Agenda and minutes

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

Councillor E Cubley declared a non pecuniary interest in item 9, as he was member of Greasley Parish Council, minute number 31 refers. 

The Committee is asked to confirm as a correct record the minutes of the meeting held on 12 July 2018.

The minutes of the meeting held on 12 July 2018 were confirmed and signed.

26 September 2018

Clean and Green

The Committee considered the Clean and Green initiative to fund specific projects to improve the environment in Broxtowe including litter picking, weed killing, reducing fly tipping, waste days and replacement litter bins.  It was noted that the total cost of the projects would be £33,000.

RECOMMENDED to the Finance and Resources Committee that revenue and capital funding be provided for these activities in 2018/19 as set out in appendix 4.

26 September 2018

Clean and Green

Members were informed that the creation of a new ‘Clean and Green’ initiative would complement the ‘Pride in Parks’ project.  ‘Clean and Green’ would demonstrate the Council’s commitment to improving aspects of the Environment for all residents of the Borough.

There was a discussion regarding dumping hotspots, such as on Newmanleys Road, Eastwood.

RESOLVED that revenue and capital funding be provided for these activities in 2018/19 as set out in appendix 4.

26 September 2018

Bowling Greens

            The Committee noted during the prolonged hot and dry weather of summer 2018, the manual watering systems were not effective and following advice from Severn Trent to minimise the use of water, the greens became very dry with extensive wear.  In August, after contacting the bowls clubs the decision was made to close the greens three weeks early on Monday, 10 September.

It has been estimated that the additional cost to undertake the remedial works will be in the region of £17,000.  This cannot be contained within the existing revenue budgets for Beeston, Eastwood and Stapleford Parks.

RECOMMENDED to the Finance and Resources Committee that the restoration works are funded from outside existing budgets.

26 September 2018

          Bowling Greens

In January 2017, as part of a review of the Parks revenue budgets, Cabinet took the decision, in line with users’ experiences, to remove the automatic irrigation systems at the bowling greens and take out the granular fertiliser application programme.    The decision was seen as a ‘win win’ with a cost saving of £13,800 and faster bowling greens.  In summer 2017 the revised programme, with manual watering when necessary and liquid fertiliser, worked and the greens performed well.

In summer 2018, however, with the prolonged hot and dry weather, the manual watering systems were not effective and following advice from Severn Trent to minimise the use of water, the greens became very dry with extensive wear.

RESOLVED that the restoration works be funded from outside existing budgets.

26 September 2018

            Hall Park, Eastwood – Access Improvements

The Committee noted contribution of £7,000 has been received Futures Homescape Ltd in respect of the housing scheme at Great Northern Road, Eastwood.  The section 106 agreement states that this has to be used at Hall Park, Eastwood for works to the footpaths, steps and car park.  This work will help improve access around the park in areas where the surfaces have deteriorated over time.

RECOMMENDED to the Finance and Resources Committee that a further £7,000 be added to the 2018/19 capital programme for access improvement works to Hall Park at Great Northern Road, Eastwood funded from section 106 Parks and Open Spaces contributions.

26 September 2018

Hall Park Eastwood – Access Improvements

A contribution of £7,000 had been received Futures Homescape Ltd in respect of the housing scheme at Great Northern Road, Eastwood.  The section 106 agreement stated that this has to be used at Hall Park, Eastwood for works to the footpaths, steps and car park.  This work will help improve access around the park in areas where the surfaces have deteriorated over time.

          RESOLVED that a further £7,000 be added to the 2018/19 capital programme for access improvement works to Hall Park at Great Northern Road, Eastwood funded from section 106 Parks and Open Spaces contributions.

3 October 2018

            Open Water Education Network Trust

The Committee consider a number of initiatives in the borough and across the county to improve water safety. Further details are set out in the appendix.  Liberty Leisure have played a key role in these initiatives and it is proposed that they are paid £3,000 per annum to enable this to continue.

