Agenda and minutes

Venue: New Council Chamber, Town Hall, Foster Avenue, Beeston NG9 1AB

Contact: Email: committees@broxtowe.gov.uk 

Items
No. Item

20.

DECLARATIONS OF INTEREST

Members are requested to declare the existence and nature of any disclosable pecuniary interest and/or other interest in any item on the agenda.

Minutes:

Councillor M Radulovic MBE declared a non-pecuniary interest in item number six as one of the bidders was known to him, minute number 24 refers.

21.

Minutes pdf icon PDF 92 KB

To approve the minutes of the previous meeting held on 4 July 2018.

Minutes:

The minutes of the meeting held on 4 July 2018 were confirmed and signed subject to the inclusion of Councillor J W McGrath on the list of attendees.

22.

REFERENCES

22.1

Local Joint Consultative Committee - 13 September 2018 pdf icon PDF 47 KB

CAPABILITY POLICY                                                                       

 

The Joint Committee considered the changes to the Capability Policy which included further guidance for managers on identifying the difference between capability and disciplinary matters. Timely intervention of capability issues has also been identified and emphasised as well as consultation with HR throughout.  A copy of the policy is circulated separately with this agenda.

 

     RECOMMENDED to the Policy and Performance Committee that amendments to the Capability Policy be added to the Conditions of Service for employees.

 

Minutes:

CAPABILITY POLICY

 

Members were informed that further guidance for managers had been added, identifying the difference between capability and disciplinary matters. Timely intervention of capability issues had also been identified and emphasised as well as consultation with Human Resources throughout.

 

            RESOLVED that amendments to the Capability Policy within the Conditions of Service for employees be approved.

22.2

Local Joint Consultative Committee - 13 September 2018 pdf icon PDF 47 KB

PROBATION POLICY                                                                                  

 

The Joint Committee considered the amendments the Probation Policy which place the onus on the employee to ensure that they are actively seeking to fulfil their substantive duties by undertaking any training opportunities offered to them.  A copy of the policy is circulated separately with this agenda.

 

RECOMMENDED to the Policy and Performance Committee that

amendments to the Probation Policy be added to the Conditions of Service for employees.

 

Minutes:

PROBATION POLICY

 

Onus had been put on the employee to ensure that they were actively seeking to fulfil their substantive duties by undertaking any training opportunities offered to them. Similarly to the Capability Policy, dealing with probation issues promptly had been emphasised. Probation periods also applied to established members of staff who had been promoted, redeployed or designated to a new position under a restructure. Where issues arose during the probation period for those employees, the Council’s Capability Policy would be used.

 

RESOLVED that the revisions to Probation Policy within the Conditions of Service for employees be approved.

22.3

Local Joint Consultative Committee - 13 September 2018 pdf icon PDF 52 KB

FLEXIBLE WORKING POLICY                                                                    

 

The Joint Committee noted that in 2014, the Government updated legislation in relation to the right to request flexible working for all employees. This policy reflects those changes.  A copy of the policy is circulated separately with this agenda.

 

RECOMMENDED to the Policy and Performance Committee that amendments to the Change of Working Hours (retitled Flexible Working) Policy be added to the Conditions of Service for employees.

Minutes:

FLEXIBLE WORKING POLICY

 

The Joint Committee had considered the amendments to the Council’s Flexible Working Policy. It was noted that the scope of the Policy ensured compliance with the updated legislation. It was agreed that the section titled ‘How will the requested change benefit your department and the Council?’ be removed as it was deemed superfluous.

 

RESOLVED that:

1.          Amendments to the Flexible Working Policy within the Conditions of Service for employees, including the further amendment as stated above, be approved.

2.          Human Resources assistance be offered to those who require it when completing the Flexible Working Request form.

 

22.4

Local Joint Consultative Committee - 13 September 2018 pdf icon PDF 47 KB

JOB SHARING POLICY

 

The Joint Committee noted that not all posts are suitable for job share consideration, and where a Head of Service chooses to reject a request, they must consult with the HR Team.  A copy of the policy is circulated separately with this agenda.

