Agenda and minutes

Apologies for absence had been received from Councillors Fox, Haynes and Worrall.

Apologies for absence had also been received from Honorary Aldermen Bush, Day, Sheilds, Stott and Tormey.

For information, disclosable pecuniary interests and registrable interests relate to entries that are included, or should be included, on a councillor’s register of interests. Non-registrable interests relate to any other matters.

No disclosures of interest were made.

To confirm the minutes of the Council meeting held on 6th November 2023.

The minutes of the meeting of Council held on 6th November 2023 were confirmed and signed.

To receive announcements from the Mayor (if any).

The Mayor made the following announcements.

“Firstly, in November, I learned of the sad passing of former Councillor Ron Jukes. I have fond memories of working with Ron, as I am sure some of my fellow Councillors have. Ron was a Charnwood Borough Councillor for 12 years from May 2009 until May 2019. 

Unfortunately, I also have to report another sad passing. John Tillotson, Mayor’s consort for the 2022/23 civic year passed shortly before Christmas. My thoughts and prayers are with John’s family at this time and I am sure many of my fellow Councillors also hold John’s family in their thoughts and prayers. John’s funeral will be tomorrow at Loughborough crematorium at 1.15 p.m.  All are welcome to attend to pay their respects.

Finally, I wish to let you know that the Holocaust Memorial Day Event will take place on Saturday, 27th January at 12 noon in Queens’ Park, Loughborough.”

To consider significant, recent matters affecting the Council or the Borough (if any).

The Leader made the following announcements.

“It is fair to say that 2024 has not got off to the start we all hoped for in Charnwood as scores of homes and businesses have been devastated by some of the worst flooding we have seen for many years.

Many areas were badly hit including Loughborough, Syston, Quorn, Cossington, Sileby, Rothley, Newtown Linford, and Barrow.

The latest figures show around 180 homes and businesses were flooded internally.

I would like to extend my sympathies to all those who have been affected. Many people are still clearing up the damage and that work will continue for weeks or even months.

As a Council we responded immediately to help our communities and I am proud of the work we have been doing. We must remember that many different agencies are involved when responding to flooding and they each have different roles.

For us as a Council, we have helped around 25 households into temporary accommodation and given advice to many more.

We have cleaned the streets and taken away flood-related waste – around 90 tonnes of bulky waste collections in extra special collections.

We have also visited hundreds of properties to check on residents and gather information. We made telephone calls to residents in affected areas and supported tenants.

We have worked alongside the County Council, Environment Agency, Canal and River Trust, emergency services and many others to respond to these floods. We continue to work with them on the recovery of the area.

We called for Government funding for our communities and that has now been promised. We are working hard with other councils to finalise how this funding can be channelled to people and businesses as quickly as possible.

Like our communities, we want to understand why Charnwood has been hit so hard. The Environment Agency and County Council will be leading the investigation into this, and we will support those investigations.

We need to understand what has happened to establish what needs to be done to prevent it from happening again. Any measures are likely to need funding that this Council cannot fully provide and therefore a case may need to be made to Government.

Finally, I would like to thank the Council officers, emergency services and other agencies for their response to support our communities during this significant flood.

I would also like to praise our communities who have once again rallied to help each other in these difficult circumstances. It was heart warming and inspiring to see the voluntary work, parcel collections and fundraising taking place to help those who have been hit the hardest by these floods.

To receive announcements from the Chief Executive (if any).

The Chief Executive made no announcements.

To allow councillors to formally submit petitions for consideration under the Council’s petition scheme, as set out in Full Council Procedure 9.8.

Councillor xxxx presented a petition submitted on behalf of residents in his/her ward …..

OR

No petitions were submitted.

To consider the following matters reserved to Council in accordance with Section 5 of the Constitution:

A report of the Chief Executive to request approval to designate a Monitoring Officer, Deputy Monitoring Officer and a Deputy Electoral Registration Officer.

The Deputy Monitoring Officer and the Legal Services Managerleft the meeting before the consideration of this item.

A report of the Chief Executive to request approval to designate a Monitoring Officer, Deputy Monitoring Officer and a Deputy Electoral Registration Officer, was submitted (item 6.1 on the agenda filed with these minutes).

