Agenda, decisions and minutes

Description of Decision

That the Minutes of the meeting of the Executive held on 19 June 2024 be confirmed.

Reason for Decision

There is a legal requirement for the Minutes of the previous meeting to be considered before being confirmed as an accurate record.

RESOLVED:

That the Minutes of the meeting of the Executive held on 19 June 2024 be confirmed.

Reason for Decision

There is a legal requirement for the Minutes of the previous meeting to be considered before being confirmed as an accurate record.

Item and Minute Nos.

Member Disclosing an Interest

Nature of Interest

Present or Absent During Discussion of Item

Item No. 16 – Minute No. 23

Councillor Headley

Local interest as his wife is an Assistant Head teacher and Governor at Sharnbrook Primary

Present

Item No. 14 – Minute No. 26

Councillor Spice

Local interest as the Council’s appointed representative on Bedford BID Board

Present

Prior to presenting the Adults Safeguarding Board’s Annual Report for the period covering 1 April 2023- 31 March 2024, Councillor Rigby introduced the Chair of the Bedford Borough and Central Bedfordshire Adults Safeguarding Board, Ms M O’Leary.

As part of his introduction, Councillor Rigby reported that the number of safeguarding referrals continued to increase, including those progressed in accordance with Section 42. 91.8% of safeguarding enquires conducted under Section 42 had resulted in the reduction or removal of risk. The top three types of abuse during the reporting period were self-neglect, neglect and acts of omission and domestic abuse. He reminded Members that safeguarding was everyone’s responsibility.

Ms M O’Leary, the Independent Chair of the Safeguarding Adults Board, provided further detail on the work of the Board during the 2023/24 reporting period as highlighted in the report as follows:

• The report was published and presented in accordance with the Care Act 2014. The report set out the progress achieved against the Board’s five published priorities for 2023/24, the first relating to the Max Safeguarding Adults Review (SAR) and implementing learning from this regarding support for young people during the transition from children’s to adult’s services. This emphasised the importance of early planning and a multi-agency approach and was an ongoing piece of work.
• The second priority was the provision of basic training following a full scale review of training during the previous year (2022/23) on safeguarding criteria, SAR criteria, hoarding guidance and best practice and the application of the Mental Capacity Act in safeguarding. Whilst it was recognised that the Board did not provide training itself, it had an important role in encouraging its provision and take-up.
• Priority three related to the Board and its partners focusing on outcomes and for the Board to seek assurance that safeguarding actions made a difference. This had been undertaken by reviewing the recording of safeguarding processes and evidencing how lived experience was reflected in this process.
• The fourth priority was to improve the SAR Action Plans to ensure that they were SMART.
• The final priority, to improve guidance and tools for professionals dealing with cases of self-neglect included the provision of more training for the relevant partner agencies in this area.
• SAR referrals continued to increase.
• Two services, one regulated and the other un-regulated, had been referred through the serious concerns process and following this, good progress had been made.
• There had been a 10% increase in Deprivation of Liberty Safeguards (DoLS) referrals in Bedford Borough. The Council had maintained compliance through use of a pool of excellent independent Best Interest Assessors and Section 12 doctors.
• The report also set out progress made by other organisations on the Board, including Central Bedfordshire Council, Bedfordshire Police and East London Foundation Trust.
• The Board had agreed the following five priorities for 2024/25: review and refresh the governance and functioning of the SAB and its Subgroups taking account of feedback from partners and the SAB audit; improving assurance, reporting and challenge; develop better systems of engagement  ...  view the full minutes text for item 21.

Councillor Coombes submitted his joint report with the Assistance Chief Executive Finance & Chief Finance Officer detailing the latest trends in respect of the 2024/2025 revenue and capital budgets and emerging budget issues.

In introducing the report, Councillor Coombes emphasised the continued challenges faced by the Council, including an increase in demand and complexity of cases in adult social care and need for temporary accommodation. This had resulted in a forecast overspend of £5.5 million. Mitigating actions were being put in place, and there had been an underspend in certain areas of previous high demand such as home to school transport as a result of actions taken.

RESOLVED:

(1)  That the forecast 2024/25 revenue outturn position against the approved revenue budget shown in 

  Appendix A to the report and the projected major variances with reasons for these variances be

  acknowledged.

(2)  That the actions being taken to address budget pressures be noted.

(3)  That the Revenue Grants awarded to the Authority as shown in Appendix B to the report be accepted.

(4)  That the forecast 2024/2025 capital outturn position against the approved capital budget be acknowledged.

(5)  That the Capital Programme for the Unparished Community Infrastructure Levy (CIL) Schemes Programme

  (Gross £0.090 million, Net £0.000 million) be updated due to additional CIL receipts related to developments in

  unparished wards.