Due to the meeting being held on the same date as the despatch of this agenda the decision will be reported at the meeting. The recommendation considered by the Policy and Performance Committee is shown below.                                  

The Committee is asked to:

(i) RECOMMEND to Finance and Resources Committee that contribution of £3,000 made to Liberty Leisure in 2018/19 for work in support of the OWEN Trust and funded from revenue contingencies.

(ii)   NOTE 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 commissioning of water safety themed street art.

3 October 2018

Open Water Education Network Trust

Members considered a payment of £3,000 per year being 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.    

RESOLVED 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.

To seek approval for a number of amendments to the General Fund revenue budget for 2018/19.

Detailed monitoring had identified a number of General Fund 2018/19 revenue budgets that needed to be amended. Most of these budget variations were reported to the Policy and Performance Committee on 3 October 2018. There were also a number of other service priorities that required amendments to the General Fund 2018/19 revenue budget, including provision for the ‘Clean and Green’ initiative and the restoration works at bowling greens.  There were also a number of measures to improve performance in the collation of rents. 

The Committee considered the impact of the rollout of Universal Credit on the collection of rents. 

RESOLVED that:

1.   The amendments to the General Fund 2018/19 revenue budget as set out in appendix 1 of the report be approved.

2.  An exemption from Section 5.3 of the Council’s Financial Regulations (Contracts) to allow the purchase of the Rentsense software from Mobysoft without the requirement to obtain at least three quotations be approved.

To report upon capital expenditure incurred in 2018/19 up to 31 August 2018 along with the planned financing of the 2018/19 capital programme and to seek approval for a number of capital budget variations in the current financial year.

The Committee noted the capital expenditure incurred in 2018/19 up to 31 August 2018 along with the planned financing of the 2018/19 capital programme and to seek approval for a number of capital budget variations in the current financial year.

There was a discussion about the purchase of land at Redwood Crescent.  The sensitive nature of the purchase was discussed along with other confidentiality and legal considerations. 

The debate progressed on the ‘Clean and Green’ initiative and it was noted that adjustments to the budget were routinely made in response to emerging service requirements.

                     RESOLVED that the capital budget variations for 2018/19 as set out in appendix 3 be approved.

To present an update on issues likely to affect the Council’s medium term financial strategy recommend participation in the Nottinghamshire business rate retention pilot bid for 2019/20 and to seek approval for an updated Business Strategy from 2019/20 to 2021/22.

Members considered an update on issues likely to affect the Council’s medium term financial strategy (MTFS), and reports which recommended participation in the Nottinghamshire business rate retention pilot bid for 2019/20 and sought approval for an updated Business Strategy from 2019/20 to 2021/22.

Members considered the New Homes Bonus and concerns about how it had been allocation.  It was asked that the housing delivery test would be and it was agreed that a written answer would be provided to the Committee.

Debate moved on to the Revenue Support Grant and the gap between outgoings and income. 

          RESOLVED that:

1.        The Council participates in the Nottinghamshire bid to become a business rates retention pilot in 2019/20.

2.        The Business Strategy 2019/20 to 2021/22 as set out in appendix 3 of the report be approved.

To consider requests for grant aid in accordance with the provisions of the Council’s Grant Aid Policy.

The Committee considered a request for grant aid in accordance with the provisions of the Council’s Grant Aid Policy and noted the grants awarded under delegated authority.

                  RESOLVED that the application be dealt with as follows:

To consider requests for grant assistance in accordance with the protocol for the consideration of grant aid to parish and town councils.

The Committee considered a request for grant aid assistance from Greasley Parish Council in accordance with the protocol for the consideration of grant aid to parish and town councils.  The grant was to fund the purchase of a life – sized sculpture to commemorate the end of the first world war. 

                     RESOLVED that £625 be granted to Greasley Parish Council for the purchase of a commemorative sculpture.

To update Committee with progress on the restoration and opening to the public of Bennerley Viaduct, and to approve a financial allocation of £20,000 from this Council.

The Committee noted the progress on the restoration and opening to the public of the Bennerley Viaduct. 

