adoption of the MTFP and the Budget & Council Tax 2022/23, will be recommended to Full Council for approval on 22 February 2022; and

4. invite all political groups and/or individual Members to notify the Corporate Director of Finance and Resources no later than 31 December 2021 of any other budget proposals that they wish officers to explore and request the Corporate Director to include such proposals in the reports for consideration by Members at the January meetings of the relevant policy committees.

That the Committee recommend the final draft of the plan to Full Council for adoption.

The Committee considered a report on the outcome of the consultation on the draft refreshed the City Plan. The Corporate Director – Finance and Resources presented the report and explained that some adjustments had been made to the draft to reflect comments received, for example the role of the Cathedral as a strong component in the historical attractiveness of the city, and greater emphasis on inclusivity and supporting education and young people. Meanwhile, where points made had touched on strategies that are currently being developed or progressed, comments will be passed on to the officers responsible and to other relevant working groups so that they can be taken into account. Indicators will continue to be reviewed annually and new ones which provide sufficient data for monitoring and benchmarking purposes will be introduced as they become available.

As publication will now be in February 2022, the Plan period had been revised to 2022-2027.

In the ensuing discussion, the following main points were made:

·           The significant contribution which play can make to health and wellbeing was highlighted. It was noted that there had been no specific consultation with Worcester Play Council and it was proposed that they be approached so that any views which they have can be reflected in the final version of the Plan when it is presented to the Council. The Chair expressed support for proceeding on this basis.

·           The Plan will be reviewed annually via a summit and reported back to this Committee as part of the budget-setting cycle. It is acknowledged that there are a number of supporting strategies. These will be taken into account as they are developed and, where relevant, their aims and objectives will be fitted into the Plan as part of annual review.

·           Reference was made to developing an Asset Based Community Development approach. It was explained that this will initially be considered by the Place and Economic Development Committee.

RESOLVED: That the Committee recommend the final draft of the plan to Full Council for adoption.

That the Committee approve the return of the Revenues and Benefits to an in-house shared service.

The Committee considered a proposal to return the Revenues and Benefits service to a shared service, as existed prior to 1 October 2013, following receipt of notification by Civica that they do not intend to renew the contract. The Corporate Director – Finance and Resources presented the report and explained that Civica had requested early termination by December 2022. In summary, given the value of the contract and the reduction in staff costs due to the reduction in Housing Benefit processing, there would be quantifiable savings if the contract is brought back in house. The implications were set out in the report. Officers responded to questions from Committee Members.

Committee Members expressed support for the proposal.

RESOLVED: That the Committee approve the return of the Revenues and Benefits to an in-house shared service.

1.     To note the allocation and financial commitment for large, medium, small and one-off grants for the financial year 2021/22;

2.     To confirm the existing allocations for large grants and to affirm these for the five year-term of the City Plan;

3.     To amend the existing process for managing small and medium grants from 1 April 2022;

4.     To approve an annual allocation from the small grants fund of £3,500 to Worcester Arts Council; and

5.     To allocate a budget of £50,000 from reserves for the financial year 2022/23 for in-year one-off requests for grant support.

The Committee considered a report on the allocation of large, medium, small and one-off grants for the financial year 2021/22 and the approach for 2022/2. The Corporate Director – Finance and Resources presented the report and explained that the aim of the report was to establish a formal and transparent approach to the award of grants going forward. Therefore, in summary, it was proposed to:

·        confirm the existing allocations for large grants;

·        bring together the existing process for managing small and medium grants; and

·        allocate a budget of £50,000 from reserves for the financial year 2022/23 for in-year one-off requests for grant support

It was also highlighted in the report that Worcester Arts Council receive an amount which is then distributed by them to organisations on the basis of applications for small amounts of one-off funding. It was proposed to make this a standing allocation which will be subject to annual review.

The Managing Director also reported on a request received from the directors of Worcester Festival for an increased annual allocation of £2,000. This supported the proposed approach to funding arts and cultural events and would not present a significant budget pressure.

Officers responded to questions from Committee Members. It was explained how the grants scheme is promoted. Officers will look at further opportunities for marketing.

It was clarified that allocations from the reserve will require approval by this Committee. The reserve is additional to the allocation for small and medium grants. It was clarified that it will not be limited to applications from arts and cultural organisations.

Committee Members expressed support for the proposed approach and for the request from Worcester Festival.

RESOLVED: That the Committee agree to:

1.    note the allocation and financial commitment for large, medium, small and one-off grants for the financial year 2021/22;

2.    confirm the existing allocations for large grants and to affirm these for the five year-term of the City Plan;

3.    amend the existing process for managing small and medium grants from 1 April 2022;

4.    approve an annual allocation from the small grants fund of £3,500 to Worcester Arts Council;

5.    allocate a budget of £50,000 from reserves for the financial year 2022/23 for in-year one-off requests for grant support; and

6.    approve an additional allocation of £2,000 to Worcester Festival.

