Agenda and minutes

No apologies for absence were received.

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 interests declared.

No questions were received.

Minutes of the meeting held on 25 April 2017

Consideration was given to the minutes of the meeting held on 25 April 2017.

It was moved by Councillor R Blunt, seconded by Councillor A V Smith and

RESOLVED THAT:

The minutes of the meeting held on 25 April 2017 be approved and signed by the Chairman as a correct record.

Reason for decision: To comply with the Constitution.

Report of the Interim Director of Resources

Presented by the Corporate Portfolio Holder

The Corporate Portfolio Holder presented the report to members, highlighting that the penultimate line in paragraph 1.4 should read 2016/17.

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

RESOLVED THAT:

The report be approved.

Reason for decision: Statutory requirement.

Report of the Interim Director of Resources

Presented by the Community Services Portfolio Holder

The Community Services Portfolio Holder presented the report to members, highlighting the increase this year in enforcement action and the partnership working arrangements.  She highlighted the key successes in the previous year and commended the team for their work.

It was moved by Councillor A V Smith, seconded by Councillor R Blunt and

RESOLVED THAT:

a)    The Environmental Health Food Safety Service Delivery Plan 2017/18 be approved.

b)    The performance and achievements in 2016/17 be noted.

Reason for decision: To approve the content of the Food Safety Service Delivery Plan 2017/18 as required by the Food Standards Agency.

Report of the Director of Services

Presented by the Regeneration and Planning Portfolio Holder

The Regeneration and Planning Portfolio Holder presented the report to members, highlighting the priorities as set out in the report, in particular that North West Leicestershire District Council was the first authority in Leicestershire to adopt a priority aiming to reduce the risk of cybercrime and grooming.  He drew members’ attention to the increase in crime, however he highlighted the very low crime rate at the Download festival this year and added that police numbers would also be  also increasing this year.

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

RESOLVED THAT:

The North West Leicestershire Community Safety Strategy 2017 – 2020 be noted.

Reason for decision: To comply with the Council’s Constitution and statutory duty to produce a Community Safety Strategy every three years.

Report of the Interim Director of Resources

Presented by the Community Services Portfolio Holder

Councillor S Sheahan left the meeting during consideration of this item.

The Community Services Portfolio Holder presented the report to members, outlining the current priority to rebuild the aqueduct over Gilwiskaw Brook and the proposal to allocate funding to this project, subject to funding being secured from other sources.

Members expressed support for the project.

It was moved by Councillor A V Smith, seconded by Councillor R Blunt and

RESOLVED THAT:

a)    The allocation of £20,000 from the 2016/17 budget surplus towards the total funding required to enable the reconstruction of the aqueduct over the Gilwiskaw Brook at Snarestone be approved.

b)    Authority to commit this amount be delegated to the Chief Executive in consultation with the Leader, via a grant agreement with Ashby Canal Trust, payable once the total project funding is secured.

Reason for decision: Cabinet approval needed to allocate funding.

Report of the Interim Director of Resources

Presented by the Leader

The Leader presented the report to members, highlighting the three major projects which were proposed following on from the stakeholder meetings which had taken place.  He commented that more investment was needed at this stage and the project would take longer than the next two years to complete.  It was recognised that not all of the works could be completed by the Council and the Business Focus team would work with others to raise funds.  He added that the stakeholder meeting had reinforced the need to undertake public realm improvements in respect of Marlborough Square.

Councillor T J Pendleton stated that the works to Ashby Road were vitally important as this would be a promenade to the town centre.  He added that a message needed to be sent that the Council was looking after shopkeepers in the town centre.

Councillor R Blunt emphasised that this project required partnership working with Leicestershire County Council as Highways Authority. 

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

RESOLVED THAT:

a)    The development of proposals for Memorial Square, Marlborough Square and Ashby Road, Coalville be approved as set out in this report.

b)    The allocation of £577,000 from the 2016/17 and projected 2017/18 budget surpluses towards the cost of potential improvements to Marlborough Square, Coalville be approved.

c)    The allocation of £25,000 from the 2016/17 and projected 2017/18 budget surpluses towards the cost of potential improvements to Memorial Square, Coalville be approved.

d)    The allocation of £175,000 from the 2016/17 and projected 2017/18 budget surpluses towards the cost of potential improvements to Ashby Road, Coalville be approved.

e)    Authority for commitment of the amounts mentioned in recommendations b), c) and d) be delegated to the Chief Executive in consultation with the Leader.