(6)  That Full Council be recommended to approve the following amendment to the Capital Programme: an addition to 

  the Temporary Accommodation Programme (Gross £4.009 million, Net £0.000 million) due to the receipt of

  additional Local Authority Housing Fund grant from the Ministry of Housing, Communities and Local Government

  (MHCLG).

Reason for Decision

To consider the latest trends in respect of the 2024/2025 revenue and capital budgets and emerging budget issues that impact on the Council’s Medium Term Financial Strategy and make recommendations to Full Council on the Capital Programme.

Description of Decision

That Full Council be recommended to approve the Treasury Management Annual Report 2023/24.

Reason for Decision

To consider a report on Treasury Management activities during the financial year 2023/2024.

Councillor Coombes presented the Treasury Management Annual Report for 2023/24. This had been considered by the Treasury Management Advisory Panel at its meeting on 26 July 2024.

It was noted that there were no short-term investments as of 31 March 2024 and that there had been no new borrowing during the year.

RESOLVED:

That Full Council be recommended to approve the Treasury Management Annual Report 2023/24.

Reason for Decision

To consider a report on Treasury Management activities during the financial year 2023/2024.

Councillor Coombes introduced his joint report with the Assistant Chief Executive (Finance) and Chief Finance Officer on the six-monthly refresh of the Council’s Medium Term Financial Strategy (MTFS), considering the current forecast spend, demand and resourcing updates for the four-year period from 2025/2026 to 2028/2029. The MTFS had last been reviewed in March 2024. The current MTFS assumed that the business rate reset would not take place during the MTFS period.

Councillor Coombes reported that the current cumulative shortfall forecast over the period covered by the MTFS had reduced to £42.2 from £47.7 million at the last review.

RESOLVED:

Reason for Decision

To ensure that the Executive is aware of the financial challenges over the medium term and the strategy that addresses this issue thus ensuring that the Council will be in a position in the medium term to deliver sustainable public services and that the Executive is aware of the sufficiency of the General Fund within a risk assessed range. To enable the Executive to recommend the Medium-Term Financial Strategy to Full Council for approval in order to assist in the Council’s financial planning.

Councillor Spice introduced her joint report with the Chief Officer for Planning, Infrastructure and Economic Growth considering the Council’s position, as a business ratepayer, in relation to the BedfordBID ballot for the proposed continuation of the initiative from April 2025 and to seek authority from the Executive to enable the Council's vote to be cast.

The Council had 29 votes to be cast out of approximately 400, therefore Councillor Spice emphasised that this was not a campaign for a no vote or against any particular person. This could have been an Executive Decision but Councillor Spice felt that it was important for the Council to be transparent and open in its intentions, even though it was recognised that this was a secret ballot and no organisation was under any obligation to disclose its intentions.

In response to questions, the Executive was advised that the ballot process was set out in the regulations and could not be conducted electronically. The ballot was conducted by post and in secret. In order for a BID to be implemented, both a majority of votes by number and rateable value was required.

RESOLVED:

(1)  That the content of the current BedfordBID proposal, as set out in the Business Plan 2025-2030 at 

  Appendix A, and that the BID proposer has confirmed that it will pay ballot costs of £2,500, be noted.

(2)  That it be agreed to vote against supporting the BedfordBID proposal in respect of each of the Council's

  eligible rateable hereditaments in the BID area at the time of the vote, and to delegate authority to the

  Chief Officer for Planning, Infrastructure & Economic Growth to cast votes on behalf of the Council.

(3)  That it be noted that, if the BedfordBID ballot results in a renewed BID, the annual BID levies in the region

  of £39,000 will be payable by the Council, based on the current number of assessments and rateable

  values.

(4)  That it be agreed that the Council, as billing authority, will charge to the BID Revenue Account the cost of

  collecting the BID levy at an initial estimated cost of £15,000 per year, which will be reviewed annually.

Reason for Decision

To consider the role and value of the current BID in terms of the future vitality of the town centre, and determine how it wishes to vote in the forthcoming ballot and to acknowledge concerns about the ability of BedfordBID to deliver services that will make a real difference to the town centre’s vitality and sustainability.

Description of Decision

That the Local Government and Social Care Ombudsman’s Annual Review letter for 2023/24 for Bedford Borough Council be acknowledged.

Reason for Decision

The complaints received and decisions made by the Local Government & Social Care Ombudsman should be considered by the Council for transparency and accountability purposes.

The Executive considered the Annual Review letter for 2023/24 received from the Local Government and Social Care Ombudsman. 49 complaints had been received during the year, with only 7 being upheld and 19 referred back to the Council. Six of these had already been upheld through the Council’s internal complaints process.

Councillor Weir commented that the Council had the third least number of complaints when compared against its statistical neighbours.

RESOLVED:

That the Local Government and Social Care Ombudsman’s Annual Review letter for 2023/24 for Bedford Borough Council be acknowledged.

