Agenda and minutes

The following disclosure was made later in the meeting, but is recorded here:

Councillor Rollings – an interest in item 6 on the agenda (Charnwood Grants).  Councillor Rollings stated that a close relative had previously used support provided through Coping with Cancer in Leicestershire and Rutland. It was recommended that a grant be awarded to that organisation, therefore Councillor Rollings would leave the meeting during the consideration of the item.

No formal announcements had been published prior to the meeting, but the Leader wished to welcome the Government approval that day of the Leicestershire-wide bid to take part in a Business Rates retention pilot scheme and the benefits that would bring to businesses and jobs across the County.    

To approve the minutes of the previous meeting.

The minutes of the meeting held on 15th November 2018 were confirmed as a correct record and signed.

The deadline for questions is noon on Wednesday, 5th December 2018. 

No questions had been submitted.

A report of the Head of Neighbourhood Services to consider applications received for funding in round three of the Community Facilities and Community Development and Engagement Grants schemes for 2018/19.

Key Decision

Having declared an interest, Councillor Rollings left the meeting during the consideration of this item.

Considered a report of the Head of Neighbourhood Services to consider applications received for funding in round three of the Community Facilities and Community Development and Engagement Grants schemes for 2018/19 (item 6 on the agenda filed with these minutes).

Councillor Ranson, Vice-chair of the Overview Scrutiny Group, presented a report detailing the Group’s pre-decision scrutiny of the matter and recommendation (copy filed with these minutes).

The Head of Neighbourhood Services assisted with consideration of the report.

The Cabinet wished to thank officers for the valuable work they undertook in respect of this matter, in particular the support and assistance provided to local groups.

RESOLVED

1.      that the following Community Development and Engagement Grants be awarded:

•        £5,066 to Without Walls Christian Fellowship towards a singing café;

•        £6,400 to The Loughborough Leggo Group towards volunteer, website and social media development;

•        £3,200 to Coping with Cancer in Leicestershire and Rutland towards a Time-out group in Wanlip;

•        £10,000 to Go-Getta CIC towards their overall youth diversion provision across Charnwood;

•        £10,000 to The Exaireo Trust towards a Community Addiction Support project (£7,500 to be funded through the Community Development and Engagement Grant scheme, and £2,500 to be funded through the Loughborough Community Grants scheme);

•        £5,000 to Transition Loughborough towards a ‘Fantastic Home’ project (to be funded through the Community Development and Engagement Environmental Grants scheme);

•        £300 to Carillon Arts towards the ‘Feel Hear Be’ project (to be funded through the Loughborough Community Grants scheme);

•        £6,600 to Passion Youth Centre towards running costs, new weekly cooking sessions and a small kitchen upgrade;

2.      that the following Community Development and Engagement Grant application be declined:

•        Miller and Peverill Residents’ Association Sileby - £2,000 requested – applied for funding towards general running costs;

3.      that the Head of Neighbourhood Services be given delegated authority to finalise the terms and conditions of the awarded Community Development and Engagement Grants;

4.      that approval be given to run a Round 4 in 2018/19 with a focus on Environmental projects only;

5.      that the report of the Overview Scrutiny Group be noted.

Reasons

1.      To provide financial support to organisations which meet the criteria of the Community Development and Engagement Grants and Environmental schemes in terms of community and organisational need and to use funding provided through the Loughborough Grants scheme  to support projects in Loughborough.

2.      To decline to provide financial support to organisations which do not meet the criteria for the award of a grant under the Community Development and Engagement Grants scheme.

3.      To enable the grants awarded to be finalised and appropriate information to be supplied to the Council about the outcomes of the project.

4.      To enable the monies received for grants for projects that deliver environmental outcomes to be disbursed.

5.      To acknowledge the work undertaken by and the views of the Overview Scrutiny Group.

Councillor Rollings returned to the  ...  view the full minutes text for item 59.

