Apologies for absence were received from Councillor Dan Morris.

Members are reminded that they must declare their disclosable pecuniary interests and other registrable or non-registrable interests in any matter being considered at the meeting as set out in Appendix B of the Members’ Code of Conduct and consider if they should leave the room prior to the item being considered. Further advice can be sought from the Monitoring Officer in advance of the meeting.

None were declared.

To confirm the minutes of the meeting held on 5 June 2024.

RESOLVED:

That the minutes of the meeting held on 5 June 2024 be confirmed as a correct record.

RESOLVED:

That the minutes of the meeting held on 5 June 2024 be confirmed as a correct record.

To receive any questions from members of the public, notice of which has been given in accordance with Procedure Rule 14. Deadline for notification is not later than 5.00 pm on Thursday 11 July 2024.

Public questions were received from:

Colin Shreward, in relation to the potential nature of any future council job losses;

Dr Jamie Russell, in relation to spending on the North West Relief Road;

Mike Streetly, in relation to the North West Relief Road and progression of improvements around active travel, crossings for pedestrians and cyclists at roundabouts and modelling of bus transport time into the town centre;

David Macey, in relation to car parking charges;

Graham Betts, in relation to financial contributions for local infrastructure linked to planning approvals for housing in Shrewsbury;

Robert Jones, about the length of time taken to issue Education Health and Care Plans.

The full questions and the responses provided to them are available from the public question item on the webpage for the meeting:  Responses to Public Questions - Cabinet 17 July 2024.pdf (shropshire.gov.uk)

To receive any questions from Members of the Council. Deadline for notification is not later than 5.00 pm on Thursday 11 July 2024.

Member questions were received from:

Councillor Andy Boddington – in relation to car parking at night on Market Square Ludlow;

Councillor Kevin Pardy – in relation to the financial sustainability of Tuition Medical Behaviour Support Service (TMBSS);

Councillor Alex Wagner (read by Councillor Roger Evans) – in relation to the condition of shuts in Shrewsbury Town Centre. 

The Leader said that the Portfolio Holder for Highways would provide a response in writing to Councillor Wagner providing this information. 

By way of a supplementary question Councillor Pardy asked about the impact of transport changes on permanent exclusions at TMBSS.    The Portfolio Holder for Children and Education reported that a review meeting with TMBSS was scheduled for September and this would be considered at that point. 

As a supplementary question to Councillor Wagner’s question, Councillor Evans asked about the future plan for the shuts given the historic nature of the town. 

The full questions and responses provided to them are available from the webpage for the meeting:  Responses to Members Questions - Cabinet 17 July 2024.pdf (shropshire.gov.uk)

Lead Member – Councillor Gwilym Butler, Portfolio Holder for Finance, Corporate Resources and Communities

Lead officer -  Ben Jay

RESOLVED:

3.1. To take necessary actions regarding the seven areas underpinning the strategic risk set out in the report (para 2.2)

3.2. To note the and endorse the actions achieved and planned (para 2.4 and 2.5)
3.3. To take necessary action to improve Period 2 forecast (31 st May 2024), by year end in terms of the indicative level of savings delivery of £38.403m (61%), resulting in a projected spend over budget of £38.553m for 2024/25.

3.4 To note the projected General Fund Balance of £0.268m arising if no further action were taken.

3.5. To formally acknowledge that the current information indicates the need for urgent corrective action, and to request that the Council’s senior team undertakes that urgently.

The Portfolio Holder for Finance, Corporate Resources and Communities presented the report, noting the detailed discussion of its content at the Transformation and Improvement Overview and Scrutiny Committee two days earlier.

With serious challenges ahead, all Portfolio Holders were working diligently with senior officers to ensure the council's sustainability and the monthly reports provided maximum time to make necessary adjustments.  Group Leaders requested period 3 and 4 information swiftly so that they were able to keep all members informed about the financial situation.

A Group Leader highlighted sections 7.3, 7.4, and 7.8 of the report, noting that some

some of the overarching savings previously considered as indicatively deliverable, had now been reassessed and that changes made in the short term to manage the Council’s financial position may require reduction, pausing or stopping of services. He asked for assurances that members would be kept updated on any policy changes. 

The Portfolio Holder said that consultation would be undertaken where, for example, short or medium term decisions required policy change and reiterated his commitment to providing updates in period reports to Group Leaders as early as possible, noting that tight timelines often required quick decisions.

RESOLVED:

3.1. To take necessary actions regarding the seven areas underpinning the strategic risk set out in the report (para 2.2)

3.2. To note the and endorse the actions achieved and planned (para 2.4 and 2.5)

3.3 To take necessary action to improve Period 2 forecast (31 st May 2024), by year end in terms of the indicative level of savings delivery of £38.403m (61%), resulting in a projected spend over budget of £38.553m for 2024/25.

