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.

There were no declarations of interest.

To confirm and sign the minutes of the meeting held on 8 January 2019.

The minutes of the meeting on 8 January 2018 were confirmed and signed.

16 January 2019

House in Multiple Occupation Licence Fees

The Committee considered the proposed change to the fees charged for House in Multiple Occupation (HMO) licences.  

An internal audit of the HMO licensing process has recommended that the fee for licensing be re-assessed. It was noted that the application or renewal for a full license be increased from £475 to £560. Additionally, if the landlord is the member of a recognised landlords’ association or is making an application in respect of a second or subsequent HMO the fee was to be increased from £415 to £449.

RECOMMENDED the fees for HMO licence applications to the Finance and Resources Committee for introduction on 1 April 2019.

16 January 2019

House in Multiple Occupation Licence Fees

The Committee considered the proposed change to the fees charged for House in Multiple Occupation (HMO) licences.  

An internal audit of the HMO licensing process had recommended that the fee for licensing be re-assessed. It was noted that the application or renewal for a full license be increased from £475 to £560. Additionally, if the landlord was a member of a recognised landlords’ association or was making an application in respect of a second or subsequent HMO the fee was to be increased from £415 to £449.

RESOLVED that the fees for HMO licence applications be approved for introduction on 1 April 2019.

28 January 2019

Animal Welfare (Licensing of Activities Involving Animals) (England) Regulations 2018

The Committee received an updated on the changes in the licensing of animal activities legislation.

The legislation introduces an updated licensing system in England for activities including the sale of animals as pets, providing or arranging boarding for cats and dogs (including home dog sitting), hiring out horses, dog breeding and keeping or training animals for exhibition. The legislation gives updated powers to ensure high standards of animal welfare and provides the mechanism for local authorities to effectively recover the cost of administering the licences.

RECOMMENDED the proposed fees and charges in respect of animal activities licensing to the Finance and Resources Committee for approval and thereafter be subject to the regular review in accordance with other fees and charges.

        28 January 2019

        Animal Welfare (Licensing of Activities Involving Animals) (England) Regulations 2018

        The Committee received an updated on the changes in the licensing of animal activities legislation. The legislation introduced an updated licensing system in England for activities including the sale of animals as pets, providing or arranging boarding for cats and dogs (including home dog sitting), hiring out horses, dog breeding and keeping or training animals for exhibition. The legislation gave updated powers to ensure high standards of animal welfare and provided the mechanism for local authorities to effectively recover the cost of administering the licences.

          RESOLVED that the proposed fees and charges in respect of animal activities licensing be approved and thereafter be subject to the regular review in accordance with other fees and charges.

23 January 2019

Hickings Lane Recreation Ground

The Committee received a report on the success in securing additional funding for work at the Hickings Lane Recreation Ground play area in Stapleford.

Following consultation on site the replacement of the out-dated multi use games area (MUGA) was identified as a high priority together with the play area.  The proposed £50,000 bid to WREN was therefore increased to £93,500 to fund the replacement of this MUGA. 

RECOMMEND to the Finance and Resources Committee that:

1.    A scheme costing £165,500 be included in the 2019/20 capital programme for the provision of new play and sports facilities at Hickings Lane Recreation Ground, Stapleford with funding as set out in the appendix.

2.    An allocation of £8,550 be made in 2018/19 from revenue contingencies to meet the cost of the contributing third party payment to WREN.

        23 January 2019

        Hickings Lane Recreation Ground

        The Committee received a report on the success in securing additional funding for work at the Hickings Lane Recreation Ground play area in Stapleford.

        Following consultation on site the replacement of the out-dated multi use games area (MUGA) was identified as a high priority together with the play area.  The proposed £50,000 bid to WREN was therefore increased to £93,500 to fund the replacement of this MUGA. 

                  RESOLVED that:

        1.        A scheme costing £165,500 be included in the 2019/20 capital programme for the provision of new play and sports facilities at Hickings Lane Recreation Ground, Stapleford with funding as set out in the appendix be approved.