A report of the Strategic Director of Housing, Planning and Regeneration, and Regulatory Services to consider setting up a County wide development company and/or a Council owned Housing Development Company to deliver new homes and regeneration projects in the Borough.

Key Decision

Considered a report of the Strategic Director of Housing, Planning and Regeneration, and Regulatory Services to consider setting up a County wide development company and/or a Council owned Housing Development Company to deliver new homes and regeneration projects in the Borough (item 7 on the agenda filed with these minutes).

The Strategic Director of Housing, Planning and Regeneration, and Regulatory Services and the Strategic Growth Manager assisted with consideration of the report.

RESOLVED

1.      that, having considered the outline business case attached to the report, Charnwood does not participate in the wider Leicestershire development company proposal;

2.      that delegated authority be given to the Strategic Director for Housing, Planning and Regeneration, and Regulatory Services, in consultation with the Cabinet Lead Member for Planning, Inward Investment and Tourism Strategy, to investigate the establishment of a Charnwood Housing Development Company;

3.      that the Strategic Director for Housing, Planning and Regeneration, and Regulatory Services develops a business case for a Charnwood Housing Development Company to be considered at a future meeting of Cabinet;

4.      that a budget up to £20,000 be identified from the Reinvestment Reserve to fund professional advice and associated legal and administrative costs in developing the business case for the establishment of a Charnwood Housing Development Company.

Reasons

1.      The business case for the proposed Leicestershire Collaborative Development Company does not support the Council’s participation in this proposal.

2.      To investigate whether a Housing Development Company, wholly owned by Charnwood Borough Council, is an appropriate development vehicle for the Council to deliver new homes and physical regeneration projects in the Borough.

3.      To allow Cabinet to be appraised of the findings of the business case.

4.      To ensure the development of the business case is adequately funded.

A report of the Strategic Director of Corporate Services to consider accessing Eastern Shires Purchasing Organisation (ESPO) framework contract for the supply of Electricity for the financial years 2020 to 2024.

Key Decision

Considered a report of the Strategic Director of Corporate Services to consider accessing Eastern Shires Purchasing Organisation (ESPO) framework contract for the supply of electricity for the financial years 2020 to 2024 (item 8 on the agenda filed with these minutes).

The Procurement Manager assisted with consideration of the report.

RESOLVED that permission be granted to use the Eastern Shires Purchasing Organisation (ESPO) Framework contract to procure and award a contract for the supply of Electricity via ESPO Framework Contract 191_20.

Reason

To allow contracts of the Council to be let in accordance with the contract procedure rules and to benefit from economies of scale provided by using ESPO members’ combined budgets and buying power.

A report of the Head of Finance and Property Services to consider additions to the Annual Procurement Plan 2018/19.

Key Decision

Considered a report of the Head of Finance and Property Services to consider additions to the Annual Procurement Plan 2018/19 (item 9 on the agenda filed with these minutes).

The Procurement Manager assisted with consideration of the report.

RESOLVED

1.      that the contracts over £25,000 and up to £75,000, listed in Appendix A to the report of the Head of Finance and Property Services, be let in accordance with Contract Procedure Rules;

2.      that  the  contracts  over  £75,001  and  up  to  £500,000,  listed  in Appendix B to the report of the Head of Finance and Property Services be let in accordance with Contract Procedure Rules.

Reason

1.& 2.    To allow contracts of the Council to be let in accordance with Contract Procedure Rules.

A report of the Head of Finance and Property Services to advise of the projected base budget position for 2019/20 on the basis of the estimated grant settlement for 2019/20, also to review the savings and growth proposals put forward for the year 2019/20, and to begin a period of consultation.

Key Decision

Considered a report of the Head of Finance and Property Services to advise of the projected base budget position for 2019/20 on the basis of the estimated grant settlement for 2019/20, also to review the savings and growth proposals put forward for the year 2019/20, and to begin a period of consultation (item 10 on the agenda filed with these minutes).

