Agenda, decisions and minutes

To receive any apologies for absence.

Apologies were received from Cllr Dixie Darch.

To approve the minutes from the previous meeting.

The minutes of the Executive meeting held on 2 August 2023 were agreed upon and signed by the Chair.

To receive and note any declarations of interests in respect of any matters included on the agenda for consideration at this meeting.

(The other registrable interests of Councillors of Somerset Council, arising from membership of City, Town or Parish Councils and other Local Authorities will automatically be recorded in the minutes: City, Town & Parish Twin Hatters - Somerset Councillors 2023 )

COUNCILLORS WHO ARE ALSO CITY, TOWN AND/OR PARISH COUNCILLORS SOMERSET COUNCILLOR CITY, TOWN AND/OR PARISH COUNCIL

Theo Butt Philip -Wells City Council

Adam Dance - South Petherton Parish Council

Mike Rigby - Bishop’s Lydeard and Cothelstone Parish Council

Dean Ruddle - Somerton Town Council

Federica Smith-Roberts - Taunton Town Council

Ros Wyke - Westbury-sub-Mendip Parish Council

The Chair to advise the Committee of any items on which members of the public have requested to speak and advise those members of the public present of the details of the Council’s public participation scheme.

For those members of the public who have submitted any questions or statements, please note, a three minute time limit applies to each speaker and you will be asked to speak before Councillors debate the issue.

We are now live webcasting most of our committee meetings and you are welcome to view and listen to the discussion. The link to each webcast will be available on the meeting webpage, please see details under ‘click here to join online meeting’.

Public Questions were received from:

Mr Alan Debenham – Local Authority finance, budget and funding position (considered as part of the relevant Agenda item - 2023/24 Budget Monitoring Report – Month 3 – End of June 2023 & Month 4 update - Agenda Item 7.

Cllr Leigh Redman – Reinforced?Autoclaved Aerated Concrete (RAAC).

The questions and responses provided are attached to the minutes in Appendix A.

The Leader of the Council and Lead Member for Governance and Communications, Cllr Bill Revans, thanked Council Officers, Academy Trust staff members, teachers, parents, and students for their patience and understanding while the issues are resolved.  The Leader further recognised the emotional impact on all involved and acknowledged the urgent action required regarding Haygrove School, advising of the current Member engagement and support for all affected at Haygrove School.

The Lead Member for Children, Families and Education, Cllr Tessa Munt, further advised of the planned continued communication of the dynamic and evolving situation.

To consider the report.

Following consideration of the officer report and discussion, the Executive agreed:

a.        The approval of the Homes in Sedgemoor annual company accounts as set out in the report.

b.        That the appointment of external auditors – Bishop Fleming – is endorsed further to the procurement exercise undertaken by Homes in Sedgemoor.

ALTERNATIVE OPTIONS CONSIDERED: As set out in the officer report

REASON FOR DECISION: As set out in the officer report

Annual Approval as Sole Shareholder of Homes in Sedgemoor- Agenda Item 5

The Leader of the Council and Lead Member for Governance and Communications, Cllr Bill Revans, invited the Lead Member for Communities, Housing and Culture, Cllr Federica Smith-Roberts, to introduce the report.

The Lead Member for Communities, Housing and Culture, Cllr Federica Smith-Roberts, introduced the report, highlighting: that the Council is the sole member (equivalent to the shareholder in a company limited by shares) of Homes in Sedgemoor (HIS); and that as a corporate body the Council is required to approve the Annual Accounts of HIS and endorse the appointment of external auditors.

The Service Director – Housing, Community Services, Chris Brown, further added to the above points advising of: the number of properties and the duties as a shareholder, including the appointment of representatives to the Board; approval of the accounts and auditors; and that the Executive decision would be taken to the HIS Annual General Meeting September 2023.

The Leader of the Council and Lead Member for Governance and Communications, Cllr Bill Revans, invited comments from other Members present, there were no questions or points raised.

The Executive proceeded to vote on the recommendations, which were agreed unanimously.

The Executive agreed:

a.        The approval of the Homes in Sedgemoor annual company accounts as set out in the report.

b.        That the appointment of external auditors – Bishop Fleming – is endorsed further to the procurement exercise undertaken by Homes in Sedgemoor.

ALTERNATIVE OPTIONS CONSIDERED: As set out in the officer report

REASON FOR DECISION: As set out in the officer report

To consider the report.

