Agenda and draft minutes

Venue: John Meikle Room, The Deane House, Belvedere Road, Taunton TA1 1HE. View directions

Contact: Democratic Services Email: democraticservicesteam@somerset.gov.uk 

Note: Please note: For the budget meetings taking place in January and February 2025, there is amended guidance on Public Question Time. Please see the guidance notes contained within each agenda for the amended details. 

Items
No. Item

82.

Apologies for Absence

To receive any apologies for absence.

Minutes:

Apologies were received from Councillor Andy Soughton; Councillor Wes Reed substituted for him.  Councillor Shane Collins attended online.

 

83.

Declarations of Interest

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 )

Minutes:

There were none.

84.

Minutes from the Previous Meeting pdf icon PDF 101 KB

To approve the minutes from the previous meeting.

Minutes:

The Committee was asked to consider the Minutes of the meeting held on 6 January 2025.  Subject to a change to include the Councillors who had sat as substitutes at the meeting, the minutes were proposed by Councillor Bob Filmer and seconded by Councillor Lucy Trimnell and were approved as a true and accurate record.

 

85.

Public Question Time

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’.

Minutes:

There were no questions submitted by the public.

86.

Scrutiny of the 2025-26 MTFP and Budget papers (this will be discussed ahead of item 5) pdf icon PDF 108 KB

Minutes:

The Committee had received a report the purpose of which was to give them an opportunity to provide constructive challenge and help ensure that the Council sets a balanced budget for 2025/26.

 

The Scrutiny Committee was recommended to scrutinise the 2025/26 budget savings proposals, growth proposals, fees and charges proposals and the HRA 2025/26 proposals and:

 

           i.          comment on the draft budget proposals for 2025/26; and

          ii.          consider if it has any specific recommendations or budget amendments for the Executive to consider at its meeting on 3 February.

 

At the outset of the item, the Lead Member for Finance, Procurement and Performance, Councillor Liz Leyshon, was invited to speak.  She explained that before the Council could decide its budget, the Council was waiting on several factors, three of which were in the hands of the Government.  Factors included:

 

·       The Government’s Final Settlement

·       An application by Somerset Council to Government for Exceptional Financial Support.

·       The Capitalisation Directive from the Government

·       Council Tax increase

·       Changes to National Insurance

 

In response to questions Councillor Leyshon said at this stage the Council would not state specific amounts of increases or costs.  This was because the Council was still in discussion with the Government.  The Section 151 Officer confirmed such detail would be announced in due course, giving the Scrutiny Committee an opportunity to consider the detail.  The Committee would meet again on 17 February 2025 to consider the remained budget papers and the Council Tax proposal.

 

As the discussion continued Councillor Leyshon said the Council was unlikely to freeze its Council Tax because of inflation.  She said it would be sensible to add a reasonable increase each year. 

 

The Committee noted there was expected to be a shortfall.  They noted the options which the Council was pursuing, including the application to Government for Exceptional Financial Support.  It was noted that without support the Council was unable to balance its accounts for 2025/26.

 

The Section 151 Officer advised that part of the Scrutiny Committee’s role is to scrutinise any overspending so that savings were delivered. 

 

RESOLVED

 

The Committee resolved to scrutinise the 2025/26 budget savings proposals, growth proposals, fees and charges proposals and the HRA 2025/26 proposals and:

i. comment on the draft budget proposals for 2025/26; and

ii. consider if it has any specific recommendations or budget amendments for the Executive to consider at its meeting on 3 February.

 

87.

Budget 2025/26 Savings Proposals, Growth Proposals and Fees and Charges pdf icon PDF 208 KB

To consider the Somerset Council Budget 2025/26 savings proposals, growth proposals and fees and charges.

 

Additional documents:

Minutes:

The purpose of this report was to set out additional Savings and Growth proposals and the proposed changes to Fees and Charges for 2025/26 to Executive.

 

The Executive would be asked to consider and endorse the proposals below before approval by Full Council:

 

a) Additional Budget Savings proposals for 2025/26 of £2.918m as set out in Tables 1, 3 and Appendix A

b) Budget Growth proposals for 2025/26 of £57.642m reducing to £55.719m by 2027/28 as set out in Table 2 and Appendix B

c) The proposed changes to Fees and Charges for 2025/26 as set out in Appendix C.

 

The reason for the recommendation was the Council must set a balanced budget and Council Tax by 11 March of the preceding financial year.  Full Council was due to meet later in February 2025.  This report would provide the Executive with an update on further savings proposals, growth and Fees and Charges.

 

The Section 151 Officer said the Council was in discussions with Government and without Exceptional Financial Support, the Council would be in a Section 114 position.

 

During the discussion which followed a number of points were considered including:

 

         The Dedicated Schools Grant (DSG) would be extended in 2025/26 and the override would stay in place to the end of the following financial year.  Without it the Council would face a Section 114 position.

