Agenda and minutes

There were no apologies for absence.

Under the Code of Conduct members are reminded that in declaring disclosable interests you should make clear the nature of that interest and whether it is pecuniary or non-pecuniary.

There were no declarations of interest.

There were no questions received.

Minutes of the meeting held on 12 January 2016

Consideration was given to the minutes of the meeting held on 12 January 2016.

By affirmation of the meeting it was

RESOLVED THAT:

The minutes of the meeting held on 12 January 2016 be approved and signed by the Chairman as a correct record.

Report of the Head of Finance

Presented by the Corporate Portfolio Holder

The Corporate Portfolio Holder introduced the new Interim Director of Resources and asked him to present the report to Members.

The Interim Director of Resources stated that following Cabinet’s approval of the draft budget in December it had been out to consultation and work on the base budget had been completed. He advised Members that the Council had received the final Local Government Financial Settlement and the authority would receive an additional £25,918 in grant funding.

He informed Members that an estimated increase in Business Rates Income and additional New Homes Bonus had contributed to a surplus budget of just under £1.1million. He added that due to the volatility of future expected income it would be prudent to hold higher levels of reserves and that the authority should wait until the business rates were finalised in May before making commitments as to how the surplus budget should be allocated.

Councillor N J Rushton stated that he fully supported money being put into reserves and that the Council was in a good position financially, but added that there were worries over the New Homes Bonus and waste collection rates in the future. He congratulated the Leader in freezing the Council Tax for another year as promised.

Councillor T Gillard stated that he was happy to support the report and he fully concurred with the response from Whitwick Parish Council.

Councillor R Blunt stated that the Council should be run prudently and there were many concerns over funding. He stated that the report showed that the Council was spending money wisely but at the same time supporting the regeneration of Coalville that was one of the administrations main priorities. He added that he was pleased to be able to freeze the Council Tax for another year and that it was the intention to do that for as long as possible.

It was moved by Councillor N J Rushton, seconded by Councillor T Gillard and

RESOLVED THAT:

Cabinet recommends to Council:

A.    That it notes the level of reserves and assurance statement by the Deputy Section 151 Officer in section 7 of the report.

B.    The budgeted surplus income over expenditure in 2016/17 is transferred to the General Fund reserve for further consideration after completion of 2015/16 accounts.

C.   The forecasted surplus income over expenditure in 2015/16 is transferred to the special projects reserve.

D.   The consultation responses detailed in appendix 1 are noted

E.    Approval of the General Fund Revenue Budget for 2016/17 summarised in appendix 2.

F.    Approval of the Special Expenses budget for 2016/17 set out in appendix 3.

G.   That it freezes the District’s Council Tax in 2016/17.

Reason for decision: To enable the Council to set a balanced budget for 2016/17 as required by statute.

Report of the Head of Finance

Presented by the Corporate Portfolio Holder

The Interim Director of Resources presented the report to Members. He stated that the report sought approval for the Capital programmes for the next 3 years and provided Members with the projected outturn for the current financial year. He went on to advise Members that section 3 provided the General Fund programmes with their funding arrangements, a total of £2.8million, and section 5 detailed the HRA Capital Programmes of £8million which included £2.9million for decent homes. He also highlighted that the report sought approval to delegate authority to award contracts as detailed in section 7 of the report.

Councillor N J Rushton stated that he was happy to support the report and highlighted to Members some of the individual schemes that the programme included, adding that it was essential for the authority to carry out the maintenance that was listed. He also drew Members attention to the purchases for 2017/18 for which approval was also sought.

Councillor R D Bayliss highlighted to Members the schemes that would be covered by the HRA Capital programmes for the next 3 years drawing attention to the commitment to build 30 new homes and further investment to ensure that the level of decency across the housing stock was maintained. He added that it was a first class report.

It was moved by Councillor N J Rushton, seconded by Councillor R D Bayliss and

RESOLVED THAT:

A.    The estimated General Fund, Coalville Special Expenses and H.R.A. Capital   Outturn for 2015/16 and Planned Financing be noted.

B.    Council be recommended to approve expenditure in 2016/17 as per:

·         appendix “A” General Fund  and Special Expenses Capital Schemes

·         appendix “B” for HRA Capital Schemes

and in 2017/18 these schemes only:

·         £630,000 for the vehicle replacement programme, as detailed in paragraph 3.2

C.   The proposed procurement routes be noted and the authority to award the contracts, and any associated agreements in furtherance of the projects, as detailed in section 7 (procurement routes) of this report be delegated.