          The size of the scheme was discussed and it was considered that the Council’s commitment of funds could draw other similar investments.

                                         RESOLVED that a budget of £20,000 be allocation in the 2018/19 capital programme to support the restoration works at Bennerley Viaduct to be funded by £14,450 from ITPS monies and £5,550 from capital contingencies.

       To seek Committee approval to proceed with a government/user-funded project to install electric vehicle charging points in a number of Broxtowe-owned car parks and to delegate the completion of the associated legal agreements and details to the Interim Deputy Chief Executive.

The Committee considered a government and user funded scheme to install electric vehicle charging points in a number of Council owned car parks. 

          It was noted that all capital and revenue costs were to be borne by the project with no costs or risks transferred to the Council.

                     RESOLVED that the proposed electric vehicle charge point project in Broxtowe-owned car parks be approved and the completion of the associated legal agreements and details be delegated to the Interim Deputy Chief Executive.

To report progress against outcome targets identified in the Business Plans for support services areas, linked to Corporate Plan priorities and objectives, and to provide an update as to the latest key performance indicators therein.

The Committee noted the progress outcome targets identified in the Business Plans for support services areas, linked to Corporate Plan priorities and objectives. 

          Consideration was given to tram compensation and the percentage of tenants of industrial units with rent arrears.  There was also a discussion about the data that had been collated, whether the Council was benchmarking performance and the manner in which data was presented.

To inform the Committee of its previous deliberations with regard to the Ad Hoc Committee, regarding the level of allowances payable to members following the recommendations of the Independent Remuneration Panel.

Consideration was given to the level of allowances payable to the Ad Hoc Committee following the recommendations of the Independent Remuneration Panel. 

          The Independent Remuneration Panel considered the remits of the two new committees that were formed at the Council meeting held on 1 March 2017. It was recommended that the Chair of the Ad Hoc Committee be paid in line with the Licensing and Appeals Committee (£2,712 p.a.) as this was the closest comparable payment for a Committee Chair with quasi-judicial responsibilities over disciplinary issues.  It was further recommended that each Committee member who was not a Chair receive a payment in line with members of the Alcohol and Entertainments Committee (£678 p.a.). These payments were to be triggered when the Committee met.  It was suggested that payments be received allowing for the Ad Hoc Committee’s work over a 12 month period. Should this be the case, a total of £10,848 would be allocated from the members’ allowances budget.

                     RECOMMENDED to Council that:

1.    the Chair of the Ad Hoc Committee be paid £2,712 per annum

2.    the members of the Ad Hoc Committee be paid £678 per annum

3.    these payments be triggered when the Committee met.  It was suggested that payments be received allowing for the Ad Hoc Committee’s work over a 12 month period.

4.    a total of £10,848 would be allocated from the members’ allowances budget.

To advise the Committee on the budget consultation process for 2019/20 and to set out the proposed timetable and budget scrutiny process.

The Committee considered the budget consultation process for 2019/20 and the proposed timetable and budget scrutiny process with particular regard to the budget consultation questions.  It was stated that the questionnaire could be shorter and that the questions should be reviewed.

          RESOLVED that the budget-setting process for 2019/20 be approved pending consultation between the Interim Deputy Chief Executive and group leaders regarding the questions on the budget consultation.

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

RESOLVED that the Work Programme, as amended, be approved.

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 items of business on the grounds that they involve the likely disclosure of exempt information as defined in paragraphs 1, 2, and 3 of Schedule 12A of the Act.

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, 2 and 3 of Schedule 12A of the Act.

RESOLVED that the arrears in excess of £1,200 on national non-domestic rates, council tax, rents, housing/council tax benefit overpayment and sundry debtors as set out in the report be written off and to note the exercise of the Interim Deputy Chief Executive’s delegated authority under financial regulation 5.9 be noted.

RESOLVED that a waiver from 5.5 Contract Standing Order to allow the purchase of further project management support for the implementation of the housing system utilising the existing provision be approved.