Reason for decision: Cabinet approval needed to develop the proposals and to allocate funding.

Report of the Director of Housing

Presented by the Housing Portfolio Holder

The Housing Portfolio Holder presented the report to members.

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

RESOLVED THAT:

Authority be delegated to award the contract for the refurbishment of Marlborough Flats to the Director of Housing in consultation with the Housing Portfolio Holder.

Reason for decision: The level of expenditure on this contract exceeds the authority threshold in the Scheme of Delegation.

To improve the quality of the homes and immediate environment to Marlborough Flats in the centre of Coalville.

Report of the Chief Executive

Presented by the Leader

The Leader presented the report to members.  He reported that the average number of days lost per FTE was 9.07 days against a target of 7.4 days.  He advised that long term sickness accounted for 69% of the total and employees with long term illnesses were being actively managed.  He added that he wished to see the sickness absence rates reduced in the year ahead. 

Councillor A V Smith advised members that income from Leisure Centre memberships had reduced slightly, however usage had increased, particularly in respect of swimming schemes.  She reported that there had been a 4% increase in the amount of recycling collected this year.

Councillor N J Rushton reported that the council tax collection rate had improved to 97.8% and the non domestic rates collection rate stood at 99.4%.  He highlighted the additional income from business rates and planning applications, and the surplus in the HRA budget due to increased rental income as a result of managing void properties.

Councillor T J Pendleton highlighted the good performance in the planning department which had exceeded all targets.  He advised that there would be a focus on planning enforcement going forward.

Councillor R Blunt reinforced that the concerns in respect of planning enforcement were taken seriously and it was necessary to provide the right level of resource. 

Councillor R D Bayliss highlighted the progress made in respect of the average relet time of empty properties which was now within target and was set to improve further in the current year.  

Councillor T Gillard highlighted the work which had taken place in quarter 3 and quarter 4, in particular the workshop which had taken place and the relaunch of the Enterprising North West Leicestershire grant scheme. 

Councillor R Blunt stated that he would be working with the Chief Executive to focus on improving the percentage of calls answered in Customer Services.

It was moved by Councillor R Blunt, seconded by Councillor A V Smith and

RESOLVED THAT:

The quarter 4 performance report be received.

Reason for decision: The report is provided for members to effectively monitor the organisation’s performance.

Report of the Chief Executive

Presented by the Leader

The Leader presented the report to members.

It was moved by Councillor R Blunt, seconded by Councillor A V Smith and

RESOLVED THAT:

The end of year report be received and approved for publication.

Reason for decision: To approve the publication of the end of year summary.

Report of the Director of Services

Presented by the Regeneration and Planning Portfolio Holder

Councillor T J Pendleton presented the report to members, highlighting the increasing rate of referrals as set out in the report.  He advised that resources had been increased in this area to ensure the Council was able to meet its statutory obligations.

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

RESOLVED THAT:

The safeguarding programme be noted and supported.

Reason for decision: To comply with the council’s constitution and statutory duty to safeguard children and vulnerable people, as detailed in the Children Act 2004 and Working Together to Safeguard Children 2013.

Report of the Interim Director of Resources

Presented by the Corporate Portfolio Holder

Councillor N J Rushton presented the report to members.

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

RESOLVED THAT:

a)    The write offs over £10,000 as detailed in the report be approved.

b)    The amounts written off under delegated powers be noted.

Reason for decision: To comply with proper accounting practices.

Report of the Director of Services

Presented by the Community Services Portfolio Holder

Councillor A V Smith presented the report to members, thanking the Working Party for their work.  She stated that she was pleased to see that the reserves were being utilised to fund initiatives and assets were being appropriately secured. She added that she supported the recommendation, however she requested that the £3,000 funding for Coalville Forest Adventure Park be deferred for further investigation. 

