Agenda, decisions and draft minutes

The Chair welcomed all attendees to the meeting and explained the emergency evacuation procedure.

It was noted that apologies for absence had been received as follows:

- Cllr Gooch (Cllr Williams was in attendance as a substitute for Cllr Gooch).

- Cllr Mack (Cllr Edwards was in attendance as a substitute for Cllr Mack).

To note any declarations of interest from councillors. They are asked to indicate the relevant agenda item, the nature of the interest and in particular whether it is a disclosable pecuniary interest.  Any declaration of interest made at the meeting which is not on the register of interests should be notified to the Monitoring Officer for inclusion.

None.

To agree the minutes of the previous meeting as a correct record.

On the motion of the Chair, seconded by Cllr Blenkinsop, the Committee RESOLVED:

- To confirm the minutes of the meeting of the Strategy and Resources Policy Committee held on 3 February 2025 as a correct record, to be signed by the Chair.

To receive any announcements from the Chair.

With reference to the public forum and in relation to the report included at agenda item 13 (Commercial Property Disposal), the Chair clarified that the property that was the subject of that report (details were included in the exempt appendix to the report) was not the Bottle Yard Studios.

Up to 30 minutes is allowed for this item.

Any member of the public or councillor may participate in Public Forum. Public Forum items must relate to the remit of the committee and should be addressed to the Chair of the committee.

Members of the public who plan to attend a public meeting at City Hall are advised that you will be required to sign in when you arrive. Please note that you will be issued with a visitor pass which you will need to display at all times.

Please also note:

Questions

1.      Written public questions must be received by 5.00 pm, at least 3 clear working days prior to the meeting. For this meeting, this means that questions must be received at the latest by 5.00 pm on Tuesday 11 March. Public Questions should be submitted via our webform: www.bristol.gov.uk/publicforum

2.      Any individual can submit up to 3 written questions.

3.      Written replies to questions will be available on the Council’s website at least one hour before the meeting.

4.      At the meeting, questioners will be permitted to ask up to 2 oral supplementary questions.

Statements

1. Written statements must be received at latest by 12.00 noon, at least 2 working days prior to the meeting. For this meeting, this means that statements must be received at the latest by 12.00 noon on Thursday 13 March. Public Statements should be submitted via our webform: www.bristol.gov.uk/publicforum

2.      Statements, provided they are no more than 1,000 words in length, will be circulated to all committee members and will be published on the Council’s website at least one hour before the meeting.

Petitions

1.      Details of the wording of any petitions, and the number of signatories to petitions must be received at latest by 12.00 noon, at least 2 working days prior to the meeting. For this meeting, this means that petition details must be received at the latest by 12.00 noon on Thursday 13 March. Please email petition details to policycommittees@bristol.gov.uk

2.      At the meeting, individuals presenting petitions may be required to read out the objectives of the petition.

When submitting a question or statement, please indicate whether you are planning to attend the meeting to present your statement or ask your question.

Public questions:

It was noted that 11 public forum questions had been submitted to this meeting as follows:

1. Melissa Topping: Council complaints procedure

2. Melissa Topping: Council complaints procedure

3. Jen Smith: Period 10 Finance outturn report - Safety Valve programme/Dedicated Schools Grant

4. Jen Smith: Period 10 Finance outturn report - Forecast overspend on Home to School Transport

5. Jen Smith: Women’s safety

6. Suzanne Audrey: Public engagement

7. Suzanne Audrey: Public engagement

8. Suzanne Audrey: Public engagement

9. Rachel Fagan: Bottle Yard studios

10. Rachel Fagan: Bottle Yard studios

11. Naomi Richards: Bottle Yard studios

In response to a supplementary question in relation to question 9, the Chair advised that, at the appropriate point in time as the matter was progressed, he would meet personally with representatives of Equity in connection with the proposed sale of the Bottle Yard Studios.

In response to a supplementary question in relation to question 10, the Chair commented that equality, diversity and inclusion considerations would be fully and carefully considered as part of progressing the sale of the Bottle Yard Studios.

In response to a supplementary question in relation to question 11, the Chair confirmed that in relation to Appendix A1, para. 3.3.1 of the Period 10 Finance outturn report (page 191 of the public agenda pack), it should be noted that no final decision had been taken to sell the Bottle Yard Studios.

