Democratic Services CABINET TUESDAY 4 DECEMBER PM COUNCIL CHAMBER, CIVIC CENTRAL MILTON KEYNES AGENDA Members of the Cabinet: Councillor Cou

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1 Democratic Services CABINET TUESDAY 4 DECEMBER PM COUNCIL CHAMBER, CIVIC CENTRAL MILTON KEYNES AGENDA Members of the Cabinet: Councillor Councillors Marland (Leader of the Council) Gowans, Legg, Long, Middleton, O Neill, Nolan and Priestley If you have any enquires about this agenda please contact Shelagh Muir (Committee Manager) on Tel: (01908) or shelagh.muir@milton-keynes.gov.uk Milton Keynes Council, Democratic Services, Civic Offices, 1 Saxon Gate East, Milton Keynes, MK9 3EJ Tel: (01908) (1)

2 Health and Safety Please take a few moments to familiarise yourself with the nearest available fire exit, indicated by the fire evacuation signs. In the event of an alarm sounding during the meeting you must evacuate the building immediately and follow all instructions provided by the fire evacuation officer who will identify him/herself should the alarm sound. You will be assisted to the nearest designated assembly point until it is safe to return to the building. Mobile Phones Please ensure that your mobile phone is switched to silent or is switched off completely during the meeting. Agenda Agendas and reports for the majority of the Council s public meetings can be accessed via the Internet at: Wi Fi access is available in all Council meeting rooms. Users of Windows 7 and above can simply click the link to any documents you wish to see. Users of Windows XP will need to right click on the link and select open in browser. Recording of Meetings The proceedings at this meeting may be recorded for the purpose of preparing the minutes of the meeting. In accordance with the Openness of Local Government Bodies Regulations 2014, you can film, photograph, record or use social media at any Council meetings that are open to the public. If you are reporting the proceedings, please respect other members of the public at the meeting who do not want to be filmed. You should also not conduct the reporting so that it disrupts the good order and conduct of the meeting. While you do not need permission, you can contact the Council s staff in advance of the meeting to discuss facilities for reporting the proceedings and a contact is included on the front of the agenda, or you can liaise with staff at the meeting. Guidance from the Department for Communities and Local Government can be viewed at the following link: 2/140812_Openness_Guide.pdf Comments, Complaints and Compliments Milton Keynes Council welcomes comments, complaints and compliments from members of the public in order to make its services as efficient and effective as possible. We would appreciate any suggestions regarding the usefulness of the paperwork for this meeting, or the conduct of the meeting you have attended. Please your comments to meetings@milton-keynes.gov.uk If you require a response please leave contact details, ideally including an address. A formal complaints / compliments form is available online at (2)

3 1. Apologies AGENDA 2. Cabinet Announcements To receive any announcements from the Leader and members of the Cabinet. 3. Minutes To approve, and the Chair to sign as a correct record, the Minutes of the meeting held on 6 November 2018 (Item 3) (Pages 7 to 19). 4. Disclosures of Interest Councillors to declare any disclosable pecuniary interests, or personal interests (including other pecuniary interests) they may have in the business to be transacted, and officers to declare any interests they may have in any contract to be considered. 5. Deputations and Petitions Any further Deputations or Petitions received will be reported at the meeting. 6. Questions from Members of the Public To receive questions from residents and electors of the Borough. 7. Councillors Items None received. 8. Councillors Questions (15 Minutes) Councillors to ask questions of the Leader of the Council or a Cabinet member on issues within their portfolio. 9. References from Other Bodies (a) Strategic Placemaking Scrutiny Committee - 17 October Milton Keynes Development Partnership That the Cabinet consider: (a) (b) (c) advising the Development Partnership to consider taking account of potential place making issues when considering commercial developments outside Central Milton Keynes; ensuring that the Development Partnership supports the Council s aspirations for delivering a mixture of housing types; circulating details of the current position with regard to the redevelopment of Midsummer Boulevard East; (3)

4 (d) (e) (f) (g) (h) (j) requesting the Development Partnership to continue to allow parking at Milton Keynes Bowl at peak times, including large events at Stadium:MK, until such time as the Partnership brings forward development proposals for the Bowl; the impact and consequences of the development of the MK:U site on the availability of parking in Central Milton Keynes; making adequate parking available for buses visiting Milton Keynes as part of the Mobility Strategy; requesting that the Development Partnership bring forward proposals for developments in Central Milton Keynes which attract visitors, including attractions which can be accessed by persons with limited means and voluntary sector / social services facilities; encouraging the Development Partnership to consider the mix of retail, leisure and accessibility which has made MK1 a success when preparing development briefs for similar projects; and asking the Development Partnership to subject its draft Business Plan to a sensitivity analysis, or review by the Council s Audit Committee. 2. Implications of Growth That the Cabinet be recommended to: (a) (b) (c) (d) make the work to implement the MK Futures 2050 Report recommendations Business as Usual without impacting on the current work to drive forward the MK Futures 2050 vision, investigate the possibility of: (i) (ii) the Council becoming a Public Transport Authority; the potential for change of the Borough s external boundaries; request the local MPs to make representations to the appropriate Ministers to remove any barriers to the Council becoming a Public Transport Authority, including the apparent stipulation that only local authorities with an elected Mayor can become a Public Transport Authority; ensure that where possible street furniture, including lamp posts, street signs and bollards, conform to a standard design and colour in keeping with the street furniture in the vicinity; (4)