It was proposed by Councillor Hamilton, seconded by Councillor Bokor and

RESOLVED

1.     That Karen Widdowson, AMInstLM, DMS (Head of Democracy) be designated as the Council’s Monitoring Officer with immediate effect.

2.     That Nicola Ford, LLB (Head of Legal and Elections) be designated as the Council’s Deputy Monitoring Officer with immediate effect, and also be appointed as a Deputy Electoral Registration Officer with the full powers of the Electoral Registration Officer in his absence, or for the purposes of the administration of Voter Identification Certificates.

Reasons

1&2. Under section 5 of the Local Government & Housing 1989 the Council is required to designate a Monitoring Officer, and it is also necessary for resilience and practical purposes that Deputy Electoral Registration Officers be appointed.

The newly appointed Monitoring Officer (former Deputy Monitoring Officer) and the newly appointed Deputy Monitoring Officer and Deputy Electoral Registration Officer joined the meeting following the consideration of this item.

A report of the Cabinet to review the Treasury Management Strategy and the Annual Investment Strategy, plus the various Prudential Borrowing and Treasury Indicators for the first six months of 2023/24.

A report of the Cabinet to review the Treasury Management Strategy and the Annual Investment Strategy, plus the various Prudential Borrowing and Treasury Indicators for the first six months of 2023/24, was submitted (item 6.2 on the agenda filed with these minutes).

It was proposed by Councillor Ashcroft, seconded by Councillor Hamilton and

RESOLVED that the mid-year review of the Treasury Management Strategy Statement, Prudential Borrowing and Treasury Indicators plus the Annual Investment Strategy, as set out in Part B of the report (attached as an Annex), be noted.

Reason

To ensure that the Council’s governance and management procedures for Treasury Management reflect best practice and comply with the Revised CIPFA Treasury Management in the Public Services Code of Practice, Guidance Notes and Treasury Management Policy Statement, that funding of capital expenditure is taken within the totality of the Council’s financial position, and that borrowing and Investment is only carried out with proper regard to the Prudential Code for Capital Finance in Local Authorities.

A report of the Cabinet to consider recommendations of the Cabinet in respect of an amendmentsto the Capital Plan.

A report of the Cabinet to consider recommendations of the Cabinet in respect of an amendments to the Capital Plan, was submitted (item 6.3 on the agenda filed with these minutes).

It was proposed by Councillor Ashcroft, seconded by Councillor Miah and

RESOLVED

1.     That the budget for Bedford Square Gateway be increased by £700k in 2024/25, due to increasing costs of completion, funded by capital receipts.

2.     That there be a re-profile of £1.6m from 2023/24 to 2024/25 for the Redevelopment Sheltered Accommodation – St Michael’s Court, Thurmaston scheme, due to works expected to start early 2024.

Reasons

1.     To confirm that the Bedford Square Gateway be increased by £700k so that the scheme may be completed.

2.     To enable the Redevelopment Sheltered Accommodation – St Michael’s Court, Thurmaston budget to be available in 2024/25.

A report of the Personnel Committee to consider a recommendation from the Personnel Committee that the Pay Policy Statement for 2024/25 be approved and adopted.

A report of the Personnel Committee to consider a recommendation from the Personnel Committee that the Pay Policy Statement for 2024/25 be approved and adopted, was submitted (item 6.4 on the agenda filed with these minutes).

It was proposed by Councillor Ashcroft, seconded by Councillor Miah and

RESOLVED that the Pay Policy Statement for 2024/25 as set out in Appendix A, considered by the Personnel Committee approved and adopted.

Reason

To ensure that the Council meets it obligations under Section 38 of the Localism Act 2011.

A report of the Chief Executive to present the outcomes of the review of polling districts, polling places and polling stations within the Borough.

A report of the Chief Executive to present the outcomes of the review of polling districts, polling places and polling stations within the Borough, was submitted (item 6.5 on the agenda filed with these minutes).

It was proposed by Councillor Ashcroft, seconded by Councillor Blackshaw and

RESOLVED

1.     That the proposals of the Chief Executive as set out in the Annex to this report, which are put forward in his capacity as the (Acting) Returning Officer for elections, for future arrangements for polling districts, polling places and polling stations be approved.

2.     That authority to re-designate polling places be delegated to the Chief Executive in accordance with Section 18 and 18B of the Representation of the People Act 1983. Such authority should be exercised only where a decision is required at short notice, and it is not possible to await a decision of Council.