        2.        An allocation of £8,550 be made in 2018/19 from revenue contingencies to meet the cost of the contributing third party payment to WREN.

24 January 2019

Pay Award and Review of Allowances

The Panel considered the proposed pay award for 2019/20 to allowance rates for members.  Debate focused on balancing the need to increase the rate to potentially broaden the diversity of candidates for election and the difficulty in justifying a rise in allowances against a backdrop of financial and political uncertainty.  It was noted that, according to the figures presented to the meeting, the overall cost to the Council of an increase of 2% to member’s allowances would be relatively trivial in terms of the net budget.

                        RECOMMENDED to the Finance and Resources Committee and on to full Council that it be requested to increase members’ allowances by 2% in line with the employees’ pay award with effect from 1 April 2019.

        24 January 2019

        Pay Award and Review of Allowances

        The Committee considered the recommendation of the Independent Remuneration Panel to adopt a 2% pay award for 2019/20 on allowances to be paid to members. It was proposed that no increase to members’ allowances be made.  On being put to the meeting the motion was carried.

                  RECOMMENDED to Council that there be no increase in allowances for members.

The Panel acknowledged that the policy of the leading group was to reject any rises to allowances.  With this in mind it was agreed that the recommendation should be to retain the existing remuneration allowances, with concerns about the level of remuneration in comparison with neighbouring Councils to be addressed by the pay rise of 2%.

RECOMMENDED to the Finance and Resources Committee and on to full Council that Option 4 as detailed in the report, which proposed no changes to the existing remuneration policy, be approved.

24 January 2019

Member Allowances

The Committee considered the level of allowance to be recommended to Council. It was proposed that no change to the existing remuneration policy or remuneration levels be. On being put to the meeting the motion was carried.

          RECOMMENDED to Council that no changes to the existing remuneration policy be approved.

To recommend to Council the capital and revenue budget proposals together with the capital strategy, prudential indicators, treasury management strategy, investment strategy and general fund medium term financial strategy and to approve the business plans.

The Committee considered the budget proposals and associated strategies with particular reference to notional capital charges and the amounts being drawn from reserves. The following comments were amongst those made:

·     Regarding the consultation, the Committee was informed that no changes had been to the budget as a result of the submissions. It was suggested that the number of respondents was disappointing but it was not a priority to spend heavily on the consultation as it could be predicted that the number of responses would be low.

·     There was concern of the number of rough sleepers across Nottinghamshire. It was stated that further resource would be designated through the committee process if necessary.

·      

RESOLVED that the business plans for the Council’s corporate priorities and support functions, subject to amendment as a result of any budget decisions still to be taken by Council recommended by the relevant policy committees.

RECOMMENDED to Council that:

1. The Housing Revenue Account budget as submitted be approved (appendix 3).

2. The General Fund revenue budgets as submitted be approved (appendix 4).

3. The capital submissions and priorities within them be approved (appendix 5).

4. The Interim Deputy Chief Executive be authorised to arrange the financing of the capital programme as necessary (appendix 5).

5. An amount of £25,000 be provided for a General Contingency in 2019/20 (appendix 5).

6. The council tax requirement for 2019/20 including special expenses (but excluding local precepting requirements) be £5,475,252 (appendix 4).

7. An amount of £350,720be withdrawn from the General Fund reserve in 2019/20 (appendix 4).

8. An amount of £264,325be withdrawn from General Fund non-earmarked reserves in 2019/20 (appendix 4).

9. The Capital Strategy be approved (appendix 6)

10.The Minimum Revenue Provision policy as set out be approved (appendix 7).

11.The treasury management strategy statement be approved (appendix 7).

12.The investments strategy be approved (appendix 8).

13.The General Fund Medium Term Financial Strategy be approved (appendix 9).

To report upon capital expenditure incurred in 2018/19 up to 31 December 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 2019/20 Council Tax Base had been calculated in accordance with the Local Authorities (Calculation of Council Tax Base) (England) Regulations 2012. 