5 (e) (f) (g) (h) (i) (j) (k) (l) (m) 3. Housing Deal ask officer colleagues to work with bus operators to promote bus services and ensure that comprehensive information is available to users and potential users which identifies the cost of fares, location of bus stops and routes identify and critically assess, taking account of the Council s long term vision, all possible funding sources for infrastructure provision; seek to ensure, as far as possible, that sufficient infrastructure is provided in advance of development; ensure better phasing and management of multi-year sites; encourage and promote increased usage of smaller buses to provide an App based on demand service; ensure that increased connectivity between all areas is a key element of any planned growth, particularly walking and cycling; urge officer colleagues to take a proactive approach in preparing a master plan for the Milton Keynes growth strategy to ensure it is developed in a way consistent with the Council s growth aspirations, accessing specialist consultancy advice as appropriate; ensure that a wide range of groups such as MK Forum, bus users, and ward councillors are advised of future masterplan workshops; and request officer colleagues, taking account of the transport assessments being undertaken with regard to the development of Midsummer Boulevard East and Station Square, to further investigate transport models which best fit the needs of Milton Keynes going forward, including transport desire lines. That Cabinet be advised of the Committee s concerns at the limited powers available to the Council to influence the speed of development and recommended to: (a) (b) (c) take what measures it can to speed up the rate of house building, including measures available through the Development Management process; encourage officer colleagues negotiating the Housing Deal to seek additional powers for the Council to influence the rate of development; and consider the possibility of establishing a body responsible for overseeing future development. (5)

6 (b) Scrutiny Management Committee - 21 November 2018 Scrutiny of the Council s Regeneration Programme and Resources to Support Scrutiny That, noting that the Scrutiny Management Committee is recommending to Council the appointment of an additional scrutiny committee from May 2019 to scrutinise the Council s Regeneration Programme and the need for sufficient officer support for the current scrutiny structure including task and finish groups, the Cabinet is requested to include in the draft Budget 2019/20 provision for an additional Overview and Scrutiny Officer. 10. Draft Council Budget 2019/20 and Medium Term Financial Plan 2019/20 to 2022/23 To consider Item 10 (circulated under separate cover) 11. Choice Based Lettings To consider Item 11 (Pages 20 to 22) Mid-Year Treasury Management Report To consider Item 12 (Pages 23 to 33) (6)

7 ITEM 3 Minutes of the meeting of the CABINET held on TUESDAY 6 NOVEMBER 2018 at 6.30 pm. Present: Officers: Apology: Councillor Marland (Chair). Councillors Legg, Long, Nolan, Middleton, O Neill and Priestley. P Simpson (Corporate Director Resources), D Sharkey (Corporate Director Place), M Heath (Acting Director of Children s Services), V Collins (Acting Director of Social Services), M Kelleher (Service Director [Housing and Regeneration]), S Richardson (Service Director [Finance and Resources]), P Cummins (Acting Service Director [Legal and Democratic Services]), E Nickless (Head of Homelessness Prevention and Housing Access) and S Muir (Committee Manager). Councillor Gowans (Cabinet member for Public Realm) Also Present: Councillors R Bradburn, Crooks, Ferrans, Jenkins, Morris and Walker and 11 members of the public C101 ANNOUNCEMENTS Councillor Nolan announced, with reference to the Walnuts Residential Home, that it was part of a local authority maintained school but was separately registered with Ofsted. As such, the Special Educational Needs Code of Practice required the Council to regularly monitor its structures and arrangements to ensure they continued to be appropriate. Councillor Nolan continued that, with reference to the recent informal consultation at the Walnuts Residential Home which was to explore if the residential provision should continue, a routine OFSTED inspection of the home had taken place which had graded the home as inadequate. OFSTED had issued timelines for concerns to be addressed and planned to return for a further inspection in December Councillor Nolan indicated that, as a result, it was not her view that it was the right time to move to a formal consultation to close the residential home. Once the residential home had been judged to be at least adequate, a formal consultation might then be considered. Councillor Nolan also indicated that through the informal consultation, the Council had heard from families who were concerned about the immediate impact of any closure and worried about whether the children currently resident would be forced to move. The Council did not want anyone to move unless it was in their best interests to do so. Therefore 6 November 2018 (7)