3.4 To note the projected General Fund Balance of £0.268m arising if no further action were taken.

3.5. To formally acknowledge that the current information indicates the need for urgent corrective action, and to request that the Council’s senior team undertakes that urgently.

Lead Member – Councillor Gwilym Butler, Portfolio Holder for Finance, Corporate Resources and Communities

Lead officer -  Ben Jay

RESOLVED:

3.1. To take necessary actions regarding the seven areas underpinning the strategic risk set out in the report (para 2.2)
3.2. To note the and endorse the actions achieved and planned (para 2.4 and 2.5)
3.3. To take necessary action to improve Period 2 forecast (31 st May 2024), by year end in terms of the indicative level of savings delivery of £38.403m (61%), resulting in a projected spend over budget of £38.553m for 2024/25.
3.4. To note the projected General Fund Balance of £0.268m arising if no further action were taken.
3.5. To formally acknowledge that the current information indicates the need for urgent corrective action, and to request that the Council’s senior team undertakes that urgently.

The Portfolio Holder referred to the discussion of the Strategy at the Transformation and Improvement Overview and Scrutiny Committee held earlier in the week and referred to a number of factors impacting the economic outlook for the council, including the change in government, inflation, rising demand for services, weather events and geopolitical conflict. 

To mitigate these challenges, the intention was to bolster reserves as much a possible to set a foundation for dealing with future uncertainties from 2025 to 2030. 

It was confirmed that pay inflation had been assessed as 3% in the Financial Strategy approved in February 2024 but that the 2024/25 pay offer had been lower and revised down to 2.5%.

A Group Leader referred to a recent survey of councils where a number had answered yes to the question was there likelihood of issuing a Section 114 notice before the end of the financial year.  The Leader confirmed that Shropshire Council’s response to that question had been no. 

RESOLVED:

3.1 To take necessary actions regarding the seven areas underpinning the strategic risk set out in the report (para 2.2)

 
3.2. To note the and endorse the actions achieved and planned (para 2.4 and 2.5)

3.3. To take necessary action to improve Period 2 forecast (31 st May 2024), by year end in terms of the indicative level of savings delivery of £38.403m (61%), resulting in a projected spend over budget of £38.553m for 2024/25.

3.4. To note the projected General Fund Balance of £0.268m arising if no further action were taken.

3.5. To formally acknowledge that the current information indicates the need for urgent corrective action, and to request that the Council’s senior team undertakes that urgently.

Lead Member – Councillor Lezley Picton, Leader and Portfolio Holder for Policy and Strategy, Improvement and Communications

Lead officer - Andy Begley

RESOLVED:

3.1.1  To note the work being undertaken to resize the Council
3.1.2. To approve and endorse the proposed new ways of working and sustainable plan for the future as set out from paragraph 7.15 onwards.
3.1.3. To endorse the principles around which the new model for the Council will be built as set out in Appendix 7

The Leader introduced the report which explained how the Council of the future would operate and how the organisation would resize to ensure financial sustainability.   As an operational staffing model, she asked the Chief Executive to present the detail of the report.

The Chief Executive reiterated the utmost necessity of aligning resources to return a balanced budget at the end of the financial year, but also to consider what the council of the future needed to look like in terms of structure and how it operates.  Going forward, this work would be described ‘as the way the Council of the future will operate’ rather than Target Operating Model.  

He explained the diagram set out within the report and the intended focus on early intervention, prevention work and community hubs to reduce later service demands for acute services.  He encouraged all members to view the animation available on the Financial Sustainability intranet pages which explained the diagram in detail. 

He described work underway to redesign the way that people could interact with the council in a simpler and more effective way, at a time of their choosing, recognising that mitigation was needed for those for whom online interaction could be difficult. 

Answering a series of questions, he referred to the service reviews underway to ensure delivery would be as efficient as possible and the resizing of the council, emphasizing all the steps being taken to minimise the need for any compulsory redundancies. 

The Leader explained that normally a model would be identified and agreed before resizing, but in the current circumstances the Council was having to resize at the same time as establishing the model. She thanked the senior management team and all staff for the extensive work being undertaken currently to achieve this. 

The Leader and other Portfolio Holders answered questions around the need for contractors for specialised roles, management restructure, reduction of full time equivalent posts and potential numbers and reiterated the measures being taken to avoid compulsory redundancies. 