The Head of Finance and Property Services assisted with consideration of the report, providing also a verbal summary of key points following the announcement that day of the Local Government finance settlement.

RESOLVED

1.      that the General Fund and HRA Revenue Budgets for 2019/20, as set out in Tables 1 and 4 in the report of the Head of Finance and Property Services, be endorsed for consultation;

2.      that the Loughborough Special Expense Budget and Levy for 2019/20, as set out in Appendix 2 to the report of the Head of Finance and Property Services, be endorsed for consultation.

Reason

1.& 2.    To provide the opportunity for consultation on the 2019/20 budgets as well as potential pressures and savings.

A report of the Head of Finance and Property Services to consider proposed changes to the 2018/19-2020/21 Capital Plan and its financing.

Key Decision

Considered a report of the Head of Finance and Property Services to consider proposed changes to the 2018/19-2020/21 Capital Plan and its financing (item 11 on the agenda filed with these minutes).

Councillors Morgan and Poland referred to being members of the Outwoods Management Committee.  Advice was given that it was not necessary to declare interests as they had been appointed to the Committee by the Council.

The Head of Finance and Property Services assisted with consideration of the report.

RESOLVED

1.      that, the current Capital Plan for 2018/19 - 2020/21, as amended by the changes shown in Appendix 1 to the report of the Head of Finance and Property Services, in the sum of £31,450,800 be approved;

2.      that it be recommended to Council that the Acquisition of Affordable Housing to meet Housing Need HRA scheme be increased by the sum of £477k, be added to the Capital Plan in 2020/21 and that it proceeds;

3.      that it be recommended to Council that the Loughborough University Science and Enterprise Park budget of £350k slippage from 2018/19 to 2019/20 be approved;

4.      that the slippages on the following budgets from 2018/19 to 2019/20 be approved: Leicestershire Superfast Broadband Phase 3, £100,000; Carbon Management Schemes, £57,000; and Public Realm Shepshed Town Centre, £12,200;

5.      that £40k budget for Hardware Replacement being brought forward from 2019/20 to 2018/19 be approved;

6.      that the Loughborough Markets – Replacement of Tug and Trailer scheme to the sum of £21,500 be added to the Capital Plan in 2018/19;

7.      that the Carillon Tower Restoration Project scheme which is currently in the Capital Plan 2018/19 for £282k be increased by £7,500 to allow for works on refurbishing the bronze metal plaques and the new enhanced lighting scheme;

8.      that the Messenger Close, Loughborough scheme be increased by £12,100;

9.      that the Green Spaces Programme be reduced by £25k;

10.    that a new scheme for the Outwoods, £140k fully funded by a grant is added to the Capital Plan in 2018/19.

Reasons

1.      To enable the Capital Plan to be the basis for capital spending by the Council and so that schemes may proceed.

2.      To confirm that the Acquisition of Affordable Housing to meet Housing Need HRA scheme, should be increased to the sum of £477k, and that the cost be funded 30% from retained 141 capital receipts and 70% from HRA reserves.

3.      To enable the scheme budget to be available in 2020/21.

4.      To enable the scheme budgets to be available in 2020/21.

5.      To enable work to proceed in 2018/19.

6.      To enable Loughborough Markets to operate.

7.      To confirm that the Carillon Tower Restoration Project scheme be increased and funded by an external contribution.

8.      To confirm that the Messenger Close, Loughborough scheme be increased funding by income from tenants.

9.      To ensure that the Council’s costs will not increase as this part of the scheme was to be external funded. The funding will not be received.

10.    To enable works  ...  view the full minutes text for item 64.

A report of the Head of Customer Experience to consider the write off irrecoverable debts in line with Financial Procedure Rules.

Considered a report of the Head of Customer Experience to consider the write off irrecoverable debts in line with Financial Procedure Rules (item 12 on the agenda filed with these minutes).

Councillor Ranson, Vice-chair of the Overview Scrutiny Group, presented a report detailing the Group’s pre-decision scrutiny of the matter and recommendation (copy filed with these minutes).