8 C102 C103 C104 the plan was to consult on any closure after Autumn 2021 (when the youngest child currently resident would be aged 16). Meanwhile, she had requested that no new children became permanently resident at the home. MINUTES RESOLVED - That the Minutes of the meeting of the Cabinet held on 2 October 2018 be approved and signed by the Chair as a correct record. DISCLOSURES OF INTEREST Councillor Long disclosed a non-prejudicial interest in Item 13 (General Fund Revenue, Housing Revenue Account, and Dedicated Schools Grant and Capital Programme Forecast Outturn Report for Quarter 2) in respect of Tickford Park Primary School and in connection with his employment as he dealt with Age UK. QUESTIONS FROM MEMBERS OF THE PUBLIC (a) Question from Mr D Lee to Councillor Marland (Leader of the Council) Councillor Marland thanked Mr Lee for his questions with reference to the 20 day response deadline for Freedom of Information requests that referred to a response under Freedom of Information which stated that the no data was kept for the response times to 996 requests. Mr Lee asked what measures were in place to ensure the legal requirement was met and what evidence could be produced to show compliance. Councillor Marland clarified that data was kept about response times. All Freedom of Information requests were logged onto a system called REACT and data, including the length of time it took to respond to a request, whether individual or overall, could be reported. Councillor Marland clarified that the Council had a target of disclosing information requested within 20 working days in line with statutory requirements. On the occasions where longer than 20 days was taken, this was generally agreed with the applicant. Freedom of Information performance was reported on a quarterly basis to both the Council s Information Governance Board and the Corporate Leadership Team for oversight and action if necessary. In response to a supplementary question when Mr Lee asked about responses to his Freedom of Information requests that had not been received within the target deadline period, Councillor Marland indicated that information about any specific Freedom of Information request should be addressed to the appropriate Service Area. 6 November 2018 (8)

9 (b) (c) (d) Question from Mr Weller to Councillor Marland (Leader of the Council) Mr Weller, with reference to a recent report in the press, asked Councillor Marland to clarify the Council s position on an alleged 15m error in the Council Accounts and the alleged overcharging by Mears of 80,000 a month which could amount to another 2m since the Mears contract was agreed in Councillor Marland thanked Mr Weller for his question and indicated that he could confirm that the Council had received an allegation from a third party and the information was passed to Council s external auditors who had been asked to investigate. Councillor Marland stated that it would therefore not be appropriate to comment further until the auditors had completed their investigation. In response to a supplementary question, when Mr Weller requested that the documents for this be made public by 31 December 2018, Councillor Marland indicated that relevant documents would be made available as necessary. Question from Mr Bobey to Councillor Long (Cabinet member for Housing and Regeneration). Councillor Long thanked Mr Bobey for his question with reference to the responses to the two consultations on the Housing Revenue Account and the Housing Strategy, when he asked what the target response time was for these submissions, and when, in these particular cases, would a response be provided to the submission from the Residents of Regeneration Estates, which had asked for a formal and detailed reply on each. Mr Bobey added that no formal response had yet been received. Councillor Long indicated that all the responses would be shared after the consultations had closed and all the submissions had been assessed. Question from Mr Dunn to Councillor Marland (Leader of the Council) Mr Dunn, with reference to rough sleepers at Station Square and the large amount of personal belongings they had, asked Councillor Marland why nobody seemed to be sorting this out because it was not a very good first impression for those arriving in Milton Keynes. Councillor Marland thanked Mr Dunn for his question and indicated that an operation had taken place on 2 November 2018 at Station Square, to engage with the two known rough sleepers who regularly bedded down at the station, and actively support both with access to accommodation and to store or remove, with their permission, the personal items they did not need. This had involved the Homelessness Prevention and Waste Services Teams and 6 November 2018 (9)

10 (e) Serco, following lead up work by the Rough Sleeper Outreach Team. Councillor Marland also indicated that the Council was hopeful that following the work of the Outreach Team, both individuals would be ready to go into accommodation and facilitating this by the end of that week had been discussed with them. The Council was optimistic that it could support these individuals into accommodation and with continued support to settle. There would also be some follow up work at the Station once this had been achieved, to prevent any further rough sleeping and items being kept there for the purpose of rough sleeping or begging. In response to a supplementary question from Mr Dunn who indicated that there were also rough sleepers in other parts of Milton Keynes, Councillor Marland indicated that officer colleagues were aware of rough sleeping issues in other areas of Milton Keynes and were investigating these. Question from Mr Francis to Councillor Marland (Leader of the Council) Mr Francis, with reference to recent statements that the population of Milton Keynes was set to expand to 500,000 by 2050, indicated that this would have an even bigger impact on the area than the original 1967 Plan for Milton Keynes had, would affect a far larger number of people and asked if the Council planned to consult with residents about the proposed expansion and if so, when? Councillor Marland thanked Mr Francis for his question and indicated that that aspiration to increase the population to 500,000 had been included in the Council Plan and also that work was underway with regional partners, neighbouring local authorities and Government to prepare a Strategic Growth Study to examine the impact of a potential population of 500,000 by It was anticipated that this would assist the Council to effectively plan infrastructure such as roads, transport, schools and health provision to support the long term growth and future development of Milton Keynes. In response to a supplementary question from Mr Francis who indicated that he hadn t seen any evidence of consultation, Councillor Marland indicated that the aspiration to expand Milton Keynes was part of the Administration s manifesto and had been considered at several Council meetings including the Cabinet meeting on 5 June 2018 (Minute C25 refers) as part of the six monthly update of the MK Futures 2050 Programme; Project One of the Six Big Projects, included in the Milton Keynes Council Plan at the Council Meeting of 19 July 2018 (Minute CL33 refers), and at the Strategic Placemaking Scrutiny Committee of 17 October November 2018 (10)

