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 J W McGrath declared a non-registerable interest in item11.1 as a member of his family is employed by Liberty Leisure Ltd, minute number 23.1 refers.

Councillors M Radulovic MBE and G Marshall declared other registerable interests in agenda item 21.1 as they were Members on the Beeston Town Centre Board, minute number 24.1 refers.

The Committee is asked to confirm as a correct record the minutes of the meeting held on 6 June 2023.

The minutes of the meeting held on 6 June 2023 were confirmed as a correct record.

The purpose of this report is to make Members aware of matters proposed for and undergoing scrutiny. This is in accordance with all of the Council’s priorities.

Members were informed of the matters proposed for and undergoing scrutiny. It was suggested that Building Control and Communication with Tenants could be added to the scrutiny work programme.

RESOLVED that the subjects of Building Control and Communication with Tenants be forwarded to the Overview and Scrutiny.

To seek approval for the revised Climate Change Strategy and the creation of a climate change communications budget.

Members were informed that in 2019 the Council made an ambitious commitment to become carbon neutral by 2027.  The Council created its Climate Change Strategy and Green Futures Programme in 2020 to provide strategic direction with regards working towards this target.  Ninety-one percent of the actions identified in the original carbon management plan, which were part of the original Climate Change Strategy, had been completed or were in progress.  The delivery of these actions had contributed to the Council reducing its carbon footprint to 3,099 tonnes of carbon dioxide emissions (tCO₂e) in 2021/22.  This was a 17% reduction from the recalculated 2018/19 carbon emission baseline.

The revised Climate Change Strategy had been streamlined with ten key strategic themes identified as the priority areas.  The ten themes are cross cutting and cover all the key topic areas which are necessary for addressing climate change.  The key themes ensure climate change is embedded across all of the Council’s own operations. The themes also ensure that the need to engage with residents and businesses in support of positive behaviour change is enhanced further.

Concerns were raised around the consultancy time, however, it was stated that the Strategy was a live document and as circumstances changed the Strategy would change accordingly. Further comments included queries around the garden waste service, composting, the management of grass areas and the use of weed killer. Officers responded that comments were always considered and members of the public were able to utilise the on-line consultation.

RESOLVED that:

1.     The revised Climate Change Strategy and Carbon Management Plan be adopted and approved

2.     The creation of a £10,000 climate change communication budget be approved.

Reasons

1.     Climate change is a complex and changing dynamic.  The Climate Change strategy therefore needs to be revised on a regular basis to reflect this and ensure it remains up to date

2.     The budget will be used in support of engagement with key external stakeholders, as well as supporting the promotion and the delivery of actions within the new carbon management plan. This is to assist the Council’s commitment and progression towards achieving carbon neutrality, as well as a wider target of net zero.

To report on the revenue and capital outturn position for 2022/23, provide an update on progress with the preparation of the draft annual statement of accounts for 2022/23 and approve the revenue and capital carry forward requests to the 2022/23 financial year.

Cabinet was updated on the revenue and capital outturn position for 2022/23, and provided with an update on progress with the preparation of the draft annual statement of accounts for 2022/23.

The accounts for 2022/23 had been finalised, subject to audit, and showed an underspending on the General Fund revenue account of £2.089m and an overspending on the Housing Revenue Account (HRA) of £0.395m when compared to the revised estimates.

RESOLVED that:

1.  The accounts summary for the financial year ended 31 March 2023, subject to audit, be approved.

2. The revenue carry-forward requests outlined in section 1.4 of appendix 1 and section 2.2 of appendix 2 be approved and included as supplementary revenue estimates in the 2023/24 budget.

3. The capital carry-forward requests outlined in appendix 3b be approved and included as supplementary capital estimates in the 2023/24 budget.

Reason

To be accountable for all activities and actions and to ensure that the Council conforms to all financial regulations. The report summarises the Council’s finances at the end of each financial year. 

To inform Members of the Treasury Management activity and the actual Prudential Indicators for 2022/23. 