Reasons

1.     To comply with requirements of the Electoral Registration and Administration Act 2013, and to ensure that any amended arrangements for polling districts, polling places and polling stations are in place in time for the UK Parliamentary General Election following the review undertaken by the Boundary Commission for England.

2.     The designation of polling districts and places is a function of the Council, whereas decisions about polling stations are for the Returning Officer. In certain situations, it might not be practicable to await formal Council approval to designate a polling place – for example, where a building becomes unavailable at short notice due to unforeseen circumstances. Due to the potential need to identify alternative locations as polling stations as a matter of urgency, it is prudent to update the Scheme of Delegation to Officers.

A report of the Chief Executive to consider the findings and the recommendations of the Independent Remuneration Panel (IRP) in respect of allowances paid to members of Charnwood Borough Council and the Scheme of Members’ Allowances for 2024/25.  

A report of the Chief Executive to consider the findings and the recommendations of the Independent Remuneration Panel (IRP) in respect of allowances paid to members of Charnwood Borough Council and the Scheme of Members’ Allowances for 2024/25, was submitted (item 6.6 on the agenda filed with these minutes).

It was proposed by Councillor Ashcroft, seconded by Councillor Miah that;

1.     Council considers the recommendations of the Independent Remuneration Panel, submitted in accordance with the Local Authorities (Members’ Allowances) (England) Regulations 2003 as set out in Appendix A, and agrees to adopt the proposed Scheme of Members’ Allowances for the financial year 2024/25 as set out at Appendix C.

2.     The IRP Member allowance be increased from £200 per annum to £300 per annum for the financial year 2024/25.

The following amendment was proposed by Councillor Charles and seconded by Councillor Harper-Davies:

‘That a 6.9% increase across all the special responsibility allowances be applied and that the Independent Remuneration Panel be asked to consider the amendment and reconsider their recommendations and how they fit into the current financial health of the Council.’

It was proposed by Councillor Baines and seconded by Councillor Bokor that an amendment be made to the original amendment, removing reference to the Independent Remuneration Panel, so that the amendment would read;

‘That a 6.9% increase across all the special responsibility allowances be applied.’

This amendment was agreed by the original amendment proposer (Councillor Charles) and seconder (Councillor Harper-Davies).

A named vote was requested by Councillor D. Taylor and seconded by Councillor Baines.

Councillors for the amendment: Councillors Baines, Bokor, Braker, Brookes, Campsall, Charles, Dent, Fryer, Hadji-Nikolaou, Harper-Davies, Jackson, Knight, Lowe, Matthews, Monk, Northage, Popley, Rattray, Seaton, Smidowicz, Snartt, D, Taylor, Westley.

Councillors against the amendment: None.

Abstentions: Councillors Ashcroft, Blackshaw, Bottomley, Bradshaw, Cory-Lowsley, Forde, C. Forrest, S. Forrest, Goode, A. Gray, B. Gray, Hamilton, Infield, Jadeja, Jones, Lawrence, Lennie, Maynard, Miah, Needham, O’Neill, Palmer, Roberts, N. Taylor, Tillotson, Woodward.

The amendment was carried and became the substantive motion.

Council was required to vote on the amended motion.

A named vote was requested by Councillor Bokor and seconded by Councillor D. Taylor.

Councillors for the amended motion: Councillors Baines, Bokor, Braker, Brookes, Campsall, Charles, Dent, Fryer, Hadji-Nikolaou, Harper-Davies, Jackson, Knight, Lowe, Matthews, Monk, Northage, Popley, Rattray, Seaton, Smidowicz, Snartt, D, Taylor, Westley.

Councillors against the amended motion: None.

Abstentions: Councillors Ashcroft, Blackshaw, Bottomley, Bradshaw, Cory-Lowsley, Forde, C. Forrest, S. Forrest, Goode, A. Gray, B. Gray, Hamilton, Infield, Jadeja, Jones, Lawrence, Lennie, Maynard, Miah, Needham, O’Neill, Palmer, Roberts, N. Taylor, Tillotson, Woodward.

The amended motion was carried and

RESOLVED

1.     That recommendations of the Independent Remuneration Panel, submitted in accordance with the Local Authorities (Members’ Allowances) (England) Regulations 2003 as set out in Appendix A be noted and the proposed Scheme of Member’s Allowances for the financial year 2024/25, as set out in Appendix C to the report be adopted with a 6.9% increase applied across all special responsibility allowances payments.