11 C105 COUNCILLORS QUESTIONS (a) (b) (c) (d) Question from Councillor Crooks to Councillor Marland (Leader of the Council) In response to a question from Councillor Crooks who requested that the submission of the Housing Infrastructure Bid to Government be delayed until March 2019 in order that submissions from the Milton Keynes East Local Stakeholder Group Workshops could be included, Councillor Marland indicated that he would investigate with the Acting Director of Policy, Insight and Communications if delaying the submission of the bid to the March 2019 deadline would have any adverse effects. Question from Councillor Jenkins to Councillor Nolan (Cabinet Member for Children and Families) In response to a question from Councillor Jenkins with reference to the announcement about the Walnuts Residential Home referred to at Minute C101 above, Councillor Nolan agreed that the announcement would be circulated. Question from Councillor Jenkins to Councillor Middleton (Cabinet Member for Resources and Innovation) In response to a question from Councillor Jenkins with reference to the parking provision in the industrial area at Caldecotte which was previously considered at the Cabinet meeting of 4 September 2018 (Minute C77 refers), when residents advised that inadequate parking provision on land had resulted in employees parking on the neighbouring residential area, Councillor Middleton indicated that to learn what was needed and to try and find solutions, a meeting would be set up, inviting the Ward members and representatives from the Parish Council, with himself and the Corporate Director Place. In response to a supplementary question, Councillor Middleton indicated that he recognised the need to include a more strategic approach to issues that might develop along Brickhill Street if further development took place. Question from Councillor Walker to Councillor Marland (Leader of the Council) In response to a question from Councillor Walker, who asked with reference to the proposed expansion of Milton Keynes to 500,000 residents where the mandate for this originated, Councillor Marland referred to his response at Minute C104 above and added that some of the potential 500,000 population was growth outside the borough by neighbouring local authorities that would impact on services and infrastructure in Milton Keynes. In response to a supplementary question, Councillor Marland indicated that consultations and surveys on this topic had not been ruled out. 6 November 2018 (11)

12 C106 (e) Question from Councillor R Bradburn to Councillor Marland (Leader of the Council) In response to a question from Councillor R Bradburn with reference to the proposed expansion of Milton Keynes to 500,000 residents and requesting that all the facts be made clear, Councillor Marland referred to his previous answers and indicated that he would be happy to meet with the local MPs to discuss the issue. REFERRALS FROM HEALTH AND ADULT SOCIAL CARE SCRUTINY COMMITTEE - 26 SEPTEMBER 2018 The Cabinet considered referrals from the Health and Adult Social Care Scrutiny Committee meeting held on 26 September The referrals were presented by Councillor Jenkins who summarised the issues that included: discharge from Hospital - Procedures and Discharge Planning (Home1st Service); alcoholism in Milton Keynes; integration of Social Care Services (Milton Keynes Council) and Health Services (Milton Keynes Clinical Commissioning Group); and Healthwatch Annual Report 2017/18. Councillor O Neill, the responsible Cabinet member for Health and Wellbeing, thanked Councillor Jenkins and the Health and Adult Social Care Committee for its work and indicated that work was ongoing in most of the areas highlighted, and with reference to the Home1 st Service, changes in funding were not expected. Councillor O Neill added with reference to Alcoholism in Milton Keynes, that she would be meeting with Milton Keynes Clinical Commissioning Group to discuss this further and that the figures quoted by the Health and Adult Social Care Committee evidenced that putting financial support into public health issues at an early stage successfully saved money in the longer term. Councillor O Neill also indicated with reference to integration with the Milton Keynes Clinical Commissioning Group, both the Council and the Clinical Commissioning Group were committed to this but it was a complex process that would take time to progress to ensure that it worked well. Councillor O Neill added that a report with reference to this had been sent to the Milton Keynes Clinical Commissioning Group that day. With reference to the surplus of 20k that Healthwatch was holding in its reserves, Councillor O Neill indicated that she was aware of this and the remaining funds were yet to be drawn down from the Council. The Cabinet also heard from Councillor Marland during consideration of the item. 6 November 2018 (12)

