Agenda and minutes

Apologies for absence were received from Councillors E Allman, A Black and R Morris.

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

Councillors J Legrys and S Sheahan declared a non-pecuniary interest in item 15, Corporate Leadership Team Restructure as retired members of the GMB Union.

Councillor J Legrys declared a registerable interest in item 12, General Fund Budget and Council Tax 2023/24 as an attendee of Friends of Coalville Park meetings.

Councillor J Geary declared a registerable interest in item 12, General Fund Budget and Council Tax 2023/24 as a Council representative on Coalville Town Football Club, and item 15, Corporate Leadership Team Restructure as a lifetime member of the GMB Union.

Councillor R Johnson declared a registerable interest in item 12, General Fund Budget and Council Tax 2023/24 as Chair of Hugglescote and Donington le Heath Parish Council.

Ms E Warhurst, Head of Legal and Commercial Services (Monitoring Officer) declared a disclosable pecuniary interest in item 15, Corporate Leadership Team Restructure as a member of the Corporate Leadership Team and would therefore leave the meeting for the discussion and voting thereon.  It was noted that the Legal Services Team Manager (Deputy Monitoring Officer) would step in to advise Members from that point onwards.

The Chairman made no announcements.

Members are reminded that under paragraph 11.1 of part 4 of the Constitution, questions can be asked of the Leader and Cabinet Members without notice about any matter contained in any address.  Questions shall be limited to five minutes in total for each announcement.

The Leader of the Council, Councillor R Blunt, made the following announcements:

The new Customer Centre had been very successful since opening and seemed to be very popular due to its location in Coalville town centre.  It was noted that there had been more than 1000 face-to-face enquiries so far which was an increase in comparison to the same period last year.  The centre was also being used for face-to-face meetings with the housing service and tenants, plus police surgeries.

Plans were moving forward with the former market hall in Coalville town centre, advertisements were now in place for commercial use.  Members would be kept updated.

The accommodation refit in the Council Chamber would start the day after the Council meeting and was due to be completed in time for Annual Council in May.  Members were informed that there would be some relocation of committee meetings, but all Members would be notified in due course.

In relation to the current proposals to use Kegworth Yew Lodge Hotel as temporary accommodation for refugees which had caused a great deal of concern from the people in the village; it was confirmed that the Leader would be writing to the Home Office for more information and to express concerns over the lack of consultation for local people. 

To conclude, Councillor R Blunt thanked all Members for the quality of debate and the way business had been conducted over the last four years. 

Several Members commented on the situation at Kegworth, they thanked Councillor R Blunt for his response to the concerns and asked that they be kept updated.

The Housing, Property and Customer Services Portfolio Holder, Councillor R D Bayliss announced that following a unanimous decision by the Appointments Committee, Jane Rochelle would be joining the Council as Head of Housing in the coming months.

To receive questions from members of the public under procedure rule no.10.  The procedure rule provides that members of the public may ask members of the Cabinet 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 Commercial Services.

There were no questions received.

To receive members’ questions under procedure rule no.11.  The procedure rule provides that any member may ask the Chairman of a board or group 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 Commercial Services.

There were three questions asked which are set out below together with the responses.  Each Member who asked a question was invited by the Chairman to ask one supplementary question which is also set out together with the response.

Question from Councillor R Johnson

‘Could the portfolio holder, inform me what the cost of heating the Current Council Offices has been in the last 3 months considering most staff are hybrid?’

Response by Councillor R D Bayliss

Heating costs for the council offices over the period in question were £6,685.57 excluding vat. This includes standing charges of £1,150.72.

Supplementary question and response

Councillor R Johnson stated that considering the building is mostly empty, he had noticed radiators on in empty rooms, therefore he felt was it money spent unnecessarily.  Councillor R D Bayliss acknowledged the comment but explained that as long as people were in the building, it needed to be heated to an appropriate standard.  He concluded that the new office building was much better, so this was only a short term issue.

Question from Councillor T Eynon

‘Please could the portfolio holder provide the following information regarding the sheltered accommodation at St Mary’s Court and Fairfield Court, Hugglescote?

-      Current EPC ratings and expiry of the same

-      The number of properties which have had loft insultation or windows upgraded under the Warm Homes Scheme

-      The timing of planned replacement of double-glazed windows and number of reports of blown double glazed windows, including details of the Council’s repairs response

-      The condition of the roofs of the bungalows and whether they remain watertight.’