 

RECOMMENDED to the Policy and Performance Committee that amendments to the Job Sharing Policy be added to the Conditions of Service for employees.

 

Minutes:

JOB SHARING POLICY

 

The Job Sharing Policy was intrinsically linked to the Flexible Working Policy in terms of eligibility and business reasons and also in line with The Flexible Working Regulations 2014.

 

RESOLVED that the Job Sharing Policy within the Conditions of Service for employees be approved.

22.5

Local Joint Consultative Committee - 13 September 2018 pdf icon PDF 50 KB

LEAVE SCHEME      

 

The Joint Committee noted a number of additions and amendments have been made to the existing Leave Scheme. Employees attending Court cases on behalf the Council will have the appropriate time credited back to them, although those attending Court on personal matters will not..  A copy of the policy is circulated separately with this agenda.

 

RECOMMENDED to the Policy and Performance Committee that amendments to the Leave Scheme (and the deletion of the Compassionate Leave and Emergency Time off for Dependents schemes) be added to the Conditions of Service for employees.

 

Minutes:

LEAVE SCHEME

 

A number of additions and amendments had been made to the existing Leave Scheme. The Compassionate Leave scheme and Emergency Time off for Dependants scheme had been incorporated into this Policy in order to reduce the amount of Council policies, with the proposal to delete the separate policies should the amendments to this Scheme be approved. Members agreed that the Scheme be further amended to allow for paid examination leave to be granted for up to a full day rather than half a day as stated report.

 

          RESOLVED that the amendments to the Leave Scheme (and the deletion of the Compassionate Leave and Emergency Time off for Dependents schemes) within the Conditions of Service for employees, including the further amendment as stated above, be approved.

 

22.6

Local Joint Consultative Committee - 13 September 2018 pdf icon PDF 48 KB

REDEPLOYMENT POLICY  

 

The Joint Committee noted that the Redeployment Policy went through LJCC/Policy and Performance in February 2018 and a number of minor alterations have been proposed.  A copy of the policy is circulated separately with this agenda.

 

RECOMMENDED to the Policy and Performance Committee that amendments to amendments to the Redeployment Policy be added to the Conditions of Service for employees.

 

Minutes:

REDEPLOYMENT POLICY

 

The Redeployment Policy was approved in February 2018 and a number of minor alterations had been proposed.

 

            RESOLVED that the amendments to the Redeployment Policy within the Conditions of Service for employees be approved.

23.

BEESTON TOWN HALL pdf icon PDF 104 KB

To consider whether the Town Hall should be declared surplus to requirements.

 

Minutes:

Members were informed that financial implications were outlined to the 4 July 2018 meeting of Committee, since when further clarification of bidders’ financial and community benefit had emerged. An update and recommendation regarding the bids would be tabled at Full Council on 17 October 2018.

 

Concern was expressed that the report lacked sufficient detail on which to make judgement. It was suggested that issues such as the use of alternative debating chambers would have to be considered before any decisions could be taken. It was stated that there was risk in not having a final figure for the members’ chambers. Conversely, it was stated that figures for the chambers would not be vast and there was a need to save revenue costs.

 

Councillor D E Elliott proposed that the item be deferred until specific figures were known to replace the political chambers. The proposal was seconded by Councillor M Radulovic MBE. A recorded vote on the amendment was proposed by D E Elliott and seconded by Councillor M Radulovic MBE, the voting was as follows:

 

For

Against

Abstention

D A Elliott

M Brown

 

G Marshall

M J Crow

 

J W McGrath

S Easom

 

J K Marsters

A Harper

 

M Radulovic MBE

R I Jackson

 

 

M Plackett

 

 

P D Simpson

 

 

The amendment, on being put to the meeting, was lost.

 

On returning to the substantive motion, it was stated that it was necessary to make the decision imminently. There would be risk in considering the lower valuation as this would not cover the costs that it would be necessary to spend further on the Town Hall.