RESOLVED that based on the number of band D equivalent properties and in accordance with the Local Authorities (Calculation of Council Tax Base) (England) Regulations 2012, Broxtowe Borough Council calculates its Council Tax Base for the year 2019/20 as follows:

             1.     For the whole of its area 33,674.71. 

             2.     In respect of Parish Precepts and Special Expenses for those parts of its area mentioned in the table below, the amounts specified therein –

                     Part of Council’s Area            Area Council Tax Base

             Awsworth                                     615.03

             Brinsley                                       698.95

             Cossall                                         208.48

             Eastwood                                  2,791.97

             Greasley                                    3,663.94

             Kimberley                                  1,804.75

             Nuthall                                       2,268.75

             Stapleford                                 4,051.19

             Strelley                                         181.27

             Trowell                                         821.17

             Special Expenses Area

             Beeston Area                          16,569.21

To consider the proposals for business plans, detailed revenue budget estimates for 2019/20, capital programme for 2019/20 to 2021/22 and proposed fees and charges for 2019/20 in respect of the Council’s priority areas.

The Committee considered the arrangements to operate in 2019/20 in respect of the Local Council Tax Support Scheme (LCTSS).

        The current scheme allows for up to 100% of the council tax liability to be paid in council tax support.  The Council had benefitted from the overall bill for LCTSS falling from 2013/14 to 2016/17 as the numbers of claimants requiring support had reduced. 

RECOMMENDED to Council that the current LCTSS remains in place for 2019/20.

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

The Committee received an update on the 2019/20 consultation exercise that took place during October and November 2018.

Since 2017/18 a web-based survey, publicised through Broxtowe Matters, press releases and social media, had been used and had been adopted for 2019/20. The survey included no reference to any specific policy options but sought views on all Council services and indications of satisfaction, or otherwise, with both those services and with the local area generally.

A total of 415 responses were received. The amount of responses received compared with last years had reduced by 164 responses from 579 in 18/19, a 28% reduction.

To consider a request for grant assistance from Trowell Parish Council

The Committee were informed of the fees to be paid for polling staff in May 2019 and the appointment of a temporary Electoral Services Assistant.

A voter ID pilot will be run at the Borough/Parish elections in Broxtowe in 2019 based on the mixed model.  This will require electors ID to produce ID which will be checked by polling staff before a ballot paper is issued to them.

Fees for polling staff are approved annually in March as part of the Council’s Pay Policy.  The additional responsibility to be placed on both Poll Clerks and Presiding Officers required by the pilot is not reflected in the current fees. 

There are no budget provision for the increased fees or the temporary post.  However, Cabinet Office had stated that it would meet the costs incurred in running the pilot.  These have been submitted and confirmation is awaited that they will be reimbursed.

RESOLVED that the proposed payments to polling station staff as an exception to the Pay Policy and the employment of a temporary Electoral Services Assistant on grade 3 as set out in the report, subject to the costs being met by the Cabinet Office, be approved.

To seek approval for the delegation of approval of the procurement of the Council's electricity supply to the Interim Deputy Chief Executive in consultation with the Chair of Finance and Resources Committee.

The Committee received an update on the capital budget variations in respect of the 2018/19 financial year.

The announcement of additional grant funding for Disabled Facilities Grants in 2018/19 along with the requirement to address a water leak at the teaching pool at Kimberley Leisure Centre had resulted in a need to make amendments to a number of budgets in the capital programme 2018/19.

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

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

The Committee considered the Work Programme.  It was agreed that a report on GDPR statement issued over the telephone to customers be added to the work programme.

          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 paragraph 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 involve the likely disclosure of exempt information as defined in paragraph 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 Deputy Chief Executive’s delegated authority under financial regulation 5.9.

DELEGATE to the Interim Deputy Chief Executive the sale of the land to the most appropriate party and on the most appropriate terms, in consultation with the three party leaders.