The Overview and Scrutiny Committee of Cotswold District Council met on Monday 12 October 2026 to discuss a range of important council matters. Key discussions included an update on the council's financial strategy and budget, an overview of the adoption of Artificial Intelligence (AI) within council services, and an update from Ubico, the council's waste management partner. The committee also received updates from Gloucestershire County Council scrutiny committees and reviewed the council's work plan.

Ubico Update

The committee received an operational update from Ubico, the council's waste management partner. Beth Boughton, Managing Director, and Mark Osment, Acting Operations Director, presented on various aspects of Ubico's service. They reported a decrease in accidents and an increase in safety concern reporting, contributing to a safer workforce. Collection accuracy had improved, though challenges remained with an ageing recycling fleet due to difficulties in sourcing parts. Recruitment for HGV drivers was an ongoing issue, with steps being taken to address this through recruitment and driver development schemes. Staff absence during the summer heatwave was noted, with appreciation expressed for employees who continued to work.

Members raised concerns about the collection of garden waste from non-subscribed properties, with Ubico confirming that procedures were being reviewed to improve checks by collection crews. The loader-to-driver scheme, including HGV training costs, was confirmed to be within existing budgets. Ubico also confirmed that while telematics and in-cab technology provided live collection data, resident reporting was still necessary for missed collections due to potential discrepancies in recorded reasons. The committee was informed that the expansion of services into Wiltshire had been smooth and had not adversely affected staff retention. The use of AI in areas such as vehicle telematics and predictive maintenance was also highlighted, with an AI strategy in development.

The committee requested that Ubico consider how residents could be better informed about planned street cleaning dates to facilitate vehicle movement and explore arrangements for catch-up collections on Saturdays for missed Friday waste collections.

2027/28 Budget Strategy and Medium Term Financial Strategy (MTFS) Update

Councillor Patrick Coleman, Cabinet Member for Finance, and David Stanley, Deputy Chief Executive and Section 151 Officer, presented an update on the council's budget strategy and MTFS. They highlighted projected budget gaps of £1.5 million in 2027/28, £2.5 million in 2028/29, and £7.2 million in 2029/30. While progress had been made in reducing the forecast gap, further work was needed to balance the budget for 2027/28. The ongoing uncertainty surrounding Local Government Reorganisation (LGR) meant that financial planning must continue on a going-concern basis.

Pressures included inflation, interest rate fluctuations, and rising fuel costs, which could significantly impact the waste collection service. The capital programme, particularly the waste vehicle replacement, was expected to be funded internally, but any expansion might necessitate borrowing, which remained expensive. Members were assured that regular financial updates were being received from Ubico, and that fees and charges would be reviewed as part of the 2027/28 budget process. Addressing the budget gap would involve a balanced approach to income generation and cost reduction, with all services being reviewed for efficiency. The committee noted the positive impact of grants to community organisations like Citizens Advice and the Cirencester Pantry, and the LIFT programme's success in helping residents access benefits. Concerns were raised about the potential administrative burden of the proposed high-value council tax surcharge, with income expected to be retained nationally.

The committee noted the importance of members understanding mandatory versus discretionary services to inform budget-setting decisions and the significant cumulative budget gap projected by 2029/30. Existing workshops and governance were acknowledged, and a proposal for a further review of decision-making processes between Cabinet and senior officers was discussed but not formally recommended.

Artificial Intelligence Update

John Chorlton, Chief Technology Officer for Publica, provided an update on the council's approach to adopting Artificial Intelligence (AI). He explained that AI offered opportunities to improve efficiency and speed up processes but also presented challenges related to data protection, cyber security, environmental impact, and costs. The council was adopting a measured approach, focusing on improving services and productivity while maintaining governance and human oversight.

The council's AI strategy is built around Microsoft Copilot, with a limited rollout of premium licenses for officers and councillors. AI Champions are being introduced to support staff and provide feedback. A pilot of an AI platform for planning documentation had been approved in principle, with outputs subject to officer review. Members raised concerns about the potential for AI to shift workload rather than reduce it, the cognitive demands of validating AI outputs, and the risk of bias and inaccuracy. The council's AI Board, comprising senior members and officers, oversees AI proposals, risks, and compliance. The committee was advised that AI was being used to support officers in tasks such as summarising documents and analysing data, rather than replacing professional judgement. The financial implications of AI licensing and the potential for escalating costs were discussed, with the council aiming to contain costs through a controlled rollout. The committee noted suggestions that AI awareness sessions for members would be beneficial and that the AI Board should be made aware of the committee's views.

Updates from Gloucestershire County Council Scrutiny Committees

Councillor Angus Jenkinson provided an update on the Gloucestershire Economic Growth Scrutiny Committee, noting revised terms of reference that now included waste and climate change due to their economic significance. The committee had discussed challenges facing the agricultural sector and the need for adaptation, highlighting concerns about limited specialist officer capacity within the county to support farming. Councillor Gina Blomefield reported that the Local Government Reorganisation (LGR) Scrutiny Panel's next meeting was scheduled for 12 November 2026.

Work Plan and Forward Plan

The committee reviewed its work plan and discussed the low uptake of budget training for members. It was highlighted that opportunities existed for members to access training on local government finance and related issues. The importance of members being aware of available training and development opportunities was emphasised.

The meeting concluded with a discussion on the work plan and forward plan, with a suggestion that AI be reviewed on a more regular basis, perhaps every six months, to educate members and track its integration into council services. The committee also noted the availability of training budgets for members and the need to encourage greater uptake.