That the Committee:

1.     supports the business case and approves the Summary Document for submission to the Department for Levelling Up, Homes and Communities;

2.     authorises the Corporate Director Finance and Resource and the Corporate Director Planning and Governance to undertake further due diligence and complete the appropriate funding agreement with the University of Worcester as detailed within this report; and

3.     approves the use of grant funding for development and delivery of the Town Investment Plan as detailed within this report.

The Committee considered the business case, the Severn Centre for Health and Well Being, a new training facility for healthcare and medical professionals at the University of Worcester. The Deputy Director – Policy and Strategy presented the report and explained that the Business Case confirmed the feasibility, deliverability and value for money of this project. It had received the unanimous support of the Town Deal Board at its meeting of 2^nd December. The proposals were unchanged from those outlined in the Town Investment Plan and submitted project confirmation documents.

Victoria Hurst and Simon Donlon from Mott MacDonald, who had been engaged to draft the business cases and summary documents, were in attendance remotely and were available to answer detailed questions.

Officers responded to questions from Committee Members. In the ensuing discussion, the following main points were made:

·           Reference was made to the Council’s commitment to reducing carbon emissions and a request was made for energy usage to be addressed as part of the building design. It was explained that the planning application includes a detailed energy assessment.

·           A question was raised regarding the size of the contingency and how this will be dealt with if it is not required, also the extent of the Council’s liability should the project incur additional costs. In response, it was explained that the contingency is intended to cover cost inflation and the funding agreement will make it clear that the Council’s commitment will not exceed £2.5m.

·           The remaining business cases are scheduled for submission to this Committee in February and March 2022. The deadline for submission is June 2022.

·           The building design will be fully accessible and the courses offered will be open to all. There have been discussions with the University on access for local people and it is hoped that a pathway can be established between this and the community skills project.

RESOLVED: That the Committee agree to:

1.    support the business case and approves the Summary Document for submission to the Department for Levelling Up, Homes and Communities;

2.    authorise the Corporate Director - Finance and Resource and the Corporate Director - Planning and Governance to undertake further due diligence and complete the appropriate funding agreement with the University of Worcester as detailed within this report; and

3.  approve the use of grant funding for development and delivery of the Town Investment Plan as detailed within this report.

That the Committee:

1.     Notes the programme of work set out in in this report to support and respond to the Boundary Commission’s electoral review of Worcester City Council; and

2.     Authorises the Managing Director, in consultation with the Chair and Vice-Chairs of the Committee, to take reasonable steps to consult on the options for the Council’s electoral cycle being either elections by thirds or whole-Council, in order to report back to the next meeting of this Committee.

The Committee considered a report on the Local Government Boundary Commission’s periodic electoral review of Worcester City Council. The Corporate Director – Planning and Governance presented the report and summarised the Commission’s work programme and proposed timetable. The first milestone will be a decision by the full Council in February, following a period of preliminary information collection, on how many councillors the Council should have. There is also an opportunity to consult on the Council’s election arrangements, meaning whether elections should be by thirds or whole-council elections, although this aspect is not mandatory.

The Corporate Director responded to questions from Committee Members and explained that the advice from the Boundary Commission is that, if the Council wishes to elect by thirds, their expectation is that there will be 3 Councillors per Ward.

RESOLVED: That the Committee agree to:

1.    note the programme of work set out in in this report to support and respond to the Boundary Commission’s electoral review of Worcester City Council; and

2.    authorise the Managing Director, in consultation with the Chair and Vice-Chairs of the Committee, to take reasonable steps to consult on the options for the Council’s electoral cycle being either elections by thirds or whole-Council, in order to report back to the next meeting of this Committee.

To note the use of urgency powers to:

(1)agree to participate in the Worcestershire Business Rates Pool for 2022/23;

(2)implement a scheme for defraying remaining discretionary business grant funding;

(3)implement a scheme for defraying Housing Support Grant funding.

The Committee received a report on decisions taken by the Managing Director using urgency powers. The Corporate Director – Finance and Resources presented the report and summarised three decisions taken.

RESOLVED: That the Committee agree to note the use of urgency powers to:

1.    agree to participate in the Worcestershire Business Rates Pool for 2022/23;

2.    implement a scheme for defraying remaining discretionary business grant funding;

3.    implement a scheme for defraying Housing Support Grant funding.

Which in the opinion of the Chair is of sufficient urgency as to warrant consideration.

None.