Agenda and minutes

Apologies for absence were received from Councillor N Smith.

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.

To receive questions from members of the public under rule no.10 of the Council Procedure Rules. The procedure rule provides that members of the public may ask any question on any matter in relation to which the Council has powers or duties which affect the District, provided that three clear days’ notice in writing has been given to the Head of Legal and Support Services.

There were no questions received.

To approve the minutes of the meeting held on 2 October 2013.

Consideration was given to the minutes of the meeting held on 2 October 2013.

It was moved by Councillor M Specht, seconded by Councillor J Geary and

RESOLVED THAT:

The minutes of the meeting held on 2 October 2013 be approved and signed as a correct record.

Report of the Head of Community Services

The Head of Community Services presented the report to Members.

The Chairman reminded Members that there would be no discussion regarding charging for the collection of green waste as the topic did not form part of the report.  He also stated that he would take discussion under each of the call-in grounds in turn for clarity.

Call-in ground one:

Councillor S Sheahan stated that the report was much better than the one considered by Cabinet as it contained more detailed information.  He added that he was happy with the proposed savings and that it would pay for itself within three years, he now believed it was efficient.

Councillor J Geary referred to the financial summary within the report, in which it stated that the proposals would improve the customer experience by getting the right information first time.  Councillor J Geary asked what that information was.  The Waste Services Team Manager explained that currently the customer had more information than the collection crews so resolving the matter sometimes became difficult.  He gave an example that if a collection crew was running late on their round then a customer may call in to report a missed bin when it actually had not yet been collected.  When the collection crew finally collected the bin, unless the office had been informed by the customer, it would remain as a missed bin and an extra collection would be arranged even though it was not required. This would improve under the new system.

Councillor J Geary referred to the comment within the report that stated that there would be a reduction of green waste rounds in the winter months; he asked if that meant a reduction in the service.  The Head of Community Services explained that as there would not be as much green waste in the winter months the number of collection crews sent out would be less not the number of collections to households.

Councillor N Clarke asked for clarity on how the missed bins would be recorded.  The Waste Services Team Manager explained that the crew would input data using a touch screen device within the cab of the vehicles and the data would then be sent immediately to the office for staff to use.  Customers would also be able to view on line when collections had been made in their area, which would inform them if their bin had been missed or not yet collected.

In response to a question from Councillor N Clarke, The Waste Services Team Manager explained that although it would add to the driver’s workload, the process and service would be improved.  He also assured Councillor N Clarke that they would be strict on claims of missed bins and if the system indicated that a bin was not presented, the collection crews would not return for a bin due to a report of it being missed. 

In response to further questions from Councillor N Clarke, the Head of Community Services confirmed that the implementation cost did include  ...  view the full minutes text for item 20.

Report of the Head of Regeneration and Planning

The Head of Regeneration and Planning presented the report to Members.

Councillor N Clarke asked what had happened with the proposals to tender for the improvements required.  The Head of Regeneration and Planning responded that there had been no interest from the private sector and therefore other options were being considered as outlined within the report.

Councillor J Geary explained that he had requested this report as he was acquainted with many of the traders and they had concerns.  The main concerns were the site of the proposed toilets as they were being moved and the lack of consultation on the proposals.  The Head of Regeneration and Planning explained that Members raised concerns regarding the original proposed site of the toilets due to the possibility of anti social behaviour and he believed the new proposal addressed that concern.  Regarding the consultation process, the Head of Regeneration and Planning confirmed that he met with traders each week but unfortunately attendance was low.  He also confirmed that the traders he did meet with regularly were happy with the proposals.  Councillor J Geary commented that he was now confident that consultation was taking place and he would promote the weekly meetings.

The Head of Regeneration and Planning explained that the proposed external works included ceiling repairs, bin storage and other minor works, the main focus was on the access and appearance.

In response to a question from Councillor J Geary, the Head of Regeneration and Planning stated that he did have drawings of the planned new toilets which were still a work in progress and that he was happy to share them with Councillor J Geary but they were not for public viewing at the moment.

In response to a further question from Councillor J Geary, the Head of Community Services confirmed that the posts for staffing the toilets would be reviewed and that was currently underway.

In response to a question from Councillor M Specht, the Head of Regeneration and Planning confirmed that the works on the market were due to commence in February.

Councillor M Specht commented that the toilets were currently run very well and were always very clean, he asked if the new toilets would be maintained to the same standard.  The Head of Community Services reported that there would be a mixture of cleaning schedules and there would be more cleaning required on market days.

In response to a question from Councillor D Everitt, the Head of Community Services stated that the charge for the use of the new toilets had not yet been discussed.

In response to a question from Councillor V Richichi, the Head of Community Services reported that the current cost of running the toilets was approximately £50,000 a year.

RESOLVED THAT:

a)    The report be noted.

b)    The progress for investments in Coalville Indoor Market be noted.

To consider any items to be included in the work programme.  The plan of forthcoming decisions of Cabinet is attached for information.

The Head of Community Services circulated a report which was being considered by Cabinet at its next meeting regarding the Armed Forces Community Covenant.  He explained that Cabinet would be requesting that the Policy Development Group set up a Task and Finish Group, and the report was to give Members further information when considering nominations.

Councillor S Sheahan asked for a report at the next meeting on the budget proposals which were detailed on Cabinet’s plan of forthcoming decisions within the agenda.  The Head of Community Services explained that the next scheduled meeting of the Policy Development Group was after the consideration of the budget proposals by Council and therefore would not be possible.  Councillor S Sheahan requested an additional meeting be held to look at the budget proposals before consideration at Council.  The Chairman agreed to put the request to Officers.

Councillor A C Saffell asked that the Group look into the current Planning process.  He explained that many decisions had been made in recent years both good and bad, and he felt that by looking into those decisions, lessons could be learnt.  The Head of Regeneration and Planning reported that the Chief Executive was currently reviewing the Planning process and he agreed that the scrutiny of the Group could feed into the review.

Councillor J Geary also requested that the delegations for Planning also be scrutinised as in the last 28 days there had been two examples in which bad decisions had been made.  He added that the Director of Services had recommended that this topic be brought to the Group.

RESOLVED THAT:

The following items be included on the work plan for a future meeting:

a)    A report on the review of the Planning process.

b)    A report to consider the current Planning delegations.