13 C107 RESOLVED - That the referrals be noted. BUDGET AND RESOURCES SCRUTINY COMMITTEE - 23 OCTOBER 2018 The Cabinet considered the referral from the Budget and Resources Scrutiny Committee held on 23 October 2018 that was introduced by Councillor R Bradburn (Chair of the Budget and Resources Scrutiny Committee). Councillor R Bradburn outlined that during October 2018 the Committee held three focused meetings where it met with and received presentations from Cabinet members and the Council s senior budget holders to review, scrutinise, and form judgements on the financial environment as part of the development of the 2019/20 budget and the Financial Sustainability Plan 2019/ /22. Councillor R Bradburn summarised the findings of the Budget and Resources Scrutiny Committee and indicated that the guidelines issued to all those involved had worked well and the standard of information provided this year was much improved. Business cases had been produced for the identified pressures which were supported by technical details and evidence gathering. This information had improved the discussions and allowed more time for the Committee to discuss strategic aspects. Councillor Bradburn gave examples of the areas that were causing most areas of concern and possible measures to improve which were typified by: Place Directorate, in future, the Committee would like to see more robust analysis and stringent modelling applied to any large, technically complex projects such as the Residual Waste Treatment Facility and evidence of this included in business cases before they are added to the draft budget. In Growth, Economy and Culture, the Committee would like to see more rigour applied to the undelivered savings from previous years during the preparation of budget proposals, to ensure that any savings targets remain realistic. Councillor R Bradburn also indicated that as a result of the strict budget measures taken by the Council over the past few years, it was better placed than many local authorities with regard to its financial situation Councillor Middleton, the responsible Cabinet member for Resources and Innovation. thanked Councillor R Bradburn and the Budget and Resources Scrutiny Committee for its work and indicated that the Budget and Resources Scrutiny Committee Challenge meetings had been open and honest, and that most of these had taken place before the October 2018 Government budget announcements. These announcements would be incorporated in the Council s draft budget that was scheduled for consideration at the December Cabinet meeting. 6 November 2018 (13)

14 C108 Councillor Middleton also indicated that a detailed written response to the referral would be included at the 4 December meeting of the Cabinet. The Cabinet also heard from Councillor Marland who thanked all those concerned for their work to improve the budget setting process. RESOLVED - 1. That the referral be noted. 2. That a detailed written response to the report of the Budget and Resources Scrutiny Committee be submitted to the 4 December 2018 Cabinet meeting. DRAFT HOUSING ALLOCATION SCHEME The Cabinet considered approving the draft Housing Allocation Scheme and consultation which was introduced by Councillor Long, the responsible Cabinet member for Housing and Regeneration. Councillor Long reported that the current Allocation Policy was adopted in 2007 and was now out of date. The current Policy effectively incentivised applications under Part VII of Housing Act 1996 (i.e. homeless applications) as the route to social housing in Milton Keynes. This resulted in higher temporary accommodation costs and increased demands on the Council Councillor Long also indicated that a 12 week consultation on the draft Allocation Policy would be carried out following which the policy will be brought back to Cabinet for adoption, having taken account of the consultation responses. The Cabinet considered the alternative option to do nothing but recognised that the current Allocation Policy was out of date and required amendments to ensure it was compliant with legislation. Additionally, the current policy was not effective in managing homelessness and risked an increase in the use of temporary accommodation. Councillor Long also indicated that the draft Allocation Policy had been developed to ensure that the allocation of social housing in Milton Keynes was made to those in greatest need, and to give applicants a clearer and more realistic view of their chances of being allocated social housing. The new Policy supported the creation of a housing register and aided the option to implement Choice Based Lettings. Councillor Long further indicated that it was anticipated that the Policy would offer more protection to those who rented accommodation in the private sector and give more choice on the allocation of housing. Councillor Long clarified that all the proposals that came forward during the consultation process would be thoroughly investigated and the final Allocation Policy would be brought back to the Cabinet for adoption. The Cabinet also heard from Councillor Ferrans during consideration of the item. 6 November 2018 (14)

15 C109 RESOLVED - 1. That a 12 week consultation on the draft Housing Allocation Policy be agreed. 2. That it be noted that following the consultation, a final Allocation Policy would be referred back to the Cabinet for adoption. MAKING THE CAMPBELL PARK NEIGHBOURHOOD PLAN The Cabinet considered recommending that the Council make the Campbell Park Neighbourhood Plan, which was presented by Councillor Legg, the Cabinet member for Customer Services. Councillor Legg indicated that at the referendum held on 11 October 2018, there were 991 votes in favour of making the Neighbourhood Plan and 155 against. Under the changes to S38 of the Planning and Compulsory Purchase Act 2004, introduced by the Neighbourhood Planning Act 2017, following a successful referendum, a Neighbourhood Plan came into force as part of the statutory development plan. The Plan was required to be made (brought into force) by the local planning authority within 8 weeks of the referendum. Councillor Legg also indicated that if the Council agreed the Neighbourhood Plan, notification of the decision would be sent to Campbell Park Parish Council, and published by this Council to bring it to the attention of people who lived, worked or carried out business in the neighbourhood area. Councillor Legg also congratulated Campbell Park Parish Council for its work in preparing and submitting the successful Neighbourhood Plan. RESOLVED - 1. That the Cabinet recommends to Council that it makes the Campbell Park Neighbourhood Plan pursuant to the provisions of Section 38(A)(4) of the Planning and Compulsory Purchase Act 2004, and that: (a) (b) a decision document setting out the results of the referendum and the Council s decision to make the plan, and the Campbell Park Neighbourhood Plan be published on the Council s website and in other means, to bring them to the attention of people who live, work or carry out business in the neighbourhood area; and the decision document and details on how to view the plan be sent to the qualifying body (Campbell Park Parish Council) and any person who asked to be notified of the decision. 2. That Campbell Park Parish Council be congratulated. 6 November 2018 (15)