Public statements:

It was noted that 2 public forum statements had been submitted to this meeting, as follows:

1. Grant Sheldon: South Bristol strategy (this statement was presented by John Pearce on behalf of Grant Sheldon)

2. Dan Ackroyd: Council tax and Bristol Waste

This report seeks approval for the following Business Plans relating to the Bristol Holding Group of companies: 

1. 2025/26 Business Plan of Bristol Holding Limited (company number: 09485669); and
2. 2025/2026-2026/27 Business Plan (including the 10-year vision) of Bristol Waste Company Limited (company number: 09472624)  

The Committee RESOLVED:

1. To approve the 2025/26 Business Plan of Bristol Holding Limited, company number 09485669 (unanimous vote in favour).

2. To approve the 2024/2026-2026/27 Business Plan of the Bristol Waste Company Limited, company number 09472624 (unanimous vote in favour).

3. To note the 10-year Vision of Bristol Waste Company Limited, company number 09472624.

The Committee considered a report (agenda item 7) seeking approval for the following Business Plans relating to the Bristol Holding Group of companies:

a. 2025/26 Business Plan of Bristol Holding Limited (company number: 09485669);

b. 2024/2026-2026/27 Business Plan of the Bristol Waste Company Limited (company number: 09472624).

The report also set out, for information and for noting, the 10-year vision of Bristol Waste Company Limited.

It was noted that this was a key decision report as it had a significant effect on two or more wards.

The Bristol Holding Limited Group Finance Director presented the 2025/26 Business Plan of Bristol Holding Limited.

Summary of main points raised/noted in relation to the 2025/26 Business Plan of Bristol Holding Limited:

1. It was noted that the Bristol Holding Business Plan was a one-year plan based on operating for 2025/2026 with two subsidiaries in the group (Bristol Waste Company and Goram Homes).

2. It was noted that the Business Plan assumed that Bristol Holding would continue to provide a vital role in providing assurance and good governance for the Council owned companies. 

3. It was noted that Bristol Holding had reduced in scale over the last 18 months and aimed to provide an agile, focused and value for money operation.  In response to a question, it was confirmed that if this work was taken ‘in-house’ by the Council, increased costs would be incurred. 

The Bristol Waste Company Limited Managing Director then led a presentation of the 2024/2026-2026/27 Business Plan of the Bristol Waste Company Limited.

Summary of main points raised/noted in relation to the 2024/2026-2026/27 Business Plan of the Bristol Waste Company Limited:

1. It was noted that the Bristol Waste Business Plan was a two-year business plan. It outlined Bristol Waste Company’s strategic direction, financial objectives, priorities and commercial ambition, and was in line with the previously approved three-year plan 2024–2027.

2. In response to a question, it was confirmed that as a Teckal company wholly owned by the Council, at least 80% of Bristol Waste’s activity must be derived from the Council as its owner, whilst up to 20% could be derived from commercial activities.

3. In response to questions, the Bristol Waste Managing Director confirmed the company’s commitment to the 5 strategic priorities as set out in the 10 year vision, and outlined further detail in relation to Priority 1: ‘Ensure we are safe’ and Priority 2: ‘Deliver for our customers’.

4. It was noted that significant investment was planned at Avonmouth Household Reuse and Recycling Centre, to improve recyclate processing capacity and to support municipal and commercial services.  In response to questions, it was further noted that:

- this phase of the development at Avonmouth was seen as the next stage in the company’s ongoing commitment to enhancing operational efficiency, safety, and environmental sustainability.

- the improved facility could potentially be used for region-wide activity.

- the Company was committed to being an employer of choice, including opening up local employment opportunities for residents across the city’s communities.  ...  view the full minutes text for item 120.

This report provides an update on the current ‘Top 4’ Council transformation programmes: Adult Social Care transformation, Our Families (including the mobilisation of the new Families First programme), Property programme and Tackling Homelessness programme as at January 2025.   The report also provides a look ahead to the Council’s ongoing transformation journey for 2025/26 and beyond prior to formal papers and discussions coming to committee in the new financial year.

The Committee RESOLVED:

- To note the update report.

The Committee considered a report (agenda item 8) providing an update on the current ‘Top 4’ Council transformation programmes: Adult Social Care transformation, Our Families (including the mobilisation of the new Families First programme), Property programme and Tackling Homelessness programme as at January 2025. The report also provided a look ahead to the Council’s ongoing transformation journey for 2025/26 and beyond prior to formal papers and discussions being submitted to the committee in the new financial year.