Reason for decision: To enable projects to be included in the Programmes and proceed.

Report of the Head of Finance

Presented by the Corporate Portfolio Holder and the Housing Portfolio Holder

The Housing Portfolio Holder presented the report to Members along with the additional information that had been circulated prior to the meeting and advised them that following direction the authority needed to decrease its rents by 1%, therefore the budget had been written to meet these objectives. He drew Members attention to the update that had been provided which clarified that supported and sheltered properties would be exempt from the 1% rent reduction and this would provide an extra gross rent income of £63,000 for just the 2016/17 year. He advised that the business plan was being worked on following the information received and it would be reflected in the report to Council. He proposed the recommendations in the report along with an additional recommendation in the update sheet to increase the rent for sheltered and supported properties. 

Councillor N J Rushton stated that the extra gross rent income of£63,000 would be essential to help with the future risks and that Councillor R D Bayliss and the housing team had done a good job with the account.

Councillor R Blunt thanked Councillor R D Bayliss and the Director of Housing for the professionalism and swiftness that they had managed to provide the update to Cabinet.

Councillor T J Pendleton stated that the update that had been provided exemplified the work that officers do.

It was moved by Councillor R D Bayliss, seconded by Councillor N J Rushton and

RESOLVED THAT:

A.    The assurance statement by the S151 Officer be noted,

B.   Council be recommended to:

1.    Approve that council house rents in 2016/17 be decreased by 1% (average decrease £0.83 per week).

2.    Approve the increase of 0.8% (average increase 5 pence per week) in garage rents for 2016/17.

3.    Approve central heating charges for 2016/17 remaining at the same level as for 2015/16.

4.    Approve the average increase of 4.92% (16 pence per week) in the   weekly service charge for 2016/17.

5.    Approve the ground rent increase at Appleby Magna Caravan Site of 0.8% (24 pence per week) on the anniversary of each individual rent agreement in 2016/17.

6.    Approve the lifeline charges increase of 0.8% (34 pence per quarter) from         April 2016.

7.    Approve the Housing Revenue Account budget for 2016/17 attached as appendix A

8.     Approve the rent increase of 0.9% (average £0.62 per week) for sheltered and supported housing.

Reason for decision: To enable the Council to set the Housing Revenue Account Budget for 2016/17.

Report of the Director of Housing

Presented by the Housing Portfolio Holder

The Housing Portfolio Holder presented the report to Members. He advised Members that the current strategy had come to an end and that officers, along with the NWL Strategic Housing Partnership, had been working together to develop a new strategy.

He drew Members’ attention to the three priority themes detailed in the report and that it was envisaged that the housing strategy would contribute to the Coalville Project, in particular the future provision of affordable housing.

Councillor R Blunt stated that it was important that everything the authority did should aim to support the Coalville Project.

It was moved by Councillor R D Bayliss, seconded by Councillor R Blunt and

RESOLVED THAT:

A.                 The approach and consultation undertaken to develop the proposed housing priorities for the next five years be noted;

B.                 The new Housing Strategy for 2016-2021 be approved

C.                The approval of the related action plan for 2016-17 and future years up to 2020/21 be delegated to the Housing Portfolio Holder and the Director of Housing.

Reason for decision:To seek Member approval to progress and implement the priorities outlined in the 2016-21 Housing Strategy.

Report of the Head of Finance

Presented by the Corporate Portfolio Holder

The Interim Director of Resources presented the report to Members. He advised Members that it was an annual report and that the proposed statement complied with statutory, regulatory and professional requirements.

He informed Members that specific roles and responsibilities were identified, that an independent treasury advisor was utilised and that the treasury management activity was regularly reported to the Audit and Governance Committee.

Councillor N J Rushton supported the report and highlighted that the purpose of the statement was set out in section 2.1.

It was moved by Councillor N J Rushton, seconded by Councillor T Gillard and

RESOLVED THAT:

Cabinet

A.  Re-adopt the CIPFA Treasury Management in Public Services: Code of Practice.

B.    Recommend the Treasury Management Strategy Statement 2016/17, Prudential Indicators -revised 2015/16 and 2016/17 to 2018/19, and the Annual Minimum Revenue Provision Statement, for approval by Full Council.

Reason for decision: These are statutory requirements.

Report of the Director of Housing

Presented by the Housing Portfolio Holder

The Housing Portfolio Holder presented the report to Members. He stated that it was a lengthy piece of work and that it was a serious document that the tenants needed to accept.