Following consideration of the officer report, appendices and discussion, the Executive:

a.        Agreed to note the final overall overspend for Somerset of £18.7m funded from reserves.

b.        Agreed the requested carry forwards of £0.5m.

c.        Noted the opening position of £26.8m General Fund Reserves as at the 1 April 2023.

d.        Approved that £23m of Earmarked reserves are transferred in General Fund Reserves to ensure they are maintained at the appropriate level and to receive a report detailing the amalgamated earmarked reserves position at the October Executive meeting. 

e.        Noted the opening position of £156.8m of Somerset Council earmarked reserves as set out in Table 4 of the report and the current commitments against those reserves.

f.         Agreed the additions and amendments to the Capital Programme in the last quarter.

g.        Noted the completed capital projects.

h.        Noted the position on capital receipts and commitments.

i.         Noted the outturn positions of Sedgemoor District Councils Housing Revenue Account (an underspend of £0.446m) and Somerset West and Taunton (an overspend of £0.227m). 

j.         Approved the capital carry forwards of £4.6m relating to Sedgemoor District Councils HRA.

k.        Approved the reduction of £8.8m for capital schemes no longer required within the previous Somerset West and Taunton HRA

The Executive recommended to Council:

l.         To note the year end position of the legacy Councils’ General Fund Capital Programmes and approve the carry forward requests of £99.5m and revised Capital Programme.

m.       To note the year end position of the legacy Councils’ HRA Capital Programmes and approve the carry forward requests of £90.4m and revised Capital Programme.

ALTERNATIVE OPTIONS CONSIDERED: As set out in the officer report

REASON FOR DECISION: As set out in the officer report

The Leader of the Council and Lead Member for Governance and Communications, Cllr Bill Revans, invited the Deputy Leader and Lead Member for Resources and Performance, Cllr Liz Leyshon, to introduce the report.

The Deputy Leader and Lead Member for Resources and Performance, Cllr Liz Leyshon, introduced the report, highlighting: that the five legacy Council and the Pension Fund Statement of Accounts had been published; that the report outlines the overall impact of the outturn position for each legacy Council, including the opening reserves position, capital programme and Housing Revenue Account (HRA) for the former South Somerset District Council and Somerset West and Taunton Council; that the position of each legacy Council was outlined in the large number of appendices, noting and apologising that Appendix One – Somerset County Council Outturn Report 2022/23 had been published as a late supplementary report, and that the report had been available to view via the Scrutiny Committee – Corporate and Resources agenda for 7 September meeting;  the observation of the different styles of reporting and presentation across the legacy Councils and the opportunity to review and agree a reporting and presentation style for Somerset Council; the revenue budget overspend and the significant draw on reserves for 2022/23; the transfer of funds and the opening position for Somerset Council general fund reserve; that an amalgamated earmarked reserves position report to be received at the 4 October 2023 Executive meeting; the challenges and the need to rationalise the capital programme, including increased inflation, interest rates, project funding; the useable capital receipts of legacy Councils and current commitments;  and the thanks and appreciation to Officers for their work to deliver through the many challenges presented.

The Executive Director - Resources and Corporate Services, Jason Vaughan, further added to the above points, highlighting: that the report is a key document bringing together vital information of the five legacy Councils; clarified the audit position including: the published and outstanding audits and the national audit delays; the reserves position, including general fund reserves, remaining earmarked reserves and reserves held for other bodies.

The Leader of the Council and Lead Member for Governance and Communications, Cllr Bill Revans, invited comments from other Members present, questions and points raised included: the progression following the reported positions of the five legacy Councils; the Capital programme and potential cost increase; the work to improve the budget reporting and achieve a better understanding of risks, funding and clear context; and the transfer of useable and non-useable reserves and the effect on the resilience of the Council and the inclusion of clarity of the useable and non-useable reserves to be included in the amalgamated earmarked reserves report scheduled to  be considered at the October Executive meeting.

In response, the Executive Director – Resources and Corporate Services, Jason Vaughan, advised of the review of the capital receipts and commitments of the capital programme to identify and recommend the most effective use within the Medium Term Financial Programme.

The Executive proceeded to vote on the recommendations, which  ...  view the full minutes text for item 37.

To consider the report.

Following consideration of the officer report, appendices and discussion, the Executive:

a.        Noted the forecast overspend of £26.1m (as at month 4) for the year and the key risks, future issues and opportunities.

b.        Requested that each of the Scrutiny Committees urgently reviews the budget monitoring position for their areas of responsibility and that the relevant Executive members set out the reasons behind the current forecasts and the actions that are being taken to address the position. 

c.        Approved that member briefings are set to ensure every councillor has the opportunity to fully understand the financial current situation and the financial challenges facing the council going forward.

d.        Received a monthly update on the financial position and actions being taken to address it. 

ALTERNATIVE OPTIONS CONSIDERED: As set out in the officer report

REASON FOR DECISION: As set out in the officer report

The Leader of the Council and Lead Member for Governance and Communications, Cllr Bill Revans, invited Mr Alan Debenham to address the Executive.