A recorded vote on the substantive motion was proposed by D E Elliott and seconded by Councillor M Radulovic MBE, the voting was as follows:

 

For

Against

Abstention

M Brown

D A Elliott

 

M J Crow

G Marshall

 

S Easom

J W McGrath

 

A Harper

J K Marsters

 

R I Jackson

M Radulovic MBE

 

M Plackett

 

 

P D Simpson

 

 

 

The motion, on being put to the meeting, was carried.

 

RESOLVED that Beeston Town Hall be declared surplus to requirements.

 

24.

BEESTON TOWN CENTRE REDEVELOPMENT pdf icon PDF 58 KB

To update members on progress on The Square Phase 2 in Beeston

Minutes:

Members noted a report on progress on The Square Phase 2 in Beeston. The Council had agreed to act directly as developer for a cinema and food and beverage development at the top end of the site, with a residential development at the bottom end of the site, linked by public realm. Members expressed satisfaction at the progress made on the redevelopment.

 

(Having declared an interest in the item Councillor M Radulovic MBE left the meeting before discussion or voting thereon.)

 

 

25.

INCUBATOR HUB, BEESTON TOWN CENTRE pdf icon PDF 55 KB

To propose the best method to let the ‘Incubator Hub’ in Beeston Square following its conversion to office use.

 

Minutes:

The Committee was informed that the conversion of three flats above the Square into offices had now been completed following the relocation of the previous tenants. The first office would be let in the usual way and under the usual adopted procedures and ensured an initial wave of activity that encouraged collaboration and future site occupation.

           

RESOLVED that permission be given to the Regeneration Manager and the Estates Manager to proceed on the basis stated in the report, within the existing scheme of delegation for the letting of properties at The Square.

26.

OPEN WATER EDUCATION NETWORK TRUST pdf icon PDF 60 KB

To recommend to the Finance and Resources Committee that a payment of £3,000 per year be made to Liberty Leisure to enable water safety education in schools to be undertaken in support of the Open Water Network Trust (OWEN Trust) and to note the use of Council resources to provide equipment and other support to the OWEN Trust.    

 

 

Minutes:

Members were aware of the tragedy which occurred in July 2017 when 12 year old Owen Jenkins lost his life while rescuing two girls from the water at Beeston Weir. Since that time, Broxtowe Borough Council had been involved in a number of initiatives in the Borough and across the County to improve water safety. The Committee noted the use of some of the £33,700 in the 2018/19 capital programme for water safety measures for the purchase of practice throw lines, a projector and the commissioning of water safety themed street art.

 

RECOMMENDED unanimously to the Finance and Resources Committee that a contribution of £3,000 be made to Liberty Leisure in 2018/19 for work in support of the OWEN Trust and funded from revenue contingencies.

 

27.

PRIVATE SECTOR HOUSING OFFICER pdf icon PDF 53 KB

To advise members of changes to the mandatory licensing of Houses in Multiple Occupation and to seek approval to appoint an officer to undertake the extra duties.

 

Additional documents:

Minutes:

There were Currently 82 Houses in Multiple Occupation (HMOs) licensed within the Borough and this number had increased steadily in recent years. Members were informed that this type of accommodation could become the domain of last resort, home to transient individuals and people with no other choice, the vulnerable, the economically deprived and socially isolated. It was also considered that these types of properties posed the greatest risk to occupants due to the nature of shared amenities and the diverse occupants. However, was noted that there had been a rise in Broxtowe in the number of HMOs for professional workers not wishing to rent a whole dwelling.

 

RESOLVED that the appointment of a part-time (0.6 FTE) permanent Private Sector Housing Officer be approved.

 

28.

GARDEN COMMUNITIES BID pdf icon PDF 52 KB

To obtain approval to provide £10,000 for consultancy support of a joint bid from Broxtowe Borough Council and the Chetwynd (Toton and Chilwell) Neighbourhood Forum in an effort to secure additional government funding to assist in addressing infrastructure issues relating to housing delivery at the Chetwynd Barracks site.

 

 

Additional documents:

Minutes:

The government published the Garden Communities prospectus in August 2018 and the deadline for bids was 9 November 2018. Members considered the provision of £10,000 for consultancy support for a joint bid from this Council and the Chetwynd (Toton and Chilwell) Neighbourhood Forum in an effort to secure additional government funding to assist in addressing infrastructure issues relating to housing delivery at the Chetwynd Barracks site.