Summary of main points raised/noted in discussion of this item:

1. It was noted that the total current savings delivery associated with the Top 4 programmes for 2024/25 was £17.5m recurrent savings, of which £15.4m was directly contributing to the Medium Term Financial Strategy and £2.1m was non-cash releasing as it addressed other emerging cost pressures in relation to demand management. This was an increase on the original overall baselined target of £15.7m.

2. It was noted that the Families First Programme business case had been approved by the Children and Young People Committee on 23 January.  This programme would supersede the Our Families Programme which was due to close at the end of March 2025, subject to savings being delivered/mitigations put in place.  Other business case development for 2025/26 was currently underway and the accompanying reports for the Adult Social Care, Property and Tackling Homelessness programmes respectively were progressing through the committee system decision pathway, seeking sign-off in April/May 2025.

The Committee RESOLVED:

- To note the update report.

The meeting was then adjourned for a short break at 3.23 p.m. and reconvened at 3.35 p.m.

This report seeks approval to procure and award a contract for a provider of recruitment advertising and statutory public notices using the Eastern Shires Procurement Organisation framework and to authorise the Director of Workforce and Change, in consultation with the Chair of Strategy and Resources Committee to make the contract award.

The Committee RESOLVED (unanimous vote in favour):

1. To approve the procurement of a provider for recruitment advertising and statutory public notices using the Eastern Shires Procurement Organisation framework, as outlined in the report.

2. To authorise the Director of Workforce and Change, in consultation with the Chair of the Strategy and Resources Committee, to take all steps required to procure and award a contract for recruitment advertising and statutory public notices for four years.

3. To authorise the Director of Workforce and Change, in consultation with the Chair of the Strategy and Resources Committee, to invoke any subsequent extensions/variations specifically defined in the contract being awarded.

The Committee considered a report (agenda item 9) seeking approval to procure and award a contract for a provider of recruitment advertising and statutory public notices using the Eastern Shires Procurement Organisation framework and to authorise the Director of Workforce and Change, in consultation with the Chair of the Strategy and Resources Committee to make the contract award.

It was noted that this was a key decision report as it involved spend over £500k.

Summary of main points raised/noted in discussion of this item:

1. It was noted that the maximum value of this contract over 4 years would be up to £2m, covering both statutory public notices and recruitment advertising.

2. In response to questions, it was confirmed that the Eastern Shires Procurement Organisation framework offered an efficient, coherent and competitive route to procuring this type of contract. All the suppliers on the framework had been selected for their ability to provide customers with a comprehensive range of services combining quality and value.

3. In response to questions, it was confirmed that all vacant Council job roles were advertised internally in the first instance.  If it was not possible to recruit internally, jobs would be advertised on the Council’s dedicated recruitment jobsite through which external applicants could apply. In relation to particular ‘hard to fill’ positions across the organisation, and to attract a more targeted and diverse range of applicants, paid-for advertising could be used.

4. It was noted that the Council was engaged with the Local Government Association in terms of potential opportunities for promoting targeted vacancies.

The Chair then moved the report recommendations.

This was seconded by Cllr Williams.

The Committee RESOLVED (unanimous vote in favour):

1. To approve the procurement of a provider for recruitment advertising and statutory public notices using the Eastern Shires Procurement Organisation framework, as outlined in the report.

2. To authorise the Director of Workforce and Change, in consultation with the Chair of the Strategy and Resources Committee, to take all steps required to procure and award a contract for recruitment advertising and statutory public notices for four years.

3. To authorise the Director of Workforce and Change, in consultation with the Chair of the Strategy and Resources Committee, to invoke any subsequent extensions/variations specifically defined in the contract being awarded.

This report provides an update on performance against the Council’s Business Plan for Quarter 3, 2024/25, and highlights areas of specific interest or concern to review progress with relevant Directors.

The Committee RESOLVED:

1. To note performance against the Business Plan overall, including the theme summary reports and issues raised, and measures to address performance issues to be implemented by relevant services.

2. To note performance against the Effective Development Organisation theme in particular, including issues raised and measures to address performance issues to be implemented by relevant services.

The Committee considered a report (agenda item 10) providing an update on performance against the Council’s Business Plan for Quarter 3, 2024/25, highlighting areas of specific interest or concern to review progress with relevant Directors.

