Agenda and draft minutes

Cabinet - Tuesday, 17 January 2023 6.00 pm

Venue: Council Offices, Foster Avenue, Beeston, NG9 1AB

Contact: Email: committees@broxtowe.gov.uk 

Media

Items
No. Item

95.

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 R D MacRae declared a registerable interest in item 5.2 with regards to the Helpful Bureau, and a non-registerable interest with regards to Support Through Sport Youth CIC, minute item 99 refers.

Councillors S A Bagshaw and J McGrath declared non-registerable interests in agenda item 5.2 in relation to the Helpful Bureau, minute number 99 refers

96.

MINUTES pdf icon PDF 227 KB

Cabinet is asked to confirm as a correct record the minutes of the meetings held on 8 December 2022 and 20 December 2022.

Additional documents:

Minutes:

The minutes of the meetings held on 8 December 2022 and 20 December 2022 were confirmed and signed as correct records.

97.

SCRUTINY REVIEWS pdf icon PDF 134 KB

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.

 

 

Minutes:

Members were updated with the work of the Overview and Scrutiny Committee. The work programme was noted accordingly. Members discussed the governance arrangements for the Shared Prosperity Fund Programme and suggested the Overview and Scrutiny Committee consider the governance arrangements.

 

RESOLVED that Overview and Scrutiny Committee be requested to consider the governance arrangements on the Shared Prosperity Fund Programme agenda item 7.1, minute number 100.1 refers.

98.

PORTFOLIO FOR RESOURCES AND PERSONNEL POLICY

98.1

CAPITAL GRANT AID REQUEST-THE ROYAL BRITISH LEGION (BEESTON) SOCIAL CLUB pdf icon PDF 218 KB

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

 

 

Minutes:

Members considered a request for Capital grant aid from the Royal British Legion (Beeston) Social Club. The social club had requested a capital grant of up to £5,200 to enable it to complete the installation of new flooring on the dance floor, stage and toilet area. The grant award was in line with the Grant Aid Policy.

 

          RESOLVED that the grant aid request of £5,200 from the Royal British Legion (Beeston) Social Club be approved.

 

 

 

Reason

The Council was empowered to make grants to voluntary organisations by virtue of Section 48 Local Government Act 1985.

98.2

GRANTS TO VOLUNTARY AND COMMUNITY ORGANISATIONS,CHARITABLE BODIES AND INDIVIDUALS INVOLVED IN SPORTS, THE ARTS AND DISABILITY MATTERS 2022/23 pdf icon PDF 184 KB

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

Minutes:

Cabinet considered requests for grant aid in accordance with the provisions of the Grant Aid Policy. The Dig-In Community Allotment scheme was established in 2004 and was based at the Albany Allotments on Pasture Road, Stapleford.  Dig-In provided a facility for local groups and residents to grow fruit and vegetables, explore biodiversity and horticulture through running a sustainable community allotment, organised workshops, organic food growing, and was a local community outreach. Support Through Sport Youth CIC had requested two revenue grant requests in support of their proposed programme to be delivered in Eastwood and Chilwell. The services provided by the Support Through Sport Youth CIC would benefit Broxtowe residents and was complementary to the services provided by the Council. The 2nd Kimberley Scout Group had requested a grant of £7,000 to cover the market rental of Kettlebrook Lodge. This grant would be a period of one year and was matched by allowances within the premises income budget. The services provided by the 2nd Kimberley Scout Group activities would provide educational and curricular benefits to local children and young people. The Stapleford Community Association had requested a grant of £3,000 to cover the rental of the Community Centre on Cliffe Hill Avenue, Stapleford. The grant would be for a period of one year. The services provided by Stapleford Community Association would benefit the residents of the Borough, in particular helping to combat loneliness and social exclusion. The Helpful Bureau provided services that supported and encouraged older and/or disabled residents to live safely and independently, in their own homes this included befriending, practical services, social activities, transport schemes and support services. The total grant request was for £9,000, £6000 was requested as direct assistance with the Community Transport Scheme and £3,000 as a contribution towards general running costs. The requests from 2nd Kimberley Scout Group and Stapleford Community Association for £7,000 and £3,000 respectively was covered within the provision for rent awards.

 

            RESOLVED that the grant aid requests be approved accordingly.

 

 

 

   £

1.

Dig-In Community Allotment

   913

2.