 

RESOLVED unanimously that the request for £10,000 to be used to support a bid as outlined in the attached report, be approved.

29.

SHARED SERVICES ANNUAL REPORT pdf icon PDF 147 KB

To inform members of current shared service arrangements and proposals for the future.

 

Minutes:

In the Council’s Shared Service Policy current shared service arrangements were categorised and a scanning exercise highlighted proposals for future development. Members noted the progress on improvement activity and future planned improvement action.

 

  RESOLVED that the Shared Services Policy in appendix 1 of the report, including the future direction for developing shared service arrangements set out in the table under 6.1, be approved.

 

30.

REVIEW OF CORPORATE PLAN PROGRESS AND FINANCIAL PERFORMANCE pdf icon PDF 194 KB

To report progress against outcome targets linked to Corporate Plan priorities and objectives and to provide an update as to the latest financial performance as measured against the budget.

Minutes:

The Committee noted a report which outlined progress against outcome targets linked to Corporate Plan priorities and received an update as to the latest financial performance as measured against the budget.  Clarification was requested over a number of items which appeared to show discrepancies over the long term and short term arrows. It was suggested that officers reconsider the current method of reporting to committees.

31.

EXERCISE OF THE CHIEF EXECUTIVE'S URGENCY POWERS pdf icon PDF 51 KB

To ask the Committee to note the exercise of the Chief Executive’s urgency powers.

 

Minutes:

The Committee noted the exercise of the Chief Executive’s urgency powers in relation to the need to undertake urgent concrete repairs at Bramcote Leisure Centre at a cost of £10,000 and the purchase of green land in the middle of a housing development site at Redwood Crescent, along with land at the sides and front of the existing buildings on the site. The intention was that a form of occupational licence for the temporary use of the land by the existing owner, Futures Homes Ltd, would be devised, in order that construction works to complete the remaining properties for which planning permission had been granted could be completed, along with the carrying out of landscaping in accordance with the aforementioned planning permission. The cost of the land purchase was £1,050 plus legal costs.

32.

WORK PROGRAMME pdf icon PDF 56 KB

To consider items for inclusion in the Work Programme for future meetings.

Minutes:

RESOLVED that the Work Programme be approved.

 

33.

EXCLUSION OF PUBLIC AND PRESS

The Committee is asked to RESOLVE that, under Section 100A of the Local Government Act, 1972, the public and press be excluded from the meeting for the following item of business on the grounds that they involve the likely disclosure of exempt information as defined in paragraphs 1 and 2  of Schedule 12A of the Act.

 

Minutes:

RESOLVED that, under Section 100A of the Local Government Act, 1972, the public and press be excluded from the meeting for the following items of business on the grounds that they involved the likely disclosure of exempt information as defined in paragraphs 1 and 2 of Schedule 12A of the Act.

34.

REFERENCE

34.1

Housing Committee - 19 September

HOUSING SECTIONS RESTRUCTURE

Minutes:

HOUSING SECTION RESTRUCTURE

 

RESOLVED to:

1.          Approve the new posts of: Senior Maintenance Officer (Compliance), Senior Work Planner, Facilities Co-ordinator, Housing Systems Administrator and Housing Operations Manager.

2.          Delete the frozen Single Trade Operative posts T154 and T159 and frozen Apprentice Maintenance Operative post T164.

3.          Delete the frozen Multi-skilled Operative post T501.

4.          Delete the Work Planner post T507.

5.          Delete Housing IT Systems Officer post H154.

6.          Delete Neighbourhood Services Manager H21.

 

35.

EXERCISE OF THE CHIEF EXECUTIVE'S URGENCY POWERS

Minutes:

Members noted the exercise of the Chief Executive’s urgency powers in relation to the voluntary redundancy of post H148 and the increase in hours for postholders L5 and L9 and legal agency cover for two days per week as detailed in the report.

 

RESOLVED that the voluntary redundancy of Post H129 be approved.