RESOLVED:

3.1.1  To note the work being undertaken to resize the Council
3.1.2. To approve and endorse the proposed new ways of working and sustainable plan for the future as set out from paragraph 7.15 onwards.
3.1.3. To endorse the principles around which the new model for the Council will be built as set out in Appendix 7

Lead Member – Councillor Gwilym Butler, Portfolio Holder for Finance, Corporate Resources and Communities

Lead officer - Ben Driscoll

RESOLVED:

3.1. To approve the actual 2023/24 prudential and treasury indicators in the report.

3.2. To note the annual treasury management report for 2023/24.

The Portfolio Holder for Finance and Corporate Resources introduced the report noting that the Treasury Management Team were preforming above the national average. 

RESOLVED:

3.1. To approve the actual 2023/24 prudential and treasury indicators in the report.

3.2. To note the annual treasury management report for 2023/24.

Lead Member – Councillor Lezley Picton, Leader and Portfolio Holder for Policy and Strategy, Improvement and Communication

Lead officer – Andy Begley                  

RESOLVED:

To approve Shropshire Council’s response as detailed in Appendix 2.

The Leader presented Shropshire Council’s response to the Minister for Local Government’s request for all councils to produce productivity plans.   

RESOLVED:

To approve Shropshire Council’s response as detailed in Appendix 2.

Lead Member – Councillor Ian Nellins, Deputy Leader and Portfolio Holder for Climate Change, Environment and Transport

Lead Officer – Gavin Waite

RESOLVED:

3.1 That all five household recycling sites remain open, but the operational hours are reduced through the closure of all the sites for at least one day a week (Wednesday /Thursday) to contribute towards the required saving target and this to be reviewed over the next six months.
3.2 That a booking system is implemented at all the sites, through an online system and open to all Shropshire residents with the additional option of agree procedures and costs with neighbouring authorities for their residents who live close to the Shropshire border to potentially use the sites in the future.

The Portfolio Holder for Climate Change, Environment and Transport introduced the report which provided the context for the recommendations to keep all five Household Waste Recycling Centres open but reducing their operational hours by closing them one day a week and introducing a booking system which would help reduce queues at peak times and improve efficiency. 

The Leader thanked the public for the huge response to the consultation which had shown a clear preference for reduction of operational hours rather than closure of any sites.  She also thanked officers in the Waste Team who had worked extremely hard to find a solution which would avoid any permanent closures. 

The Portfolio Holder went on to address questions and concerns raised around:   fly-tipping, if centre hours were reduced from 7 days a week to six;  statistics around current useage;  the logistics of the booking system and access to it particularly for those who did not have internet access; the need for waste reduction initiatives;  dealing with cross boundary waste and the choice of day for each centre to close on. 

It was confirmed that those without access to the internet would be able to access the booking system via telephone.  The booking system would also help control the amount of waste coming into centres from outside of Shropshire.    Members were also informed that work was underway on a Waste Minimisation Strategy and this would be presented to full council in September.   In terms of concerns around fly tipping, the council would monitor the situation and take appropriate enforcement actions if necessary. 

RESOLVED:

3.1 That all five household recycling sites remain open, but the operational hours are reduced through the closure of all the sites for at least one day a week (Wednesday /Thursday) to contribute towards the required saving target and this to be reviewed over the next six months.

3.2 That a booking system is implemented at all the sites, through an online system and open to all Shropshire residents with the additional option of agree procedures and costs with neighbouring authorities for their residents who live close to the Shropshire border to potentially use the sites in the future.

Lead Member – Councillor Ian Nellins, Deputy Leader and Portfolio Holder for Climate Change, Environment and Transport

Lead Officer – Gavin Waite

RESOLVED:

a)    That an opt-in subscribed garden waste collection service is offered to individual properties every fortnight across Shropshire.

b)    That the annual subscription fee for the service is £56.

c)     That detailed implementation of the scheme is delegated to the Executive Director – Place in consultation with the Portfolio Holder for Climate Change, Environment and Transport

d)    That households that have not subscribed by the 1st October 2024 will have their garden/food waste collections stopped.

The Portfolio Holder responded to questions and comments about the fairness of charging for garden waste for those with very small gardens; the proposed October to September subscription period and why the annual council tax billing system could not be used as a mechanism to collect the charge.

RESOLVED:

a)    That an opt-in subscribed garden waste collection service is offered to individual properties every fortnight across Shropshire.

b)    That the annual subscription fee for the service is £56.

c)     That detailed implementation of the scheme is delegated to the Executive Director – Place in consultation with the Portfolio Holder for Climate Change, Environment and Transport

d)    That households that have not subscribed by the 1st October 2024 will have their garden/food waste collections stopped.

