Agenda and minutes

Apologies were received for Councillor R Blunt, for whom Councillor R Ashman acted as Chair.

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

There were no interests declared.

There were no questions received.

To confirm the minutes of the meeting held on 20 September 2022.

Consideration was given to the minutes of the meeting held on 20 September 2022.

It was moved by Councillor K Merrie, seconded by Councillor A Woodman and

RESOLVED THAT:

The minutes of the meeting held on the 20 September 2022 be approved and signed by the Chair as a correct record.

Reason for decision: To comply with the Constitution.

The report of the Democratic Services Officer.

Presented by the Community Services Portfolio Holder.

The Community Services Portfolio Holder presented the report and outlined the recommendations made by the party to Cabinet.

The working party had suggested that Coalville by the Sea be suspended for the upcoming year in order that the budget could be redirected to offset the Queen’s Jubilee expenditure and also to allow more budget to be available for the Christmas in Coalville event. It was noted that as the fireworks had been cancelled, it was felt that the main stage for the finale event would be surplus to requirements and it was proposed to redirect the money that had been set aside to budget for the stage back into the event.

A member asked why the fireworks had been cancelled for the Christmas in Coalville event, to which the Portfolio Holder responded it had been due to the issue of cost. Members said they were disappointed to see this aspect of the event removed and it was noted that not all members of the working party had been in support of this recommendation, however, the Portfolio Holder directed members to the full minutes of the meeting in order to best understand the decision making process around this.

Another member expressed disappointment towards the negative social media comments directed towards the Council due to the cancellation of the fireworks and denied that far from “Christmas being cancelled” as some posts had claimed, that the event would be enjoyable with a fully packed line up for local residents to enjoy.

It was moved by Councillor A Woodman, seconded by Councillor K Merrie and

RESOLVED THAT:

1)    The minutes of the Coalville Special Expenses Working Party at appendix 2 be noted.

2)    Coalville By The Sea for 2022/23 be suspended and the budget be re-directed to offset the Queen’s Jubilee expenditure and investment in Christmas in Coalville event be agreed.

3)    The expenditure of up to £7,000 from Coalville Special Expenses balances to support the purchase of replacement Christmas lights be agreed.

4)    The cancellation of the fireworks display at the Christmas in Coalville event for 2022/23 be agreed.

5)    The expenditure of £6,000 from Coalville Special Expenses balances to cover the increased costs in relation to the Christmas tree contract be agreed.

6)    The main stage at the Christmas in Coalville event would be surplus to requirements be noted and that the funding allocated for the stage be redirected into the main event be agreed

Reason for decision: So that the decisions of the Coalville Special Expenses Working Party can be considered.

The report of the Head of Community Services.

Presented by the Community Services Portfolio Holder.

The Community Services Portfolio Holder presented the report and described the proposed approach to the purchase of various types of vehicles in order to work towards the zero carbon target.

It was noted that Peugeot Motor Co PLC and Modus UK had submitted the highest quality tenders and that for 2022/23, a total of nine panel vans, four chassis cabs and five passenger vehicles would be purchased.

A member highlighted that this procurement was in line with the authority’s clean, green priority and commended the purchase of these vehicles.

It was moved by Councillor A Woodman, seconded by Councillor T Gillard and

RESOLVED THAT:

1)    Three year preferred supplier contracts at the value of up to £2.5 million be awarded to:

·       Peugeot Motor Co PLC for electric cars

·       Peugeot Motor Co PLC and Modus UK Ltd for electric vans.

·       Modus UK Ltd for chassis cabs for the provision to supply fleet.

2)    The order to be placed for Year One at £555,124 be approved.

3)    Authority be delegated to the Strategic Director in consultation with the Head of Finance and the Portfolio Holder for Community Services to enter into individual call off contracts up to the total value approved in the fleet capital programme.

Reason for decision: To comply with the Council’s Contract Procedure Rules.  The award of a contract valued at more than £250,000 in total is a financial key decision requiring Cabinet approval.  To comply with EU Contract Procedure Rules (Which the UK is still subject to).