Summary of main points raised/noted in discussion of this item:

1. In response to questions in relation to target BPPM507 (Increase the percentage of agreed management actions implemented within agreed timelines), it was noted that whilst there had been concerns about the Council's capacity to meet this target, this may be impacted by levels of engagement and timeliness of record keeping on the Council’s system for recording and updating actions, Pentana Audit. Further training and support was being offered and senior officers were sponsoring a drive to fully update this system and ensure accuracy of reporting. 

2. In response to questions in relation to target BPPM537 (Ratio of consultation response rate for the most and least deprived 20% of Bristol citizens), it was confirmed that performance was significantly below target.  It was noted that the type of consultation carried out had an impact on the response ratio, and the results from the 2023 consultation on the Council Tax Reduction Scheme (which achieved a high response from the most deprived areas) were no longer included in this rolling 12-month measure.  In discussion, it was emphasised that it would be important to maintain efforts around consultations reaching those living in deprived communities.

3. In relation to target BPPM512 (Reduce the gender pay gap), it was noted that this pay gap had worsened in Quarter 3 (3.29%) compared with Quarter 2 (2.75%). This fluctuation mirrored the 2023/24 Quarter 3 period and the reasons for this were being investigated.  It was noted that more comprehensive detail around the gender pay gap would be included as part of the Equity and Inclusion annual progress report to be submitted to Full Council in July.

The Committee RESOLVED:

1. To note performance against the Business Plan overall, including the theme summary reports and issues raised, and measures to address performance issues to be implemented by relevant services.

2. To note performance against the Effective Development Organisation theme in particular, including issues raised and measures to address performance issues to be implemented by relevant services.

This report presents information and analysis on the Council’s financial performance against the approved budget and its forecast use of resources for the financial year 2024/25.  Period 10 represents the final formal forecast for the current financial year and it is against this forecast that the full year outturn at the close of Period 12 (March) will be assessed.

The Committee RESOLVED:

To note:

1. The council’s General Fund forecast outturn revenue overspend of £17.8 million at P10 2024/25 against the council approved budget of £533.7 million.

2. The performance on delivery of savings (Appendix A1, Section 3, Tables 3a and 3b).

3. The additional weighted net risk of £1.8 million per the risks and opportunities register (Appendix A1, Section 4, Tables 4a and 4b).

4. The council’s outturn position of £12.1 million overspend within the Housing Revenue Account to be transferred to the HRA general reserve at the year end (Appendix A1a, Section 5.3).

5. The council’s outturn position of a £33 million overspend (net £17.6m) in the Dedicated Schools Grant and that this brings the carry forward deficit to £91.6 million. Following the application of the DfE’s 24/25 Safety Valve combined with contribution from the General Fund, a total £54.7 million is forecast to be carried forward at the year end in the DSG deficit reserve (Appendix A1, Section 5.4).

6. The breakeven position on Public Health services (Appendix A1, Section 5.5).

7. The breakeven position on the Bristol Harbour Fund. (Appendix A1, Section 5.6).

8. The council’s forecast underspend of £26.3 million against the Capital Programme revised budget 2024/25, comprised of £20.7 million underspend on the General Fund and £5.6million underspend on the HRA. (Appendix A1, Section 6).

9. The finance key decision (no. 41 – 21 February 2025) to accept and spend £1.8m Holiday Activity and Food Programme grant funding for 2025/26.

10. The finance key decision (no.40 – 19 February 2025) to accept and spend up to £6.7 million DATRIG for 2025/26.

The Committee considered a report (agenda item 11) presenting information and analysis on the Council’s financial performance against the approved budget and its forecast use of resources for the financial year 2024/25.

Further to a point raised in the public forum, the Chair clarified that in relation to Appendix A1, para. 3.3.1 (page 191 of the public agenda pack), it should be noted that no final decision had been taken to sell the Bottle Yard Studios.

Summary of main points raised/noted in discussion of this item:

1. It was noted that Period 10 represented the final formal forecast for the current financial year - it was against this forecast that the full year outturn at the close of Period 12 (end of March 2025) would be assessed.

2. It was noted that the total net forecast revenue overspend at Period 10 was £17.8m (3.3% of the original approved budget).  There was an ongoing expectation that directorates would continue to take measures to reduce the financial pressure this year and on an ongoing basis.