It was moved by Councillor A V Smith, seconded by Councillor R Blunt and

RESOLVED THAT:

a)    An insurance policy be supported (approximately £100) for the memorial at Coalville Park from within existing Coalville Special Expense revenue budgets.

b)    The funding of £3,000 from the General Fund for the additional cost required for the improvements to Coalville Forest Adventure Park be deferred.

c)    Footpath improvements for Melrose Road Play Hub, Thringstone including footpath and steps into the wooded area (subject to landowner consent) be funded at a cost of £4,000 from Coalville Special Expense reserves.

d)    Two benches for Melrose Road Recreation Ground, Thringstone, along with a landscaping scheme be funded from Coalville Special Expense reserves at a cost of £2,000.

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

The officers consider that the press and public should be excluded during consideration of the following items in accordance with Section 100(a) of the Local Government Act 1972 as publicity would be likely to result in disclosure of exempt or confidential information.

RESOLVED THAT:

In pursuance of Section 100A(4) of the Local Government Act 1972, the press and public be excluded from the remainder of the meeting on the grounds that the business to be transacted involves the likely disclosure of exempt information as defined in Paragraph 3 of Part 1 of Schedule 12A to the Act and that the public interest in maintaining this exemption outweighs the public interest in disclosing the information.

Reason for decision: To enable the consideration of exempt information.

Report of the Director of Housing

Presented by the Housing Portfolio Holder

Councillor R D Bayliss presented the report to members.

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

RESOLVED THAT:

a) The current position regarding the supply of new affordable housing be noted.

b) Authority be delegated to the Director of Housing, in consultation with the Deputy Section 151 Officer, the Monitoring Officer and the Housing Portfolio Holder to take appropriate action as set out in the report.

Reason for decision: To maximise the benefits to the Council and the local community.

Report of the Director of Housing

Presented by the Housing Portfolio Holder

Councillor R D Bayliss presented the report to members.

The Chairman invited Councillor T Eynon to speak to this item.  She put the following question to Councillor R D Bayliss;

“With regard to the technology enabled care services contract, what wider issues were considered by the Lead Member prior to procurement?

What would have been the benefits and risks of a cross-Leicestershire approach?

What would have been the benefits and risks of bringing this contract in house?”

Councillor R D Bayliss gave the following response:

With regard to the technology enabled care services contract, what wider issues were considered by the Lead Member prior to procurement?

As detailed in the report, the unforeseen termination of the existing contract by our previous supplier, Appello, resulted in the need to undertake a timely procurement process for the service and maintenance of the hardwired system. Maintaining service delivery to vulnerable residents was the key consideration in the circumstances.

With the new contract in place, we will now take the opportunity to review alternative options to provide the service at our dispersed locations, for example, by replacing the hardwired systems with individual lifeline telephone units. This will reduce the maintenance contract value further as fewer sites will require service and maintenance of the hard wired system.  

What would have been the benefits and risks of a cross-Leicestershire approach?

The authorities across Leicestershire have their own contracts in place which each run on a different timetable, meaning a cross-Leicestershire approach is not currently a viable option due to the timing of these procurement processes.

In April 2017, Leicestershire County Council decided to withdraw from providing assistive technology services for residents where they do not have a statutory responsibility, and the service is now being provided by the Districts and Boroughs in their respective localities. These changes together with the previous loss of Supporting People funding has resulted in NWLDC having to review and improve our assistive technology offer to make the local service financially viable, and to ensure we provide a service which enables our residents to live independently for longer. All Districts and Boroughs across Leicestershire are in a similar position, and representatives from each council have recently met, and are due to meet again later this month, to explore joint working and consolidation opportunities going forward.

What would have been the benefits and risks of bringing this contract in house?

The service and maintenance contract for the hardwired lifeline service is a small one value wise, and provides a specialist service that our existing operatives do not have the skills or knowledge to undertake. It is not cost effective to train our operatives to conduct this limited and specialist area of work, which will gradually decline in any event as we replace the hardwired systems with lifelines.

Councillor T Eynon made reference to the statement that the representatives from each council across Leicestershire were due to meet again later this month to explore joint working opportunities.  She asked if these discussions would  ...  view the full minutes text for item 18.