16 C110 THE MILTON KEYNES COUNCIL BUSINESS PLAN 2018/19 PROGRESS REPORT C111 The Cabinet considered an update on the Council s Business Plan 2018/19 which was introduced by Councillor Marland, Leader of the Council. It was reported that the revised Council Plan was adopted by the Council on 20 June 2018 (Minute CL33 refers). The Delivery Plan, which formed part of the revised Council Plan, was a comprehensive overview of key milestones and targets to deliver the commitments that reflected the Council Plan priorities and set out actions that covered the one year period. It was also reported that the Business Plan included performance indicators, management information and timely updates that it was anticipated would be used to report progress against the priorities to Cabinet. The service planning process would be reviewed to ensure all the key priorities were reflected and the appropriate performance information was collected for reporting and monitoring purposes. Councillor Marland indicated that the Council was not required to have a Business Plan framework, but by having one meant that progress against the delivery of the revised Council Plan could be monitored quarterly. Councillor Marland also indicated that the Local Government Association Peer Review Challenge had taken place between 1-4 October 2018 and an action plan was being prepared detailing the Peer Group s findings. The Cabinet also heard from one member of the public during consideration of the item RESOLVED - That the progress on the implementation of the Council Plan Business Plan be noted. GENERAL FUND REVENUE, HOUSING REVENUE ACCOUNT, DEDICATED SCHOOLS GRANT AND CAPITAL PROGRAMME FORECAST OUTTURN REPORT FOR QUARTER 2 The Cabinet considered the General Fund Revenue, Housing Revenue Account, Dedicated Schools Grant and Capital Programme Forecast Outturn Report for Quarter 2 that was presented by Councillor Middleton, the Cabinet member for Resources and Innovation. It was reported that General Fund Revenue Account indicated: (a) (b) an overspend of 1.350m; (compared to 2.778m overspend in the previous quarter); the General Fund Revenue Account planned savings of m had been delivered (64% of the annual savings target) and by 31 March it was forecasted that m savings would be achieved (88%), leaving a shortfall of 2.034m in planned savings. This had 6 November 2018 (16)

17 (c) (d) (e) been reflected in the forecast overspend above (an increase of 0.218m since Quarter 1); the Housing Revenue Account was currently forecasting a break even position by 31 March 2019 compared to a 0.123m deficit in Quarter 1). This forecast included no unplanned use of reserves; the Dedicated Schools Grant budget was set with an estimated surplus carry forward into 2019/20 of 0.067m, the forecast position at Quarter 2 was reporting a surplus carry forward of 1.999m; as at the 30 September 2018, the Capital Programme was showing: an overall forecast m compared to budget (of which m in 2018/19) which was a 2.887m underspend; and m projected re-phasing into later years. It was also reported that the changes required to the Capital Programme had resulted in a revised Capital Programme for 2018/19 of m and spend approval of m. It was also reported that the Council was responsible for the management of the Milton Keynes Tariff, which was a forward funding mechanism to deliver infrastructure in the expansion areas of the borough. It was anticipated that the impact of the proposals would result in a revised Tariff Programme for 2018/19 of 37.50m; with the total spend approval for these contributions at 20.43m and a forecast outturn of m. Councillor Middleton summarised that the General Fund Revenue Account Council was reporting a projected overspend of 1.350m at the end of September, which had reduced the General Fund balance to m. This was above the minimum level of reserve of m approved for 2018/19 and therefore the Corporate Leadership team was working with managers to mitigate overspends and reduce costs. Within this, one-off funding had been received for Adult Social Care winter pressures which had specific grant conditions that were being assessed and therefore had not been included in the current forecast. Councillor Middleton also indicated that simplified information had been included with reference to the projected adverse and favourable impacts of the General Fund Account variances which it was anticipated would improve scrutiny of these. 88% of savings had already been delivered although a further 25m of savings were required up to Councillor Middleton also summarised that, the forecast outturn for the Capital Programme compared to budget for both the projects as a whole, and the 2018/19 position, was an overall underspend of 2.887m. Although several projects had been slipped, other projects had been approved which included: 6 November 2018 (17)

18 a 12 form of entry Secondary School at Whitehouse for which a contract had been awarded, and also planning permission had been obtained for the Whitehouse Health Facility. A principle contract being awarded for the A421 improvements which were scheduled to commence in April 2019 with a completion programmed for autumn A CMK multi-storey Car Park for which Planning approval had been granted, and the award of the contract was imminent. With reference to a question from a member of the public requesting clarification of Lakes Satellite Sites, Land Value Enhancement of 919k, Councillor Middleton indicated that a written response would be supplied. The Cabinet also heard from Councillor Long and 2 members of the public during consideration of the item. RESOLVED - 1. That the General Fund Revenue Account forecast outturn of 1.350m overspend be noted. 2. That the forecast outturn on the Housing Revenue Account break even be noted. 3. That the Dedicated Schools Grant surplus carry forward of 1.999m be noted. 4. That the forecast outturn spend on the Capital Programme of m total project of which m in 2018/19 be noted. 5. That the additions and amendments to resource allocation and spend approval for the 2018/19 capital programme be approved. 6. That the overall funding position for the 2018/19 capital programme be noted. 7. That the additions and amendments to resource allocation and spend approvals for the 2018/19 tariff programme be approved. 8. That the current position of the 2018/19 tariff programme be noted. 9. The debt performance as at 30 September 2018 be noted. C112 COUNCIL TAX BASE 2019/20 The Cabinet considered the Council Tax Base and Business Rate Baseline proposals for 2019/20, which was introduced by Councillor Middleton (Cabinet member for Resources and Innovation). It was reported that the Local Government Finance Act 2012, required billing authorities to make calculations and supply information on their anticipated collectable business rate income for the following year. It was also reported that the Business Rates Baseline 2019/20 would be included with the draft budget report to Cabinet at its meeting in December, in accordance with the Local Government Finance Act November 2018 (18)