         The Council did not currently know the outcome of a Legal Challenge from some individual Officers and the accounts had been prepared to allow for this.

         The loss of income in the report referred to the loss of income due to the sale of properties.

         It was unknown whether the Council was restricted from repeatedly applying for Exceptional Financial Support.  

         The Section 151 Officer explained the risk score. 

         With regard to fees and charges the Section 151 Officer highlighted there had been no decision made regarding the levels.  She was encouraging the Council to ensure they were covering their costs with regard to each fee.  She also said fees and charges could be changed within the financial year.  Members were encouraged to review the fees and charges.  It may be that some should be increased above inflation.

         Members wondered whether the Council should continue to provide guided walks.

         Members noted applications for Pavements Licences would increase very slightly, whereas applications for sex establishments would decrease by more.

         Members wondered how many dog mess bins the Council had and maintained.

         The Director of Community, Place, Economy and Community Services said each department had been instructed to set their fees and charges at the highest amount possible to ensure the cost of the service was covered.  He clarified all the Council’s fees and charges were covering the cost of each service except those of Harbour Management which cost more than could be recovered in fees and charges.

         The level of some charges was at the Council’s discretion.  For instance, green waste bins.  However, the level needed  ...  view the full minutes text for item 87.

88.

Housing Revenue Account Rent Setting and Fees & Charges 2025/26 pdf icon PDF 200 KB

To consider Housing Revenue Account (HRA) rent setting and fees & charges for 2025-26.

Additional documents:

Minutes:

The Management Accounting and Reporting Lead was invited to present the report.  The report set out the Housing Revenue Account (HRA):

 

a. Rent Setting for 2025/26

b. Fees & Charges for 2025/26

 

The proposals included in this report would enable the Council to set a balanced budget for the HRA for 2025/26.

 

The report also asked the Committee to note the Revenue Budget for 2025/26, Capital Budget for 2025/26 to 2029/30, MTFP Update and 30-Year Business Plan Update would be presented to the Executive / Full Council in February 2025.

 

During the discussion which followed a number of points were considered including:

 

·       Members noted the increases were all within inflation.

·       Members said the report was to be commended as it was straightforward.

·       The Lead Officer of Housing explained the costs associated with Fromefield House.  At this particular property the heating was provided inside each flat, not just communal heating.  This property was different to other Council owned property in this way.

·       The Officer further explained the heating charges were normally passed to the tenants. 

·       It was noted that Homes in Sedgemoor had seen the report.

 

 

Councillor Mike Murphy proposed that the recommendations be accepted.  This was seconded by Councillor Henry Hobhouse and approved.

 

RESOLVED

 

The Committee resolved to recommend that the Executive endorse the recommendations and refer to Full Council for approval:

 

1.     Rent Setting for 2025/26

a.       An increase of 2.7% on Dwelling Rents for 2025/26 in line with the Governments Rent Standard.

b.       An increase of 2.7% for Sheltered and Extra Care housing rents in line with the dwelling rents increase.

c.       An increase of 2.7% for Shared Ownership properties.

d.       An increase of 2.7% on affordable rental tenures, with the rent being reviewed at relet based on 80% of open market rent capped at the LHA rate.

 

2.     Fees & Charges for 2025/26

a.       The Service Charges for 2025/26 as shown in Appendix A for Homes in Sedgemoor and Appendix B for the In-House Service.

b.       An increase of 2.7% for garage rents in the North.

c.       A freeze on garage rents in the West.

d.       An increase of 1.7% on temporary accommodation daily rates.

e.       An increase of 1.7% for Meeting Hall hourly rental rates.

f.         An increase of 1.7% for Guest Room charges.

g.       To discontinue the lifeline subsidy from 1 April 2025 for all new tenants (whereas existing tenants will still benefit from this protection).

 

3.     To note that the Revenue Budget for 2025/26, Capital Budget for 2025/26 to 2029/30, MTFP and 30-Year Business Plan Update will be presented to a later Executive / Full Council in February 2025.

 

 

 

89.

Workforce Restructuring Programme 2024/25 pdf icon PDF 500 KB

To consider the report which sets out the latest position on the organisational structure proposals for Somerset Council.

Additional documents:

Minutes:

This report set out the latest position on the organisational structure proposals that formed a critical part in helping to achieve the ‘Vision for a sustainable Somerset Council’.

 

The Executive Director Strategy Transformation Resource, Workforce and Localities was invited to present the report. 

 

There were no proposals to stop services, but the reduction in capacity would require a sharp focus, in line with corporate priorities, to prioritise resource on those things that mattered most.