Support Through Sport Youth CIC

8,132

3.

2nd Kimberley Scout Group

7,000

4.

Stapleford Community Association

3,000

5.

The Helpful Bureau

9,000

 

(Having declared interests as stated above, Councillors S A Bagshaw, R D MacRae and J W McGrath left the meeting without discussion or voting thereon in their specific items of interest.)

 

Reason

Consideration for not awarding the grant may have a negative impact for the users and individuals relying on the service. The Council is empowered to make grants to voluntary organisations by virtue of Section 48 Local Government Act 1985 (as well as other Legislation). Having an approved process in accordance with legislation and the Council’s Grant Aid Policy would ensure the Council’s compliance with its legal duties.

98.3

CREATION OF A CLIMATE CHANGE OFFICER ROLE WITHIN THE ENVIRONMENTAL SERVICES DEPARTMENT pdf icon PDF 249 KB

To seek approval for the creation of a Climate Change Officer role within Environmental Services to improve service provision, build service resilience and support the Council’s commitment to become carbon neutral by 2027.

 

Minutes:

Members considered the creation of a Climate Change Officer role within the Environmental Services Department. In 2019, the Council made a commitment to become carbon neutral by 2027. The Council created its Climate Change Strategy and Green Futures Programme in 2020 to provide strategic direction to support the target. It had been identified that additional resources were required to deliver the day to day actions within the overarching Green Futures Programme. 

 

            RESOLVED that the creation of a Climate Change Officer post (Grade 10) at £49,450 per annum including on costs to be funded from General Fund Reserves be approved.

 

Reason

 

The United Kingdom had a legally binding target to become net zero carbon by 2050. Section 111 of the Local Government Act 1972 enabled the Council to do anything that is calculated to facilitate, or which is conducive or incidental to, the discharge of their functions. Furthermore, section 2(1) of the Local Government Act 2000 introduced a power that permits local authorities to do anything that they consider likely to promote or improve the economic, social and environmental well-being of their area. The Council had a commitment to be carbon neutral by 2027 and this post would support initiatives to reduce carbon emissions and improve awareness and access funding opportunities.

98.4

REQUEST FOR APPROVAL OF INCREASED BUDGET FOR THE ALTERATION OF THE GROUND FLOOR RECEPTION AREA OF THE COUNCIL OFFICES pdf icon PDF 122 KB

This matter relates to ground floor refurbishment work needed to the reception area at the Council’s offices and upgrades to the disabled toilet facilities in the office on the ground, first and second floors.

 

The purpose of the report is to provide Cabinet more detail of the proposed alterations to the ground floor reception area, to request an increase to the budget to carry out alterations to the ground floor reception area to the Council Offices and the disabled toilet facilities throughout the building.

 

By way of background, the Council approved a budget of £100,000 (£90,000 plus £10,000 against salaries) in 2020/21 to refurbish the ground floor office reception area but without significant detail.  Some of this budget has been spent for redecoration and due to increased materials and labour costs since the original approval we are seeking approval to increase the budget to £150,000 based upon the proposals.

 

In addition, to regularise matters, we are seeking approval for works in the process of being carried out to the ground, first and second floor disabled facilities (estimated £10,000).

 

Additional documents:

Minutes:

Members considered the ground floor refurbishment work that was required to the reception area at the Council offices and upgrades to the disabled toilet facilities on all floor within the Council offices. The refurbishment was required to improve front of house experience and meet the needs of the customer, create space for additional meeting rooms and by repositioning the reception desk allowed for a better visual to support the customer needs on entering the building. Security issues including being able to accommodate screens in the event of another pandemic situation had been considered. Flooring would be replaced with a more suitable finish to accommodate the high traffic area and the suitability for cleaning. Additional works was required to the disabled toilets to meet the needs identified by the Council’s Aids and Adaptations Officer.

 

RESOLVED that:

1.  The proposed alterations to the Council Offices Reception alterations, including a revised total budget of £150,000, be approved in principle, subject to final scheme design and tender costs. The additional budget of £51,550 required in the 2022/23 capital programme is to be funded form prudential borrowing.

2. The alterations to the disabled facilities at the Council Offices at a capital cost of £10,000 is approved, to be funded from General Fund Capital Contingencies 2022/23.