Response from Councillor R D Bayliss

Regarding EPCs – these are provided for each of the properties individually. They are all either C or D. Individual properties details can be viewed via the government website - Find an energy certificate - GOV.UK (www.gov.uk) or officers can provide a full list.

The EPCs are all from various dates – the earliest being in 2013 with the remainder in 2014 and 2015, with one undertaken in 2021 as part of the renewal process.  EPCs are regarded as a ten-year life and are on a programme on renewal in line with that.

Regarding ratings being adequate, it is widely acknowledged that any properties that fall under an EPC rating of D or below can be classed as in fuel poverty depending on disposable income. We do not hold information on tenants’ income with asset management as this is protected under the relevant data protection legislation. A new project to assess heating systems and controls in our sheltered schemes has been proposed for 23/24 with a review being undertaken in April 2023 subject to budget approvals.

Turning to the Warm Homes scheme - We have not upgraded properties under Warm Home Scheme. This scheme is automatically applied by the energy supplier and not the landlord. We have been reviewing the ECO4 and Social Housing Decarbonisation Fund (SHDF) funding and we are awaiting confirmation from the Department of  ...  view the full minutes text for item 49.

To consider any motions on notice under procedure rule no. 12.

No motions were received.

To receive petitions in accordance with the Council’s Petition Scheme. 

No petitions were received.

To confirm the minutes of the meeting of the Council held on 15 November 2022

Consideration was given to the minutes of the meeting held on 15 November 2022.

It was moved by Councillor R Boam, seconded by Councillor J Bridges and

RESOLVED THAT:

The minutes of the meeting held on 15 November be approved and signed by the Chairman as a correct record.

Report of the Head of Finance

Cllr N J Rushton presented report to members.

The recommendations detailed within the report were moved by Councillor N J Rushton and seconded by Councillor S Gillard.  A recorded vote being required, the voting was as detailed below.  It was

RESOLVED THAT:

The advice of the Section 151 Officer as set out in section seven be noted and the content of the report be considered as part of the approval of the General Fund Budget and Council Tax 2023/24, the Housing Revenue Account Budget 2023/24 and Treasury Management Strategy 2023/24.

Report of the Head of Finance

Cllr N J Rushton presented report to Members.

The recommendations as detailed within the report were moved by Councillor N J Rushton and seconded by Councillor R Blunt.  A recorded vote being required, the voting was as detailed below.  It was

RESOLVED THAT:

1.       The financial indicators required under the prudential code detailed in section 3 be noted and the following limits be approved:

a)      The authorised limit and operational boundary for external debt as detailed in table B of the Treasury Management Strategy 2023-24 (appendix 2)

b)      The maturity structure of borrowing as detailed in paragraph 6.6 of the Treasury Management Strategy 2023-24 (appendix 2)

2.       The main changes to the Capital Strategy and Minimum Revenue Provision (MRP) statement as detailed in paragraph 2.2 be noted and

a)      Authority be delegated to cabinet to move a Capital Scheme from the development pool to the active programme as long as the scheme is within the approved budget.

b)      The following addition to the MRP Statement for 2022/23 be approved at paragraph 1.5:

‘MRP will only be charged once the asset is fully operational and will not be charged whilst the asset is under construction.  The MRP will commence the year after the asset becomes operational.’

3.       The following be approved:

a)      Capital strategy 2023-24 (appendix 1)

b)      Treasury Management Strategy 2023-24 (appendix 2)

c)      Minimum Revenue Provision (MRP) Statement 2023-24 (appendix 3)

d)      Investment Strategy 2023-24 (appendix 4)

e)      Revised Minimum Revenue Provision (MRP) Statement 2022-23 (appendix 5).

f)        Authority be delegated to the Head of Finance and Section 151 officer to make any necessary changes to appendices 1-4 if any amendments are agreed to the General Fund and Housing Revenue Budgets at this meeting.

Report of the Head of Finance

Councillor N J Rushton presented the report to Members and thanked the Finance Team for all their hard work.  He referred to the route the budget had taken to get to this stage, where Members’ comments were invited.

The recommendations as detailed within the report were moved by Councillor N J Rushton and seconded by Councillor R Blunt.

The Chairman referred to the amendments to the motion, which had been circulated in the additional papers.  He invited Councillor S Sheahan to put forward his amendment. 

Councillor S Sheahan outlined the amended budget as detailed within the additional papers and thanked the Finance Team for assisting with the amended budget.  The motion was seconded by Councillor J Geary.