19 and related Statutory Instruments which required the Council to set its Council Tax Base for the forthcoming financial year by 31 January Councillor Middleton clarified that the 2019/20 funding contribution to parish and town councils was proposed at 530,000 and would be recommended to Council for approval as part of the final Budget in February Councillor Middleton highlighted that the Council was continuing to support parish and town councils; if the funding had been reduced in line with the Revenue Support Grant reductions to this Council, the funding contribution to Parish and Town Councils would have been reduced to a total of 0.070m. Councillor Middleton indicated that in implementing the Local Council Tax Reduction Scheme, the Council had invested in a discretionary fund currently set at 100k to help those Council Tax payers affected by the change to create and promote easier ways to pay. As a result, collection rates were better than initially predicted, helping to maintain the overall collection rate at 98.4%. Additionally, by continuing with the current Local Council Tax Reduction Scheme for 2019/20, this would maintain the maximum level of Council Tax support for working age claimants at 80%. RESOLVED - 1. That the 2019/20 Tax Base be set at 84, Band D equivalent properties. 2. That the provision for uncollectable amounts of Council Tax for 2019/20 be set at 1.6% producing an expected collection rate of 98.4%. 3. That the proposed 2019/20 funding contribution to parish and town councils of 530,000, be recommended to Council for approval as part of the final Budget in February That the distribution methodology to be used to allocate funding from Milton Keynes Council to parish and town councils be approved. 5. That the Council be recommended to continue the Local Council Tax Reduction Scheme, as adopted by the Council on 17 January 2018, for 2019/20, with amendments that reflect changes to related benefits and to the Council Tax Reduction Schemes (Prescribed Requirements) Regulations; retaining the delegation to the Corporate Director Resources to make technical legislative changes. THE CHAIR CLOSED THE MEETING AT 7.51 PM 6 November 2018 (19)

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21 Wards Affected: All ITEM 11 CABINET 4 DECEMBER 2018 CHOICE BASED LETTINGS Responsible Cabinet Member: Report Sponsor: Author and contact: Councillor Long (Cabinet member for Housing and Regeneration) Michael Kelleher Service Director (Housing and Regeneration) Eleanor Nickless (Head of Homelessness Prevention and Housing Access) Executive Summary: On 6 November 2018, Cabinet approved a draft allocation policy for consultation. This policy supports the creation of a housing register and the implementation of Choice Based Lettings (CBL). CBL is a system where all available homes are advertised to those who have been accepted onto the housing register as having a housing need. It is anticipated that with the implementation of CBL, along with a new allocation policy and housing register, that applicants and supporting services have a clearer and more realistic view of their chances of being allocated social housing. This report recommends the implementation of CBL in line with the modernisation of the homelessness service including the introduction of a new allocation policy and housing register. Councillor Nigel Long, Cabinet Member for Housing and Regeneration 1. Recommendation(s) 1.1 To approve the introduction of Choice Based Lettings - to include the allocation of Council stock and registered provider stock (with the potential to expand into the private sector following consultation with private landlords). 2. Issues 2.1 The Council does not, currently, have a housing register, which leads to a lack of transparency for customers applying for housing in Milton Keynes, as well as services and agencies supporting their clients. 2.2 Under the current allocation policy, offers of accommodation are made manually with officers matching applicants to properties. This includes a mixture of Council accommodation and nominations to Registered Providers. As applicants have little choice over the property they are offered, the chance of rejection is high; often because the property is in the wrong area, too far from schools or shops, or doesn t have certain amenities. 4 December 2018 (20)