Reason for Decision

The complaints received and decisions made by the Local Government & Social Care Ombudsman should be considered by the Council for transparency and accountability purposes.

Description of Decision

(1)

That it be noted that in the period 1 April 2023 to 31 March 2024 there have been no applications for authorisation of directed covert surveillance. 

(2)

(3)

That the amended Policy for the Regulation of Investigatory Powers Act attached at Appendix A to the report be agreed.

That it be noted that the Council been inspected by the Investigatory Powers Commissioner’s Office and that the Commissioner is satisfied that the Council has provided the required assurance that ongoing compliance with RIPA 2000 and the Investigatory Powers Act 2016 will be maintained.

Reason for Decision

It is necessary for the Council to ensure that the use of the powers under RIPA are both necessary and proportionate. It is a requirement of the Policy and the Statutory Guidance that elected Members consider the Policy and its use on an annual basis. To consider minor amendments to the Council’s Policy for the Regulation of Investigatory Powers Act and to acknowledge the positive outcome of the latest three-yearly inspection by the Investigatory Powers Commissioner’s Office.

The Executive received the annual report on the Regulation of Investigatory Powers Act 2000. There had been no applications for authorisations of directed covert surveillance and some minor changes to the Policy were being proposed.

The Chief Officer for Assessment, Application and Business Support and Interim Monitoring Officer reported that the Investigatory Powers Commissioner’s Office (IPCO) conducted an inspection of local authorities on a three yearly cycle to review their compliance with the requirements of RIPA and the Investigatory Powers Act 2016.  The Council was inspected during July 2024 and the Commissioner had advised that the Council has provided the required assurance regarding its ongoing compliance with the requirements of RIPA 2000.

RESOLVED:

(1)

That it be noted that in the period 1 April 2023 to 31 March 2024 there have been no applications for authorisation of directed covert surveillance. 

(2)

(3)

That the amended Policy for the Regulation of Investigatory Powers Act attached at Appendix A to the report be agreed.

That it be noted that the Council has been inspected by the Investigatory Powers Commissioner’s Office and that the Commissioner is satisfied that the Council has provided the required assurance that ongoing compliance with RIPA 2000 and the Investigatory Powers Act 2016 will be maintained

Reason for Decision

It is necessary for the Council to ensure that the use of the powers under RIPA are both necessary and proportionate. It is a requirement of the Policy and the Statutory Guidance that elected members consider the Policy and its use on an annual basis and to acknowledge the positive outcome of the latest three-yearly inspection by the Investigatory Powers Commissioner’s Office.

Description of Decision

That the customer feedback received for Adult Services during 2023-24 be acknowledged.

Reason for Decision

To be assured that the Council is learning from the feedback it received from its customers and, particularly, that any complaints it received were taken seriously.

Councillor Rigby introduced his joint report with the Director of Adults’ Services on the feedback received under the Adult Social Care Statutory complaints procedure and the Corporate Complaints Procedure during 2023/24.

During the year, 30 complaints had been received, 22 under the statutory adults social care complaints process. The remaining 8 were processed under the Council’s Corporate Complaints, Compliments and Comments procedure. Two of these were escalated to Stage 2. 20 other items of feedback were received, including 16 compliments. Ten learning and improvement points had been identified.

In concluding his presentation of the report, Councillor Rigby shared compliments received.

In response to a question, Councillor Rigby advised that the feedback represented a small proportion of the number of overall service users. There were 2,850 residents receiving care packages from the Council, and over 6,850 residents involved with the Service in some way during the year, against only 30 complaints received.

RESOLVED:

That the customer feedback received for Adult Services during 2023-24 be acknowledged.

Reason for Decision

To be assured that the Council is learning from the feedback it received from its customers and, particularly, that any complaints it received were taken seriously.

Description of Decision

That the customer feedback received for Children’s Services during 2023-24 be acknowledged.

Reason for Decision

To be assured that the Council is learning from the feedback it received from its customers and, particularly, that any complaints it received were taken seriously.

Councillor Walker presented her joint report with the Director for Children’s Services on the feedback on children’s social care received during 2023/24.

Similar to adults services, Children’s Services had a robust complaints monitoring system in place. During the year, 69 complaints had been received, compared to 98 in 2022/23. 19 had been submitted under the statutory children’s services complaints process. All were investigated at Stage 1, with 3 being progressed to Stage 2. In addition to complaints, 14 compliments and 38 other pieces of feedback had been received, with 16 learning and improvement points identified.

RESOLVED:

That the customer feedback received for Children’s Services during 2023-24 be acknowledged.

Reason for Decision

To be assured that the Council is learning from the feedback it received from its customers and, particularly, that any complaints it received were taken seriously.