Lead Member – Councillor Dean Carroll, Portfolio Holder for Housing and Assets

Lead officer – Laura Fisher

RESOLVED:

3.1 To approve, in line with the Medium-Term Financial Strategy 2024/25 – 2028/29, the provision of improved temporary accommodation provision, reducing the use of B&B/hotel accommodation to realise General Fund revenue savings in 2024/5 and 2025/6.
3.2 To approve the proposal to cease the previous business plan for the use of Tannery East as student accommodation, in alignment with the closure of the UCS function in Shrewsbury.
3.3 To note the proposal to submit a planning application for change of use of the Tannery East residential offer from student accommodation to use as temporary accommodation for homeless people, for a three-year period.
3.4 To delegate authority to the Assistant Director for Homes and Communities to seek planning approval for change of use of the building and undertake any necessary changes to the management of the accommodation.

The Portfolio Holder for Housing and Assets presented the report which set out a progress report on ending the use of bed and breakfast / hotel accommodation for homeless people as temporary accommodation and requested approval for the proposed use of the Tannery East building in Shrewsbury for a period of three years to provide temporary accommodation.

He reiterated that homelessness could fall upon anyone at any time and the council owed a duty of care, compassion and understanding to people in a vulnerable situation.

In addressing concerns raised about the location of the building in Shrewsbury Town Centre he acknowledged that the site was not ideal, however the building was ideal for this purpose with self contained apartments and secure access.   He referred to the Management Plan attached to the report which set out the arrangements with an on-site concierge, in house CCTV system and strict behaviour expectations.  Significant savings would be made through the reduction in use of unsuitable bed and breakfast and hotel accommodation and it would be easier to target help and support in one place. 

RESOLVED:

3.1 To approve, in line with the Medium-Term Financial Strategy 2024/25 – 2028/29, the provision of improved temporary accommodation provision, reducing the use of B&B/hotel accommodation to realise General Fund revenue savings in 2024/5 and 2025/6.

3.2 To approve the proposal to cease the previous business plan for the use of Tannery East as student accommodation, in alignment with the closure of the UCS function in Shrewsbury.

3.3 To note the proposal to submit a planning application for change of use of the Tannery East residential offer from student accommodation to use as temporary accommodation for homeless people, for a three-year period.

3.4 To delegate authority to the Assistant Director for Homes and Communities to seek planning approval for change of use of the building and undertake any necessary changes to the management of the accommodation.

Lead Member – Councillor Ian Nellins, Deputy Leader and Portfolio Holder for Climate Change, Environment and Transport.

Lead Officer – Adrian Cooper

RESOLVED:

3.1 To approve the Corporate Carbon Performance Monitoring report 2022-23 (Appendix 1) for publication;

3.2 To support the integration of carbon performance measurement and consideration of climate risks as an essential component of the Council’s Target Operating Model, including: i. Procurement policy ii. The integration of carbon accounting as part of financial management iii. Normalisation of carbon monitoring and reporting at a service level  iv. Carbon literacy as mandatory training for new starters

The Portfolio Holder for Climate Change, Environment and Transport reminded members of the commitment made in the Climate Strategy and Action Plan adopted in December 2020 to report annually on corporate carbon performance and the initiatives designed to reduce its carbon footprint. He outlined the latest position in terms of carbon monitoring for 2022-23 and recommended that Cabinet support the integration of carbon performance measurement and consideration of climate risks as an essential component of the Council’s Target Operating Model through the procurement policy, integration of carbon accounting as part of financial management, normalisation of carbon monitoring and reporting at a service level and carbon literacy as mandatory training for new employees. 

Members asked questions about the  models used to calculate emissions and identified the need for clarity and focus on the aspects that the council could control recognising that in other areas it was only possible to cajole or lead the way.   Whilst it was disappointing that the target reduction for the year had not been met, the Portfolio Holder said that the ambitious target remained and change was expected to speed up as projects and initiatives helping to reduce corporate carbon emissions were delivered. 

RESOLVED:

3.1 To approve the Corporate Carbon Performance Monitoring report 2022-23 (Appendix 1) for publication;

3.2 To support the integration of carbon performance measurement and consideration of climate risks as an essential component of the Council’s Target Operating Model, including:
 i. Procurement policy
ii. The integration of carbon accounting as part of financial management
 iii. Normalisation of carbon monitoring and reporting at a service level
  iv. Carbon literacy as mandatory training for new starters

Lead Member – Councillor Robert Macey, Portfolio Holder for Culture and Digital

Lead Officer – Nigel Newman

RESOLVED:

3.1 To agree to consult on the options set out in this report with the preferred option being Option One.
3.2 That following consultation, a report will come back to Cabinet for final decision

The Portfolio Holder for Culture and Digital presented the report seeking approval for a six week public and stakeholder consultation on the options which set out how Shropshire council and partners could run and fund CCTV for Shrewsbury Town Centre while separately ensuring the Council’s statutory out of hours emergency call handling is covered.