 

The Committee were asked to consider the latest organisational structure proposals and provide feedback on the following (detailed in appendices A, B and C of the report):

 

·       the potential consequential impacts on staff, services and the budget that have been identified throughout the consultation process, noting those proposed changes that would impact on existing approved service standards

·       the mitigating activities to reduce the impacts on staff, services and the budget

·       any recommendations for changes that would further reduce the impacts identified

 

Where the proposed changes would impact on existing approved service standards (appendix B) Executive (3 February 2025) would be asked to delegate authority to the relevant Service Director to revise the service standards and also complete a review of any impacted plans and policies (in consultation with their Executive Lead Member) before the end of May 2025.

 

The Committee were also asked to recommend a post implementation review of workforce reorganisation in Autumn 2025 to reflect on impacts, mitigations and learning.

 

During the discussion that followed these points were raised:

 

·       The Officer clarified that mitigation was in place to help to ensure that highway safety was not compromised by changes to the highway service.

·       Members were concerned that the highway service should continue as a consultee on all development. 

·       Members were concerned that the planning enforcement service should not be compromised.

·       There was further concern that Section 106 Agreements should be continued to be sought as more development was required.

·       With regard to development management, Councillors were seriously concerned the service was being put at risk.  The risks included costs for non-determination of applications and being brought into special measures.  The Executive Director Community Place Economy and Community Services explained steps were being taken to address this risk which had already been identified.

·       The Officer said, with regard to the cost of legal charges and legal fees associated with developments, he would take forward investigating how we might begin to have a more commercial approach to working with our developers.

·       Members noted there was a risk that Care Act assessment could be delayed as a result of the changes.

·       Members said it was vital that the interests of those with protected characteristics, for instance the disabled, were not unfairly impacted upon.

·       The Officer explained civic contingencies had been involved in the process and had been reviewed meaning that their service could still respond to emergencies such as the recent flooding.

·       Members were concerned about some of the maintenance services being passed to city/town and parish councils.  Members felt such services should be wholly devolved to  ...  view the full minutes text for item 89.

90.

Regional Devolution Proposals pdf icon PDF 91 KB

To consider the report on the regional devolution proposals for Somerset Council.

 

Additional documents:

Minutes:

The Service Director for Economic Development, Skills and Climate was invited to present the report.  He said the report explained the Somerset Council’s Scrutiny Committee for Corporate and Resources would be leading the oversight and scrutiny of the Council’s engagement and response to the developing agenda for regional devolution including the proposals for a joint approach with partner authorities including Dorset, Wiltshire and Bournemouth, Christchurch and Poole (BCP) Councils in the Wessex Area.

 

This report set out the latest development of the regional devolution proposals for scrutiny involvement, review, identification of any key lines of enquiry, comments and any additional recommendations ahead of the proposals being considered at the Executive meeting on the 3 February 2025 and Full council on 12 February 2025.

 

The value of scrutiny would be to scrutinise the proposals to ensure they supported the Council’s strategic aims and objectives in the Council Plan.

 

During the discussion that followed, various points were raised including:

 

·       Members noted the Government would provide capacity funding for the first three years of the arrangement.

·       The workforce arrangements for the new authority were currently unknown.

·       Some members felt the other authorities in the proposed partnership were very different to Somerset and Somerset may suffer as a result.  They noticed Devon was already combining with Torbay.  And Bristol was combing with Bath.  As yet, North Somerset had not decided to enter into such an arrangement.

·       Whilst it was noted that local economies were different, the new partnership may be able to benefit from national priorities such as strategic national projects.  It would be a new strategic authority.

·       The Officer explained the Scrutiny Committee would be involved with the decision-making as the new partnership evolved. 

·       It was expected that the new Mayor would work with the Leaders of the partnership authorities to agree decisions jointly.

·       It was further expected there would be a scrutiny arrangement developed to scrutinise the decision-making of the new partnership.

·       There was concern that the new partnership was very large and included large cities who may benefit from funding more than parts of Somerset.  There was concern some smaller, rural areas may lose out.

·       Some Members felt the arrangement may be useful for issues such as the railway.

·       It was noted that there was funding associated with the model.  Such funding would not be available otherwise.

·       Members said the initiative sounded similar of the former South West Regional Assembly.  Projects such as improving the A303 were unable to progress due to lack of funding.

·       Members noted the Somerset Council’s current financial situation which may make it difficult to benefit fully from the partnership.

·       Members said local knowledge was very important in decision-making, and it may be that the partnership was too far reaching.

·       There was concern the cost of issues such as an election next year and the cost of the set up was so rushed and ambitious it may be unobtainable.  

·       The Officer clarified that all local authorities had been approached by the Government to decide whether to join  ...  view the full minutes text for item 90.

91.

Forward Plan 2024/25 pdf icon PDF 45 KB

To consider the Forward Plan and propose items for inclusion and consideration by the Committee.

Minutes:

RESOLVED

 

That the Forward Plan be noted.