Description of Decision

That the proposal in relation to King’s Oak Primary to implement the change of age range with effect from the Autumn Term 2024 to enable the Nursery Setting to accept children aged ‘9 months +’ be approved.

Reason for Decision

To accommodate the predicted demand for additional childcare places that will be required across Bedford Borough, including in the Kingsbrook and neighbouring wards.

Councillor Walker presented her joint report with the Director for Children’s Services setting out the responses to the statutory notice consultation held between 24 June 2024 and 19 July 2024 in relation to school organisation changes, namely the change of age range for King’s Oak Primary, and recommending the implementation of a change of age range from the Autumn Term 2024 to enable the Nursery Setting to accept children aged ‘9 months +’. This was to cater for the estimated demand for additional childcare places across the Borough, but specifically in Cauldwell and Kingsbrook Wards.

King’s Oak Primary already ran a successful nursery for children aged 2 years and over, and the Governing Body of the school supported the proposed change in age range.

In response to a question from Councillor Weir, Councillor Walker assured Members that the Council had confidence in the staff of the nursery being able to provide high quality childcare for this year group, recognising that there were challenges in caring for younger children.

RESOLVED:

That the proposal in relation to King’s Oak Primary to implement the change of age range with effect from the Autumn Term 2024 to enable the Nursery Setting to accept children aged ‘9 months +’ be approved.

Reason for Decision

To accommodate the predicated demand for additional childcare places that will be required across Bedford Borough, including in Kingsbrook and neighbouring wards

Description of Decision

That the performance during 2023-2024 against the 2022-2026 Corporate Plan’s goals and strategic priorities be noted as set out at Appendix A of the report.

Reason for Decision

To receive an update on the Council’s Corporate Plan 2022-2026, which is part of the Council’s adopted Policy Framework, in accordance with the Council’s approach to effective performance management and monitoring including the provision of regular updates to council committees, including the Executive.

Description of Decision

That Full Council be recommended to adopt the Council’s new Corporate Plan 2024/2025 – 2027/2028 as attached at Appendix A of the report.

Reason for Decision

To adopt a new Corporate Plan for the Council, reflecting the Council’s proposed strategic goals over the coming years with due consideration to the overall financial and demographic challenges the authority faces. This refreshed plan will cover 2024/25 – 2027/28 and has been subject to public, staff and stakeholder engagement.

The Deputy Mayor introduced the new Corporate Plan covering the period 2024/25 to 2027/28 for the Executive’s support for onward referral to Full Council.

The draft Corporate Plan had been the subject of extensive public consultation and stakeholder engagement. It also included a summary “plan on a page”.

  RESOLVED:

  That Full Council be recommended to adopt the Council’s new Corporate Plan 2024/2025 – 2027/2028 as attached at

  Appendix A of the report.

Reason for Decision

To adopt a new Corporate Plan for the Council, reflecting the Council’s proposed strategic goals over the coming years with due consideration to the overall financial and demographic challenges the authority faces. This refreshed plan will cover 2024/25 – 2027/28 and has been subject to public, staff and stakeholder engagement.

Councillor Walker introduced her joint report with the Director of Children’s Services providing an update on the work being done to meet the needs of the most vulnerable children for whom coming into local authority care was a realistic possibility. It considered, in particular, the outcome of a review of the factors relating to costs for children in care, including placement commissioning, operational processes and decision-making and possible service investment needs and payback benefits.

The number of Looked After Children in the Borough had reduced from 275 on 1 January 2024 to 255 on 15 August 2024, this was in the context of increasing numbers nationally. The Council was working to reduce the number of children coming into care, for example by reviewing care packages and working with children and families to prevent crises and had introduced additional management oversight and governance into the process. Several panels had been created, such as the Legal Planning Panel, Children in Need Panel and Child Protection Panel to monitor every stage of the process and ensure that no child or young person was in care if not necessary, noting that family situations could change.

In response to questions about accommodation, Councillor Walker confirmed that there were currently no young people in the care of the Council in sheltered accommodation. Whenever possible, children and young people were placed in the Borough so that they could maintain relationships and minimise changes to their educational provision, although it was recognised that this was not always possible.

In response to a question from Councillor Valentine on the cost of residential placements, which he estimated had a cost of approximately £300,000 per child per annum, Councillor Walker provided a detailed response which included reference to the potential for the Council to consider providing its own accommodation, given the high costs of these placements.

Councillor Valentine welcomed this, as some of the registered homes were making significant profits and this was a national scandal. He urged that these proposals be progressed as quickly as possible.

In reference to a situation that arose at a home in Great Denham, Councillor Walker advised that one of the two young people placed there had been removed and the premises had been reported.

  RESOLVED:

  That the report, which outlines the support provided to children and families subject of a child protection plan, be noted.

  Reason for Decision

  To acknowledge the arrangements in place to continue to intervene at the necessary threshold and support children and

   families.