A full and lengthy debate was held before the Chairman put the motion to the vote.  A recorded vote being required, the voting was as detailed below.

The amendment was declared LOST.

The Chairman referred Members to the substantive motion as set out within the agenda.

A further debate was held which received wide support for the budget, however, there was some opposition to the zero percent increase in council tax and a heated discussion ensued in relation to some members’ perception of the regeneration of Coalville Town Centre.

The Chairman then put the substantive motion to the vote. A recorded vote being required, the voting was as detailed below.

The motion was declared CARRIED.

RESOLVED THAT:

1.      The General Fund Revenue Budget for 2023/24 as summarised in section 2 of the report be approved.  This includes:

a)    Freezing the District Council’s share of Council Tax in 2023/24.

b)    Changes to the fees and charges as detailed in appendix 3(a) to 3(c), effective from 1 April 2023.

c)     The authority be delegated to the Head of Community Services to consider any objections received in relation to the proposed variation of fees for vehicle and operators licenses under S.70 of the Local Government (Miscellaneous Provisions) Act 1976, to determine whether in light of any objections the variation in fees should be modified and to set another date on which the variation in fees will come into force, with or without modification, after consideration of said objections.

2.      The General Fund Revenue Budget for 2024/25 to 2027/28 (appendix 1) be noted.

3.      The Corporate Charging Policy 2023 – 2026 (appendix 3D) be approved.

4.      The proposed General Fund Capital Programme (appendix 4) for 2023/24 and planned financing, as set out in section 3 of the report be approved.

5.      The remaining elements of the General Fund Capital Programme 2024/25 – 2027/28 be noted.

6.      The Fleet replacement Programme for 2024/25, be approved to allow vehicles to be ordered in advance once approval has been given to move from this development to the active pool (appendix 4).

7.      The Special Expenses Revenue Budget for 2023/24 (appendix 6) be approved as summarised in section 4.  This includes:

a)    Setting the Special Expense Band D Council Tax at the levels detailed in table 4 of the report.

8.  ...  view the full minutes text for item 55.

Report of the Head of Finance

Councillor R D Bayliss presented the report to Members.

The recommendations as detailed within the report were moved by Councillor R D Bayliss and seconded by Councillor N J Rushton.

The Chairman referred to the amendments to the motion, which had been circulated in the additional papers.  He invited Councillor S Sheahan to put forward his amendment. 

Councillor S Sheahan outlined the amendment as detailed within the additional papers and it was moved by Councillor D Everitt.

A full and lengthy debate was held before the Chairman put the motion to the vote.  A recorded vote being required, the voting was as detailed below.

The amendment was declared LOST.

The Chairman referred Members to the substantive motion as set out within the agenda.

A further debate was held which received wide support for the budget, along with further discussions on the plans for zero carbon targets.

The Chairman then put the substantive motion to the vote. A recorded vote being required, the voting was as detailed below.

The motion was declared CARRIED.

RESOLVED THAT:

1.      The Housing Revenue Account (HRA) Budget for 2023/24 (appendix 1) as summarised in section 2 of the report be approved.  This includes:

a)    Increasing rents by up to 7%

b)    Changes to fees and charges as detailed in appendix 3.

2.      The HRA Budget for 2023/25 – 2027/28 (appendix 1) be noted.

3.      The proposed HRA Capital Programme for 2023/24 (appendix 4) and planned financing as set out on section 3 of the report be approved.

4.      The HRA Budget for 2024/25 (appendix 4) be approved, to allow vehicles to be ordered in advance once approval has been given to move the scheme from the development pool to the active pool.

5.      The remaining elements of the HRA Capital Programmes 2024/25 – 2027/28 as detailed in appendix 4 be noted.

Report of the Head of Finance

Councillor N J Rushton presented the report to Members.

The recommendations as detailed within the report were moved by Councillor N J Rushton and seconded by Councillor R Blunt.  A recorded vote being required, the voting was as detailed below.  It was

RESOLVED THAT:

The Council Tax Resolution 2023/24 as set out in section two of the report be approved.

Report of the Chief Executive

Councillor N Smith left the meeting at 8.30pm and returned at 8.34pm during the presentation of the report.

Councillor R Johnson left the meeting at 8.30pm.

After declaring an interest in the following item, the Head of Legal and Commercial Services (Monitoring Officer) left the meeting during the discussion and voting thereon.  The Legal Services Team Manager (Deputy Monitoring Officer) joined the meeting to provide advice to Members as required.