22 2.3 Offers of accommodation are currently prioritised for those currently in temporary accommodation where a full homelessness duty under Housing Act 1996 Part VII has been accepted, and then those in Band 1 under the allocation policy. This effectively incentivises applications under Part VII of Housing Act 1996 as a route to social housing. This results in increasing pressures in temporary accommodation costs and demands on officers. 2.4 Realistic expectations around waiting times for housing are currently difficult to set. 3. Options 3.1 Do nothing the allocation of housing would continue in the current method, which lacks transparency and choice for customers. This would not be the preferred option. 3.2 Introduce CBL - to include the allocation of Council stock and registered provider stock (with the potential to expand into the private sector following consultation with private landlords). This is the preferred option. 3.3 CBL would allow customers the opportunity to bid for accommodation available to them, Council stock, registered providers and the private rented sector subject to consolation with private landlords. This would improve transparency and would support customers to make more informed choices about where they would like to live. This would reduce the chances of applicants refusing an offer and support longer term tenancy sustainability. 3.4 It is anticipated that CBL would also reduce calls and footfall as it sets clear expectations, reducing the need for customers and support services to make ongoing enquiries about the progress of a housing application by putting the applicant in control of the allocation process. 3.5 The introduction of CBL, alongside a new allocation policy, should reduce the demand on homelessness services, which is currently seen as the route into social housing. It could bring about a culture change as well as reduce the need for temporary accommodation. 4. Implications 4.1 Policy CBL will support priority 2 of the emerging Housing Strategy to enable the Council to better manage the demand for housing in the borough. The implementation of digital services in relation to managing requests for housing, in particular the creation of an online application supports the key principals identified in the Council s Digital Strategy Resources and Risk 80k in revenue costs including the addition of staffing (x2 officers) and training have been identified. This budget pressure is going through the 2019/20 budget setting process in anticipation. 4 December 2018 (21)

23 60k in capital costs have been identified to procure an IT system (including software licence purchase, annual support, maintenance charge and implementation). A 20k grant has been awarded by the Local Government Association to support our digital work on creating an on-line housing register and needs to be implemented by March 2018 in line with the grant requirements. Y Capital Y Revenue N Accommodation Y IT N Medium Term Plan N Asset Management 4.5 Carbon and Energy Management N/A 4.6 Legal S166A Housing Act 1996 VI states that the Council must either offer people who are being offered accommodation a choice, or the opportunity to express preferences about the housing accommodation allocated to them Equality Act implications An equality impact assessment has been completed and found that a more open and clearer system will support people to understand their options better and so will advance equality of opportunity. Having regard to the present system, this was not clearly understood by a significant number of customers. This may have led to perceptions that the system was unfair. There is a considerable body of evidence showing that disadvantage experienced by some groups, when there is a lack of knowledge about the availability of social housing, can lead to discrimination in receiving offers of accommodation from local authorities. That is why changing the system of housing allocation will be beneficial. Y Equalities/Diversity Y Sustainability Y Human Rights Y E-Government Y Stakeholders N Crime and Disorder Annex(es): None 4 December 2018 (22)

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25 Wards Affected: All Wards ITEM 12 CABINET 4 DECEMBER MID-YEAR TREASURY MANAGEMENT REPORT Responsible Cabinet Member: Report Sponsor: Author and contact: Councillor Middleton (Cabinet member for Resources and Innovation) Steve Richardson (Service Director [Finance and Resources]) Anna Rulton, Strategic Finance Business Partner Tel: Executive Summary: The Council is required by regulations issued under the Local Government Act 2003 to produce a mid- year update on treasury management activities. This report meets the requirements of both the CIPFA Code of Practice on Treasury Management (the Code) and the CIPFA Prudential Code for Capital Finance in Local Authorities (the Prudential Code). 1. Recommendation(s) 1.1 To note the mid- year treasury management report. 2. Background 2.1 Following consultation in 2017, The Chartered Institute of Public Finance and Accountancy (CIPFA) published new versions of the Prudential Code for Capital Finance in Local Authorities (Prudential Code) and the Treasury Management Code of Practice but has yet to publish the local authority specific Guidance Notes to the latter. In England, the Ministry of Housing, Communities & Local Government (MHCLG) published its revised Investment Guidance which came into effect from April The guidance recommends that members should be updated on treasury management activities at least twice a year. 2.2 The Treasury Management Strategy, approved by Cabinet in February 2018, identified that Councillors would receive a mid- year report on treasury management policies, practices and activities. 2.3 Treasury Management Mid-Year Report The key Treasury Management headlines are: (a) investment income returns were 0.96% in Quarter 1 and 1% in Quarter 2. This out-performed the benchmark 3 month LIBID (a measure of inter-bank lending rates) by 41 basis points in Quarter 1 and 34 base points in Quarter 2; 4 December 2018 (23)

26 (b) (c) no new borrowing or debt rescheduling exercises have been undertaken to date this financial year; and the Prudential Indicators have been met. The full report is detailed in the attached Annex. 3. Implications 3.1 Policy The recommendations of this report are consistent with the Council s Medium Term Financial Plan. 3.2 Resources and Risk Where significant risks are known they are highlighted in this report. Revenue implications as a result of capital schemes are built into the Council s debt financing and other revenue budgets as appropriate through the Medium Term Planning process. Y Capital Y Revenue N Accommodation N IT Y Medium Term Plan N Asset Management 3.3 Carbon and Energy Management There are no implications as a result of this report. 3.4 Legal There are no legal implications arising as a result of this report. 3.5 Other Implications All implications are outlined within the report. Background Papers: Annex: Council Budget 2018/19 and Medium Term Financial Plan 2018/ /22 as approved by Council in February Mid-Year Treasury Report 4 December 2018 (24)