CCTV was not a service the Council was required by law to provide and Shrewsbury was the only area in the county where Shropshire Council provided and funded this service.   The benefits of CCTV were not in dispute but it was not sustainable to continue to deliver it in light of the severe pressure on the budget.  Ongoing maintenance of the camera network and system was also required and there was no budget to continue this beyond 31 July 2024 and partner funding had been requested to cover this. 

The options for providing CCTV were set out in the report with identified pros and cons, the preferred option being option 1, as passive monitored system with retrieval support for police as needed.. 

RESOLVED:

3.1 To agree to consult on the options set out in this report with the preferred option being Option One.
3.2 That following consultation, a report will come back to Cabinet for final decision

Lead Member – Councillor Dan Morris, Portfolio Holder for Highways

Lead Officer – Matt Johnson

RESOLVED:  to approve all recommendations in the report as set out at 3.1, 3.2, 3.1.1, 3.1.2 and 3.1.3 a – k  on pages 2 and 3 – available here:   Shrewsbury NWRR CPO Report

The Leader introduced the report on behalf of the Portfolio Holder for Highways and the Executive Director of Place provided assistance in responding to questions from members. 

RESOLVED:  to approve: 

3.1 subject to the grant of planning permission for the Scheme (hereafter referred to as “the Planning Permission”), to make a compulsory purchase order pursuant to the Council’s powers under Sections 239, 240, 246, 250 and 260 of the Highways Act 1980 (as amended) to acquire land to construct a new highway in order to deliver the Scheme which in turn will contribute to the social and economic well-being of the Council’s administrative area; and to make a related side roads order pursuant to the Council’s powers under Sections 14 and 125 of the Highways Act 1980 (as amended).

3.2 to authorise, subject to the grant of the Planning Permission: 3.1.1 The Assistant Director of Legal and Governance to carry out the functions set out in (a), (b), (c), (d), (e), (f), (g), (h), (i), and (j) below;

 3.1.2 The Executive Director of Place to carry out the functions set out in (a), (b), (c), (d), (e), (f), (i), and (j) below; and

3.1.3 The Executive Director of Place to carry out the functions set out in (k) below

 a) To take all steps to secure the making, confirmation, and implementation of the CPO and SRO including the publication and service of all notices;
 b) To take all steps to prepare and present the Council’s case at any public inquiry called (or other procedure for determining the confirmation of the CPO and SRO) in relation to the CPO and SRO including the instruction of appropriately qualified Counsel;
 c) To identify and acquire all third party interests required to facilitate delivery of the Scheme either by agreement or compulsorily pursuant to the CPO (including pursuant to any blight notices as appropriate) including the conduct of negotiations and making provision for the payment of compensation;
d) To negotiate, agree terms and enter into agreements with interested parties including agreements for the withdrawal of blight notices and/or the withdrawal Cabinet of objections to the CPO and/or undertakings not to enforce the CPO on specified terms, including where appropriate removing land or rights from the CPO and making provision for the payment of compensation;

e) In the event the CPO is confirmed by the Secretary of State, to advertise and give notice of confirmation and thereafter to take all steps to implement the CPO and acquire the Order Land including the making of a General Vesting Declaration(s) and/or service of Notices to Treat and Notices of Entry in respect of the acquisition of interests in the Order Land;

f) To prepare and serve any other notices, correspondence or applications necessary to acquire the Order Land, including (but not limited to) an application to the Secretary of State under s. 19 Acquisition of Land Act 1981 for the purchase of any open space which falls within the scope of the CPO  ...  view the full minutes text for item 183.

To resolve that, in accordance with the provisions of schedule 12A of the Local Government Act 1972 and Paragraph 10.4 [3] of the Council’s Access to Information Rules, the public and press be excluded from the meeting during consideration of the following items

RESOLVED

That in accordance with the provisions of Schedule 12A of the Local Government Act 1972 and Paragraph 10.4 [3] of the Council’s Access to Information Rules, the public and press be excluded from the meeting during consideration of the following item.

To confirm the exempt minutes of the meeting held on 5 June 2024.

To Follow

The exempt minutes of the meeting held on 5 June 2024 were confirmed as a correct record.

To note that the next meeting is scheduled to take place on Wednesday 11 September 2024.

11 September 2024 at 10.30 am.