The Chief Executive presented the report to Members.

There were mixed views across the Chamber with some Members in full support of the recommendations and others raising concerns that such decisions should be taken after the District Council elections in May.  Reference was made to the concerns of staff during consultation and comments from trade unions, however the need for a Director of Finance role was acknowledged.

The recommendations within the report were moved by Councillor R Blunt, seconded by Councillor N J Rushton and

RESOLVED THAT:

1.       The objectives of the Corporate Leadership Team review be noted.

2.       The revised Senior Management structure as set out in Appendix A be approved.

3.       Authority be given to the Appointments Committee to approve the assimilation of the current Finance Team Manager (Deputy S151 Officer) into the Head of Finance role.

4.       A decision on consequential amendments to the constitution under a separate item on this agenda be noted.

Report of the Head of Legal and Commercial Services

Councillor R Ashman presented the report to Members.

The recommendations as detailed within the report were moved by Councillor R Ashman and seconded by Councillor R Blunt.

Some Members were strongly against the proposal to not allow Members to sit on both the Audit and Governance Committee and Scrutiny Committees.  Although the guidance on the matter from CIPFA was acknowledged, those Members not in favour found it difficult to see any reason why this had to be a constitutional requirement.   Particularly as it was felt it would be detrimental to smaller political groups.

Therefore, an amendment was moved by Councillor S Sheahan and seconded by Councillor J Legrys to disregard the addition to the Constitution to not allow Members to sit on both the Audit and Governance Committee and Scrutiny Committees.

Further discussion was had in relation to the CIPFA guidance and the take up from other Local Authorities.  It was noted that there would be more opportunities to make further constitutional changes in the future as it continued to be updated each year.

The Chairman then put the amendment to the vote.

The motion was LOST.

The Chairman referred Members to the substantive motion as set out within the agenda.

In relation to the Coalville Special Expenses Working Party, discussions were had on the future of the group and agreed it was not currently fit for purpose.  It was acknowledged that it was an advisory body which needed to have a closer relationship with the Cabinet.

The Chairman then put the substantive motion to the vote.

RESOLVED THAT:

1.       The proposed new constitution as set out in Appendix A be adopted with effect from 9 May 2023.

2.       Authority to make the changes to the proposed new constitution as set out in Appendix D, as approved earlier on the agenda, be delegated to the Monitoring Officer.

Report of the Head of Human Resources and Organisational Development

Councillors J Clarke, K Merrie and J Windram left the meeting at 9.11pm and returned at 9.14pm during the presentation of the item.

Councillor R Ashman presented the report to Members.

The recommendations as detailed within the report were moved by Councillor R Ashman, seconded by Councillor R Blunt and

RESOLVED THAT:

The Council’s Pay Policy Statement 2023/24 as set out in appendix 1 of the report be approved.

Report of the Head of Human Resources and Organisational Development

Councillor R Ashman presented the report to Members.

The recommendations within the report were moved by Councillor R Ashman, seconded by Councillor R Blunt and

RESOLVED THAT:

The report be noted and reported to Government.

Report of the Head of Legal and Commercial Services

Councillor R Ashman presented the report to Members.

The recommendations within the report were moved by Councillor R Ashman, seconded by Councillor R Blunt and

RESOLVED THAT:

1.       A change in the name of Swepstone Parish Council to Swepstone and Newton Burgoland Parish Council be approved.

2.       Authority to make any necessary legal orders and notifications to enact the above changes be delegated to the Head of Legal and Commercial Services.

Report of the Head of Legal and Commercial Services

Councillor R Ashman presented the report to Members.

The recommendations within the report were moved by Councillor R Ashman, seconded by Councillor R Blunt and

RESOLVED THAT:

1.      The Democratic Services Team Manager be appointed as the Deputy Electoral Registration Officer, with the full powers of the Electoral Registration Officer in their absence with immediate effect.

2.      The Head of Legal and Commercial Services and the Electoral Services Officer be appointed as Deputy Electoral Registration Officers, with limited powers of the Electoral Registration Officer to sign temporary Voter Authority Certificates on 4 May 2023.

Report of the Head of Legal and Commercial Services

Councillor R Blunt presented the report to Members.

The recommendations within the report were moved by Councillor R Blunt, seconded by Councillor R Ashman and

RESOLVED THAT:

The report be noted.