2.     That the IRP Member  ...  view the full minutes text for item 92.6

There are no references to Council following the call-in of a Cabinet decision under Scrutiny Committee Procedure 11.7.

There were no call-in references from Scrutiny.

No requests for position statements were received.

No position statements had been requested.

To consider the following motions on notice submitted under Full Council Procedure 9.12:

Motion submitted by the Conservative Group.

A Motion on Notice regarding Changes to the Constitution was submitted by the Conservative Group (item 9.1 on the agenda filed with these minutes).

In proposing the motion, Councillor Snartt said that he felt the proposal by the Conservative Group would help the democratic process when dealing with the most finely-balanced and controversial planning applications.

Councillor Charles stated that as a Plans Committee member, he had felt that the recent changes to the Constitution had resulted in speakers struggling to get their views across to the Plans Committee in the three minutes allocated to them. He went on to say that he felt the reduction in speaker time had not made a noticeable difference to the length of the Plans Committee meetings. He finished by saying that the proposal put forward would enable residents to better communicate their concerns.

Councillor Lennie highlighted that the Constitution was amended at the last meeting of the Council, in line with the recommendations of an independent body engaged by the Council to support the Council in improving planning processes. Councillor Lennie went on to say that the changes made to the Constitution at the last meeting of the Council would be reviewed in one year. Councillor Lennie further stated that she felt that members should trust the Chair and Vice-Chair of the Plans Committee, as advised by Council officers.

Councillor Lowe said he had been a member of the Plans Committee for many years and that he felt speakers had been cut short at the recent meeting of the Plans Committee. He encouraged members to think about the implications of the changes to the Constitution which had been applied. He said that speakers at Plans Committee meetings spoke emotively about the applications put forward and that three minutes was not long enough for them to do so.

Councillor Cory-Lowsley highlighted that he had spoken at the last meeting of the Plans Committee and that he felt that three minutes was sufficient for him to get his point and views across.

Councillor Campsall stated that he had previously been a member of the Plans Committee for 16 years and that many speakers found that five minutes had not been enough. He therefore felt that the five minutes of speaking time should be reinstated.

Councillor Roberts highlighted that the Council had already considered and approved the changes to the Constitution and that the changes would be reviewed in a year. She said there had been two meetings of the Plans Committee following the implementation of the changes and that time frame was not long enough for members to decide if the changes had been appropriate.

Councillor Seaton said she had attended the last meeting of the Plans Committee and she had felt that while some speakers had completed their speeches in three minutes, they were rushed and the speeches had not been clear. She said that some members of the public speaking at Plans Committee were not confident public speakers and needed more time to get  ...  view the full minutes text for item 95.1

To deal with the following questions on notice, submitted under Full Council Procedure 9.9(a):

The questions on notice and the responses of the Leader or his nominee were submitted (item 10 on the agenda filed with these minutes).

Question submitted by Councillor Harper-Davies.

Councillor Harper-Davies thanked the Leader for the response and asked if the short Cabinet meetings being held were sufficient to enable necessary checks and challenges.

The Leader responded by reassuring Councillor Harper-Davies that the necessary checks and challenges were in place. He went on to say that he was proud of the work of the Cabinet. He said the focus should be on what was being delivered, not the length of meetings. He confirmed that members of the Cabinet did receive officer briefings before each meeting. He said Cabinet was running as it should be.

Question submitted by Councillor D. Taylor.

Councillor D Taylor thanked the Lead Member for the response and asked if the funding was given to the Falcon Centre directly?

Councillor Hamilton said that he could provide a response in writing, and stated that it was part of work of the previous administration.

Question submitted by Councillor Snartt.

Councillor Snartt said that he felt there was a lack of monitoring in this area and asked if the Lead Member agreed that the data was too important to wait until after the draft Local Plan was adopted? He asked if the Lead Member would commit to recording this information for this Council year?

Councillor Hamilton said that he had liaised with officers and he understood that the current Core Strategy was not set up to monitor the data. Councillor Hamilton believed that the monitoring system would be changed as soon as the draft Local Plan was adopted, and so the data would be picked up.

Question submitted by Councillor Snartt.