Cabinet noted the Treasury Management and Prudential Indicators Annual Report for the year ended 31 March 2023.The report met the requirements of both the CIPFA Code of Practice on Treasury Management and the CIPFA Prudential Code for Capital Finance in Local Authorities.  The Council was required to comply with both Codes through regulations issued under the Local Government Act 2003.

It was clarified that there were no commercial investments outside of the Borough and further discussion stated that further investigation would take place into ethical funding.

To seek approval for an updated Management of Communal Areas Policy

The Policy outlines the approach that the Council takes to manage enclosed communal areas and the areas that immediately surround blocks of flats. It applies to tenants and leaseholders, in both General Housing and in Independent Living. A clear policy is necessary, so that all areas are managed in a consistent way and so residents can be clear on what is allowed, and the approach that the Council will take to monitor areas and address any issues.

The management of communal areas can often be a contentious issue. Many residents see communal areas as an extension of their own home. As a landlord, the Council has a responsibility to ensure all communal areas are kept clear and accessible so that residents can exit the building as quickly and as safely as possible in the event of an emergency. This may include asking residents to remove items that they have placed in the communal area, either for convenience or with the aim of improving the appearance of the area.

Cabinet noted the amendments to the Policy suggested by the Policy Advisory Working Group, which were to add a section to the policy for Ring Door Cameras in addition to updating the Equality Impact Assessment with more information regarding the impact for people with disabilities.

RESOLVED that the updated Management of Communal Areas Policy be approved and reviewed after six months.

Reason

The updated Policy includes more details regarding two specific areas: Mobility Scooters and Surveillance Camera Systems. The original Policy included some reference to mobility scooters, however, since the original Policy was written a new Mobility Scooter Policy has been approved. The changes to this Policy ensures that the information in both policies is consistent.

To update the Council on the works required at Durban House to bring the property back into use.

Durban House has had a number of uses over the last few years and has been vacant for around the last two years. Since December 2022, Broxtowe Borough Council has entered into a licence agreement with the Durban House Community Hub for use of the external area at Durban House. This has facilitated the community hub to use the outside space at the property for community uses. The inside of the property is currently not able to be used due to maintenance of a number of the internal service requiring inspection and maintenance works.

RESOLVED that the scheme to allow for essential maintenance works to the internal of Durban House to make the building compliant and facilitate a letting at the property be approved. A one-off revenue development of £12,000 will be required for this purpose to be funded from the General Fund Revenue Contingency budget in 2023/24.

Reason

The funding will allow for the works required at Durban House to be undertaken to bring the property back into use.

This report recommends that the Council responds to a Government inquiry into the use of deteriorating concrete on public buildings amid concerns of potential collapses.

Cabinet was informed that the Government had launched an inquiry into the use of deteriorating concrete in public buildings amid concerns of potential collapses. Each department within Whitehall has been instructed to assign a civil servant to identify the presence of reinforced autoclaved aerated concrete in the Government estate. This inquiry represented an expansion of a previous investigation that primarily focused on hospitals and schools.

RESOLVED that, as a result of the recent Government inquiry into deteriorating concrete in public buildings, a budget of £40,000 to fund structural surveys on various Council assets be approved. A one-off budget allocation of £40,000 in 2023/24 will be required for this purpose to be funded from Housing Revenue Account (HRA) working balances.

Reason

This will allow the Council to investigate whether any of its assets are affected by the problems highlighted by the Government inquiry.

Cabinet is asked to approve its Work Programme, including potential key decisions that will help to achieve the Council’s key priorities and associated objectives.

RESOLVED that the Cabinet Work Programme be approved.

Cabinet 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 it involves 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 involve the likely disclosure of exempt information as defined in paragraphs 1, 2 and 3 of the Schedule 12A of the Act.

The Cabinet noted the report on Kimberley School Leisure Centre.

(Having declared a non-registerable interest in the item Councillor J W McGrath left the meeting before discussion thereon.)

RESOLVED that the budget allocation required be funded from General Fund Reserves.