He advised that the layout of the agreement would be changed and highlighted some of the content changes, adding that there had been a wide consultation on the changes.

Councillor T J Pendleton stated that the document had been well worked through.

It was moved by Councillor R D Bayliss, seconded by Councillor T J Pendleton and

RESOLVED THAT:

The revised Tenancy Agreement and the timetable as detailed in section 3.1 of the report be approved.

Reason for decision: For the homes it owns, North West Leicestershire District Council has a legal obligation to provide a contract between itself as the landlord and the tenants of these properties. The change in contract will affect all current and future Council tenants.

Report of the Head of Finance

Presented by the Corporate Portfolio Holder

The Corporate Portfolio Holder presented the report to Members. He advised Members that the current supplier had given notice and that delegation of authority was sought for a new contract to be agreed.

It was moved by Councillor N J Rushton, seconded by Councillor R Blunt and

RESOLVED THAT:

Authority to award the contract for the provision of gas for the period 1 April 2016 to 31 March 2019 be delegated to the Head of Finance in consultation with the Corporate Portfolio Holder.

Reason for decision: The level of expenditure on this contract exceeds the authority threshold in the Scheme of Delegation and to ensure the continuity of provision of energy to the Authority.

Report of the Head of Legal and Support Services

Presented by the Corporate Portfolio Holder

The Corporate Portfolio Holder presented the report to Members advising that the report sought approval of the amendments to the policy and delegated authority to the Head of Legal and Support Services in consultation to make any future minor amendments.

It was moved by Councillor N J Rushton, seconded by Councillor T J Pendleton and

RESOLVED THAT:

A.    The amendments to the Regulation of Investigatory Powers Act Policy taking into account comments from the Audit and Governance Committee be approved.

B.    Authority be delegated to the Head of Legal and Support Services, in consultation with the Corporate Portfolio Holder, to make any minor and consequential amendments to the Regulation of Investigatory Powers Act from changes in legislation and practical circumstances (e.g. restructures).

Reason for decision: To comply with guidance

Report of the Chief Executive

Presented by the Leader

The Leader presented the report to Members. He reminded them that the project was considered at the last meeting in January and the report before them was approving procurement of additional feasibility studies related to Phase 1 of the project and asking Cabinet to delegate authority to commit some expenditure of the Coalville Project reserve.

He informed Members that further reports would be provided to Cabinet explaining actual costs and the output of work commissioned, adding that the project team was continuing to aim for many strands of the current phase coming forward during April.

Councillor T J Pendleton stated that it was vital to scope the landscape as to what options were available, which would allow making of crucial decisions to deliver the project.

Councillor N J Rushton stated that he supported the project and that money had to be spent to deliver the outcome.

It was moved by Councillor R Blunt, seconded by Councillor T J Pendleton and

RESOLVED THAT:

A.    The procurement of further feasibility studies related to stage of phase 1 of the Building Confidence in Coalville Project be approved.

B.    Authority be delegated to the Chief Executive in consultation with the Leader to commit expenditure of part of the Coalville Project reserve.

Reason for decision: To seek Cabinet's authority to procure further feasibility studies related to Phase 1 of the Building Confidence in Coalville project and to ensure any decision made by the Chief Executive in consultation with the Leader with regards to expenditure of the Coalville Project Reserve is made in accordance with delegations approved by Cabinet.

Report of the Director of Services

Presented by the Community Services Portfolio Holder

The Community Services Portfolio Holder presented the report to Members and thanked the Members of the working party for enabling good work to be carried out.

She highlighted the progress that had been made on the Owen Street changing pavilion for Coalville Town Football Club advising that there would be an official opening at a later date and that the Thringstone Bowls Club toilet provision had been successful in securing external funds from Biffa and that she was happy to support the slight increase in the planned contribution to help deliver that project.

Councillor A V Smith added that she had attended the Christmas Lights Switch On in Coalville which had been an excellent event but added that there were some hiccups with the lights. However a tender exercise had been carried out for a new contractor and the authority would see the lights improving further. She noted that there were lots of new projects being considered by the working party and looked forward to seeing how they progressed.

It was moved by Councillor A V Smith, seconded by Councillor T J Pendleton and

RESOLVED THAT:

The recommendations made by the Coalville Special Expenses Working Party as detailed within the minutes be noted and the recommendation as summarised at 3.0 of the report be approved.

Reason for decision: To progress Coalville Special Expenses projects and programmes.