Councillor Snartt asked what measures would be put in place to overcome the circumstances impacting on resident’s lives in areas such as the Kingfisher Estate? He also asked that, with some urgency, media attention be brought to the situation, through media releases and social media outlets, so that residents could have confidence in all processes and recording data, especially through the planning process?

Councillor Blackshaw responded by thanking Councillor Snartt for his supplementary question and confirmed that she would reply in writing.

Question submitted by Councillor Baines.

Councillor Baines thanked the Lead Member for the response provided and asked why the Council was using reserves, given that the Council had received strong income in business rates and investment returns?

Councillor Ashcroft responded by stating that he the Council was still operating on last year’s budget and that the new budget was forthcoming. He said in the new budget, there were no reserves being used.

Question submitted by Councillor Baines.

Councillor Baines thanked the Lead Member for the response and asked if he agreed that the Council should further increase cost savings to around 3%, given that the Council was in a relatively positive financial position this financial year?

Councillor Ashcroft responded by stating that some savings took time to grow, and that there were a number of projects being considered for further income.

Question submitted by Councillor Charles.

Councillor Charles thanked the Lead Member for the response and asked why there were three times the amount of provision allocated into the bad debt provision, given that rent arrears and bad debt were low and many tenants were protected from rent increases? He asked if the funds would be better used elsewhere?

Councillor Hamilton stated that he felt the question had already been answered in the response provided and that it was due to other factors affecting bad debt.

Question submitted by Councillor Charles.

Councillor Charles did not wish to ask a supplementary question.

Question submitted by Councillor Bokor.

Councillor Bokor said she was grateful for the response received. She asked for some information about where the S106 money could be spent and where there were benefits and flood mitigation?

Councillor Jones stated that the details of how the money would be spent would be circulated when available.

Question submitted by Councillor D. Taylor.

Councillor D Taylor thanked the Lead Member for the response and asked if the Leader still felt that the Bedford Square Gateway project was a vanity project?

Councillor Tillotson responded by stating that the project had been inherited by the previous administration and that the Council was committed to seeing it through.

Question submitted by Councillor Bottomley.

Councillor Bottomley thanked the Lead Member for the response and asked what preparations were being made in the event of the Falcon Centre closing? She highlighted potential increases in anti-social behaviour and increased pressure on other services. She also asked where residents could be signposted instead of the Falcon Centre, should it close?

Councillor Blackshaw thanked Councillor Bottomley for the question and stated that she would respond in writing, following the meeting.

Question submitted by Councillor Lawrence.

Councillor Lawrence thanked the Lead Member for the question and said he welcomed the speedy establishment of a Flooding Scrutiny Panel. He asked that given the recent unpresented levels of flooding in the Borough, would the Lead Member agree that it was important that no further developments were built onto land likely to be flooded? He asked if the administration would liaise with planning officers to ensure that relevant agencies urgently update their flood risk assessments for the Borough?

Councillor Jones thanked the Leader for the exemplary Leadership he had shown during the flooding episodes. She went on to say that she agreed with Councillor Lawrence that there would likely be an increase in flooding episodes  and that it was important that the Council’s Planning department take this into consideration.

There are no minute references.

There were no minute references.

A report of the Chief Executive to note decisions which were exempted from call-in in accordance with Scrutiny Committee Procedure 11.9.

A report of the Chief Executive to note decisions which were exempted from call-in in accordance with Scrutiny Committee Procedure 11.9, was submitted (item 12 on the agenda filed with these minutes).

To receive nominations for the Mayor Elect for the 2024/25 civic year.

It was proposed by Councillor Bokor, seconded by Councillor S. Forrest, and

RESOLVED that Councillor Dr Julie Bradshaw MBE be nominated as Mayor Elect for the 2024/25 Council year.

Reason

To ensure that a nomination was made for the Mayor of the Borough for 2024/25.

To receive nominations for the Deputy Mayor Elect for the 2024/25 civic year.

It was proposed by Councillor S. Forrest, seconded by Councillor Bokor, and

RESOLVED that Councillor David Northage be nominated as Deputy Mayor Elect for the 2024/25 Council year.

Reason

To ensure that a nomination was made for the Deputy Mayor of the Borough for 2024/25.

To consider any changes to Committee membership for the current Council year (2023/24) (if any).

There were no proposals to consider.