To receive declarations of personal and prejudicial interest (if any) from Members/Officers in accordance with the provisions of the Members’ Code of Conduct adopted by Council from 1 September 2008

None.

To receive for approval the Minutes of the meeting of the Town and Community Council Forum of 18 July 2016.

RESOLVED:           That the minutes of the Town and Community Council Forum of 18 July 2016 be approved as a true and accurate record.

The Chief Executive presented the report of the Section 151 Officer which appraised the Forum on the budget setting process.  He also outlined the potential impact of budget reductions outlined in the Medium Term Financial Strategy (MTFS) on the Council’s ability to deliver key services.  He clarified the timeline for engagement with Town and Community Councils on the transfer of services.

The Chief Executive reported that the Forum had been advised at its meeting on 21 September 2015 that the Council was experiencing a period of unprecedented financial challenge, facing a forecast funding shortfall of approximately £49m over 4 years.  He stated that the Council in 2016-17 identified budget reductions of £7.477m across a range of services when setting its budget which are currently being delivered. 

He informed the Forum that the Welsh Government had yet to provide indicative allocations regarding the 2017-18 settlement and therefore the Council would continue to work towards a ‘most likely’ scenario of a reduction of -3.2% in the MTFS.  He stated that in the best case scenario, the Council would be required to make savings of over £25m over 4 years, which added to the £34m reductions which the Council has made over the last 4 years, would equate to nearly a quarter of the Council’s net budget.  This would rise to over 30% under the worst case scenario.  He stated that under the most likely scenario, it was highly unlikely that the level of budget reductions can be delivered without changes to the level of scope of discretionary services provided by the Council, which would involve difficult choices having to be made on whether to retain, reduce or remove services. 

The Chief Executive informed the Forum that officers had stressed the need throughout the process to transform services and to look at how the Council spent on schools and social care.  He stated that the Council had the least discretion on spend on schools which during the MTFS period had seen growth.  Schools had been requested to make 1% efficiency savings on schools delegated budgets. 

The Chief Executive informed the Forum that the provisional settlement would not be known until 19 October 2016 and the final settlement would be known on 21 December 2016.  He stated there was a need to find ways of engaging with Town and Community Councils where they may be able to support and work with the Council on meeting budget reductions and to build into precepts. 

A member of the Forum questioned whether schedules of rates for services could be made available to Town and Community Councils to assist them in coming to an informed decision on whether to undertake services on behalf of BCBC.  The Corporate Director Communities informed the Forum that Town and Community Councils could approach the Communities Directorate directly should they require an indication of the cost of services.  The Chief Executive requested that Town and Community Councils come up with proposals on services they could run on behalf of the Council or top  ...  view the full minutes text for item 128.

The Skills and Sustainable Development Manager reported on an update on Community Asset Transfer. 

She informed the Forum that the Community Asset Transfer (CAT) Officer had received approaches from 56 organisations with 18 applications progressing to the business planning stage.  She stated that applications were predominantly from sports organisations who aimed to pursue the self-management of pavilions and also keen to explore the maintenance of playing fields.  To date, three applications were progressing from Town and Community Councils for the asset transfer of public toilets, bus shelters, pavilions and community centres. 

The Skills and Sustainable Development Manager reported that the Wales Cooperative centre had been commissioned to study the CAT process, with one of the recommendations relating to providing additional support to interested groups and organisations to assist them through the CAT process.  To this end, independent support had been commissioned by the Council which would be available from October 2016 until March 2019 subject to the contract being award. 

The Skills and Sustainable Development Manager informed the Forum that the £50k per annum capital allocation had been increased to £100k per annum between 2016-17 and 2018-19 funded from the Change Fund Earmarked Reserve for CAT related applications.  She also informed the Forum there had been a lot in interest in the CAT process but how CAT is implemented is dependent on the outcome of the Strategic Review of parks and playing fields. 

A member of the Forum questioned what would happen to assets which had restrictive covenants placed on them which could potentially be the subject of a CAT.  The Corporate Director Communities informed the Forum that restrictive covenants on assets would be looked at by the Council’s Property Department.  Steps would be taken by the Council to protect itself as well as the applicant in the event of an asset being transferred.           

A member of the Forum questioned the amount of funding that remained in the capital allocation for CAT.  The Corporate Director Communities informed the Forum that allocation of £1m remained in the capital allocation to provide capital investment to refurbish and improve the Council’s sports pavilions.  However there was intent to support one application and  the amount will be subject to their Business Plan application’ .  A member of the Forum questioned the progress being made with surveys being undertaken in order to progress CAT applications.  The CAT Officer informed the Forum that the Property Department has commissioned surveys but there had been delays in reports being received which would inform the parks and playing fields review.  She stated that the surveys being undertaken are asset management surveys and not structural surveys.

A member of the Forum questioned whether assets would be put into a serviceable condition prior to transfer.  The Corporate Director Communities informed the Forum that the Council would not invest in facilities where there was no interest coming forward to manage the facilities as this would not prove best value for money.  Where there is interest in a CAT and an organisation has  ...  view the full minutes text for item 129.

The Head of Democratic Services reported on an update on the development of the Action Plan of the Town and Community Councils Charter and sought approval of the actions for inclusion in the Action Plan and to agree the Action Plan. 

He informed the Forum that the new TCC Charter was signed at the previous meeting of the Forum and it was agreed that the Action Plan be reviewed at each subsequent meeting to enable priorities to be identified and managed appropriately.  He also informed that the new Charter had now been signed by all Town and Community Councils within the County Borough.  Initially, the first phase of partnership working would focus on the development of relationships, concentrating on improvements to partnership working.  Work would then follow on developing specific proposals for future service reviews to be incorporated into the Action Plan. 

The Head of Democratic Services demonstrated to the Forum the web page which had been created on the BCBC website which explained about the Charter and how the charter is to be reviewed.  A press release would be made shortly publicising the signing of the Charter by all parties. 

The Head of Democratic Services also reported that as part of the revised Charter regular meetings with Town and Community Clerks would take place be held a month prior to meetings of the Forum.  This would provide sufficient time for BCBC officers to produce reports to be considered by the Forum.  The inaugural meeting had taken place with Clerks with 11 in attendance.  He highlighted the issues discussed and informed the Forum that potential candidate sessions would be held during Local Democracy Week on 11 and 12 December 2016. 

The Head of Democratic Services requested that the Forum review the Action Plan and propose items for inclusion in the action plan.  He informed the Forum that the annual review of the Charter will take place in July 2017, a year after the date of the signing of the Charter.  He stated that in preparation for the review, legislative changes regarding the Local Service Board becoming a Public Services Board have already been identified for updating.  Further legislative changes affecting the Charter would be identified throughout the year in readiness for the review.                  

RESOLVED:           That that the Forum:

1.    Noted the progress made regarding the Charter and the introduction of the TCC Clerks meeting;

Approved the updated Charter Action Plan. 

To consider any other item(s) of business in respect of which notice has been given in accordance with Rule 4 of the Council Procedure Rules and which the person presiding at the meeting is of the opinion should by reason of special circumstances be transacted at the meeting as a matter of urgency. 

There were no urgent items.