Mr Alan Debenham addressed the Executive with questions regarding the Somerset Council's financial position, responses from the Executive Lead Members are provided in Appendix A to the minutes.

The Lead Member for Economic Development, Assets and Planning, Cllr Ros Wyke, added an update on the nutrient neutrality scheme and that once clarity on this scheme is received, the information will be communicated.

The Leader of the Council and Lead Member for Governance and Communications, Cllr Bill Revans, invited the Deputy Leader and Lead Member for Resources and Performance, Cllr Liz Leyshon, to introduce the report.

The Deputy Leader and Lead Member for Resources and Performance, Cllr Liz Leyshon, introduced the report, highlighting: that the report sets out the very stark and challenging situation that is faced both locally and nationally, including recent Government announcements; the forecast overspend and draw and use of reserves, the budget monitoring position and the addition of month four budget monitoring report; the opportunity as one Council to identify risks, improvements and opportunities; and the Directorate Management Teams work on actions to mitigate the position and financial recovery plans, including the five Scrutiny Committees to review the budget monitoring position of their area, risk reporting, monthly all Member Budget Monitoring Briefings and a monthly update on the financial position and actions being taken to address it.

The Executive Director - Resources and Corporate Services, Jason Vaughan, further added to the above points, highlighting: the upcoming use of the solver budget monitoring tool;  Section 114 notices; the recommendations presented to inform Council of the financial pressures; the increase in expenditure and income, with the Government National funding received by Councils not matching responsibility and expenditure;  the transformation, savings and income generation proposals; treasury management activities.

The Leader of the Council and Lead Member for Governance and Communications, Cllr Bill Revans, invited Executive Lead Members to provide an update on projected overspends, mitigations and opportunities within their area of responsibility. In reference to Strategy & Performance and Governance, the Leader advised of an overspend due to the continued need to place legal cases, principally in respect of childcare, with legal experts with actions including reviewing practice and developing the capacity of the legal team and reducing the need to externalise this work.

The Lead Member for Adult Social Care, Cllr Dean Ruddle, highlighted: the increased pressure on services and costs resulting in a projected £3.8m overspend; and the work to achieve £10m savings over two years, including monitoring and reviewing the budget to achieve efficiencies and the five key areas of planned mitigation to deliver efficient savings.

The Lead Member for Children, Families and Education, Cllr Tessa Munt, highlighted: the work on rationalisation of cost centres and the work to clearly present information and figures; the external placements budget overspend; and the use of Microsoft Dynamics and solver budget planning tool and the work with  ...  view the full minutes text for item 38.

To consider the report.

Following consideration of the officer report, appendices and discussion, the Executive considered:

Following consideration of the officer report, appendices and discussion, the Executive considered and commented on the information contained within the report, and endorsed the first Quarter 1 2023/2024 Performance Management Report for Somerset Council.

ALTERNATIVE OPTIONS CONSIDERED: As set out in the officer report

REASON FOR DECISION: As set out in the officer report

The Leader of the Council and Lead Member for Governance and Communications, Cllr Bill Revans, welcomed Sara Cretney as the new Service Director – Strategy and Performance, and invited the Deputy Leader and Lead Member for Resources and Performance, Cllr Liz Leyshon, to introduce the report.

The Deputy Leader and Lead Member for Resources and Performance, Cllr Liz Leyshon, introduced the report, highlighting:  the diligent and creative work of the Strategy and Performance team.

The Service Director - Strategy and Performance, Sara Cretney, further added to the above points, highlighting: the importance of the information in the understanding of how key services are performing in order to understand the Councils impact, and enable the Council to prioritise investment, identify, learn and address areas of concern and to celebrate success; the interim position and approach; and the work in progress to develop a comprehensive corporate performance framework aligned with the Business Plan.

The Leader of the Council and Lead Member for Governance and Communications, Cllr Bill Revans, invited comments from other Members present, questions and points raised included: the local and national backlog of Care Act assessments and the rigorous process in place locally, to reduce backlog.

The Executive proceeded to vote on the recommendations, which were agreed unanimously.

The Executive considered and commented on the information contained within the report, and endorsed the first Quarter 1 2023/2024 Performance Management Report for Somerset Council.

ALTERNATIVE OPTIONS CONSIDERED: As set out in the officer report

REASON FOR DECISION: As set out in the officer report

To note the latest Executive Forward Plan of planned key decisions that have been published on the Council’s website.

The Executive noted the Forward Plan.

The Leader of the Council and Lead Member for Governance and Communications, Cllr Bill Revans, advised that Executive meetings are to be held around the County at North, South, East and West area office venues, with the 4?October Executive meeting to be held in the John Meikle Room, Deane House, Taunton, TA1 1HE