3. In response to a question, the Director: Finance undertook to write to Cllr Rippington to confirm the scale of the underspend on the Capital Programme compared to the initial approved budget.

4. In relation to savings, it was noted that £39.6 million (80%) were currently forecast to be delivered with £9.9 million (20%) at risk of non-delivery in-year.

The Committee RESOLVED:

To note:

1. The council’s General Fund forecast outturn revenue overspend of £17.8 million at P10 2024/25 against the council approved budget of £533.7 million.

2. The performance on delivery of savings (Appendix A1, Section 3, Tables 3a and 3b).

3. The additional weighted net risk of £1.8 million per the risks and opportunities register (Appendix A1, Section 4, Tables 4a and 4b).

4. The council’s outturn position of £12.1 million overspend within the Housing Revenue Account to be transferred to the HRA general reserve at the year end (Appendix A1a, Section 5.3).

5. The council’s outturn position of a £33 million overspend (net £17.6m) in the Dedicated Schools Grant and that this brings the carry forward deficit to £91.6 million. Following the application of the DfE’s 24/25 Safety Valve combined with contribution from the General Fund, a total £54.7 million is forecast to be carried forward at the year end in the DSG deficit reserve (Appendix A1, Section 5.4).

6. The breakeven position on Public Health services (Appendix A1, Section 5.5).

7. The breakeven position on the Bristol Harbour Fund. (Appendix A1, Section 5.6).

8. The council’s forecast underspend of £26.3 million against the Capital Programme revised budget 2024/25, comprised of £20.7 million underspend on the General Fund and £5.6million underspend on the HRA. (Appendix A1, Section 6).

9. The finance key decision (no. 41 – 21 February 2025) to accept and spend £1.8m Holiday Activity and Food Programme grant funding for 2025/26.

10. The finance key decision (no.40 – 19 February 2025) to accept and spend up to £6.7 million DATRIG for  ...  view the full minutes text for item 124.

This report provides an overview of the debt position across revenues and benefits, parking services, housing revenue account (current and former tenant rent arrears and leasehold and temporary accommodation) and sundry debt (including adult social care) and details the steps being taken to improve collection across a number of service areas.  The report also provides details of those sums written off in line with the corporate debt management policy and scheme of delegations during the period 1 April to 30 September 2024.

The Committee RESOLVED:

- To note the report.

The Committee considered a report (agenda item 12) providing an overview of the debt position across revenues and benefits, parking services, housing revenue account (current and former tenant rent arrears and leasehold and temporary accommodation) and sundry debt (including adult social care) and detailed the steps being taken to improve collection across a number of service areas. The report also provided details of those sums written off in line with the corporate debt management policy and scheme of delegations during the period 1 April to 30 September 2024.

Summary of main points raised/noted in discussion of this item

1. The thoroughness of the report and level of detail included was welcomed. 

2. It was noted that Table 1 showed the estimated amount overdue by income type on 30 September 2024, and its percentage of the total.  Previously, detail had been reported on the total amount due rather than the amount which was overdue. Therefore, this table was not directly comparable with the table presented in previous reports.

3. A comment was raised suggesting that if any future proposals were developed to potentially change Bristol’s Council Tax Reduction Scheme, it would be essential to assess the likely impact that any such change might have in terms of increasing Council Tax debt. It was noted that any such matter would be considered initially through the Task and Finish Group set up to consider how the Council can best support low-income households.

The Committee RESOLVED:

- To note the report.

This report  seeks approval to dispose of the asset specified in exempt Appendix A, which has been identified following analysis of the Council’s estate.

The Committee RESOLVED (unanimous vote in favour):

- To defer the report to the next meeting of the Committee; and that in advance of the report being re-submitted to the Committee, legal advice be sought as to whether the name of the property proposed for disposal can be included in the re-submitted public report (noting that the report will include an exempt appendix in relation to commercially sensitive information).

It was noted that this report (agenda item 13) sought approval to dispose of the asset specified in exempt Appendix A, which had been identified for disposal following analysis of the Council’s estate.

On the motion of the Chair, seconded by Cllr Stafford-Townsend, the Committee RESOLVED (unanimous vote in favour):

To defer the report to the next meeting of the Committee; and that in advance of the report being re-submitted to the Committee, legal advice be sought as to whether the name of the property proposed for disposal can be included in the re-submitted public report (noting that the report will include an exempt appendix in relation to commercially sensitive information).