The Leader wished to thank the Overview Scrutiny Group for its useful scrutiny of matters to be decided at this meeting.

The Strategic Director of Corporate Services assisted with consideration of the report.

RESOLVED

1.         that the following debts be written off:

£21,932.31 owed by KM Shepshed Ltd;

£24,609.61 owed by Surrey Pubs and Inns Ltd;

£51,907.95 owed by Earl Pubs Ltd;

2.         that the report of the Overview Scrutiny Group be noted.

Reasons

1.         The normal enforcement/recovery and tracing of these debts has been exhausted and Write Off is now the only alternative.

2.         To acknowledge the work undertaken by and the views of the Overview Scrutiny Group.

A report of the Head of Strategic Support to consider a refreshed Risk Management Strategy and Framework and draft Strategic Risk Register, following the recent review of the Council’s risk management arrangements.

Considered a report of the Head of Strategic Support to consider a refreshed Risk Management Strategy and Framework and draft Strategic Risk Register, following the recent review of the Council’s risk management arrangements (item 13 on the agenda filed with these minutes).

The Head of Strategic Support assisted with consideration of the report.

RESOLVED

1.      that the proposed Risk Management Strategy and Framework set out in Appendices 1 and 2 to the report of the Head of Strategic Support be approved;

2.      that the draft Strategic Risk Register set out in Appendix 3 to the report of the Head of Strategic Support be adopted and that the Audit Committee monitor progress against those risks on the Register by receiving quarterly monitoring reports;

3.      that authority be delegated to the Head of Strategic Support to make amendments to the Risk Register where required, in consultation with the relevant risk owner and Cabinet Lead Member.

Reasons 

1.      To ensure that risk management principles and processes are formally documented and that a consistent approach is embedded throughout the Council.

2.      To ensure that the most significant risks to the Council achieving its objectives are identified and actively managed.

3.      To ensure that the Strategic Risk Register is kept up to date and relevant.

It is recommended that members of the public be excluded from the meeting during the consideration of the following item on the grounds that it will involve the likely disclosure of exempt information as defined in Paragraphs 3 and 5 of Part 1 of Schedule 12A to the Local Government Act 1972 and it is considered that the public interest in maintaining the exemption outweighs the public interest in disclosing the information.

RESOLVED that members of the public be excluded from the meeting during the consideration of the following item on the grounds that it will involve the likely disclosure of exempt information as defined in Paragraphs 3 and 5 of Part 1 of Schedule 12A to the Local Government Act 1972 and it is considered that the public interest in maintaining the exemption outweighs the public interest in disclosing the information.

An exempt report of the Strategic Director of Housing, Planning and Regeneration, and Regulatory Services to consider agreeing the finalisation of the former Decent Homes Contract that ended on 31st March 2018, circulated to members.

A Notice of Intention to Consider a Decision in Private was published on 5th December 2018, the effect of which is that a decision on this matter may be taken in private at this meeting.

Key Decision

Considered an exempt report of the Strategic Director of Housing, Planning and Regeneration, and Regulatory Services to consider agreeing the finalisation of the former Decent Homes Contract that ended on 31st March 2018 (item 15 on the agenda filed with these minutes).

The Strategic Director of Housing, Planning and Regeneration, and Regulatory Services and the Head of Landlord Services assisted with consideration of the report.

RESOLVED

1.         that a decision be made as detailed in the exempt minute (Cabinet Minute 68E 2018/19);

2.         that it be noted that, as the Chair of the Scrutiny Management Board agrees that this decision is both urgent and reasonable and delay caused by the Call-in process would not be in the interests of the Council or the public, the Call-in procedure is suspended in respect of this decision in accordance with Scrutiny Committee Procedure 11.9 of the Council’s Constitution.

Reasons

1.&2.     As set out in the exempt minute (Cabinet Minute 68E 2018/19).