 

Reason

 

The Council’s aims for Business Growth included investing in our towns and our people.  By making the improvements to the reception area provided opportunity to hire the meeting rooms to the community and voluntary groups and provided a clear vision to the customer direction to support them with their query on entering the building. The carpets had become beyond repairing and the area required modernising to support opportunities for the Council including managing the overspill of Committee meetings from the Council Chamber.

 

98.5

COMMUNICATIONS AND ENGAGEMENT STRATEGY pdf icon PDF 106 KB

To outline the Council’s Communications and Engagement Strategy for 2023-2026.

 

Additional documents:

Minutes:

Members welcomed the Council’s Communications and Engagement Strategy for 2023-2026. The Strategy outlined the direction of the Council’s communications activity over the next three years. There was a need to respond to the changing needs of both local people and the Council as an organisation. The Strategy would be reviewed and adapted regularly. Members outlined that the Communication during COVID-19 was fantastic and that the Communications team underpinned everything the Council does. Assurance to be provided to ensure that residents who were not online were kept informed.

 

            RESOLVED that the Communications and Engagement Strategy 2023-2026 be approved.

 

Reason

 

The Communications and Engagement Strategy supported the Council’s Vision and Corporate Plan by telling the story of what we do, why we do it and how we need to adapt to the challenges we face. The Council’s GREAT values included always improving, continuous improvement and delivering value for money. The Council followed the Recommended Code of Practice for Local Authority Publicity. The Code provided guidance on the content, style, distribution and cost of local authority publicity.

 

98.6

TREASURY MANAGEMENT AND PRUDENTIAL INDICATORS 2022/23 MID - YEAR REPORT pdf icon PDF 416 KB

To provide a mid-year update Cabinet on the treasury management activity and the prudential indicators for 2022/23.

 

Minutes:

Members noted the mid-year update on the treasury management activity and the prudential indicators for 2022/23. Details of all borrowing and investment transactions undertaken in 2022/23 up to 30 November 2022 had been provided. There had been no issues of non-compliance with the current practices that required reporting. Cabinet wished to be kept informed over loans to other Authorities on short term borrowing and long term lending. It was confirmed that decisions taken had not exposed the Council to risk and we should continue in that vein.

 

Reason

 

Regulations issued under the Local Government Act 2003 require the Council to fulfil the requirements of the Chartered Institute of Finance and Accountancy (CIPFA) Code of Practice on Treasury Management and the CIPFA Prudential Code for Capital Finance in Local Authorities when undertaking its treasury management activities

98.7

BUDGET CONSULTATION 2023/24 pdf icon PDF 962 KB

To report the results of the 2023/24 budget consultation exercise that took place during October and November 2022.

 

 

Minutes:

Cabinet noted the results of the 2023/24 budget consultation exercise that took place during October and November 2022. Local people had been asked for their preferred approach to balancing the Council’s budget and to provide an indication as to which service they thought should have their funding increased, decreased, or remain the same. A total of 1,210 responded to the survey This was a significant increase from previous years. Members suggested we send out messages with what the Council has achieved including you said we did information. The figures for responding could still be improved with further engagement including video communication.

 

 

Reason

 

The budget consultation with local residents provided useful feedback to inform the budget setting process that would culminate in the overall budget report being recommended to Council for approval on 1 March 2023. Section 65 of the Local Government Finance Act 1992 places a duty upon local authorities to consult representatives of non-domestic ratepayers before setting the budget. Whilst there is no specific statutory requirement to consult with residents, local authorities were placed under a general duty to ‘inform, consult and involve’ representatives of local people when exercising their functions by the Local Democracy, Economic Development and Construction Act 2009. This was repealed and replaced by more prescriptive forms of involvement by the Localism Act 2011.

99.

PORTFOLIO FOR LEISURE AND HEALTH

99.1

ARMED FORCES ACTION PLAN 2023 - 2026 pdf icon PDF 192 KB

To seek approval for the new Armed Forces Action Plan.

Additional documents:

Minutes:

The Armed Forces Action Plan 2023-2026 supported the Boroughs Military Covenant or Armed Forces Covenant. The Covenant was introduced in 2000 and referred to the mutual obligations between the nation and its Armed Forces. Organisations that signed up to the Covenant pledged that they acknowledged and understood that those who serve or who had served in the Armed Forces, and their families should be treated with fairness and respect in the communities, economy and society they served with their lives.  Some of The Action Plan initiatives included supporting veterans in the community by promoting and publishing armed forces events, involve Forces in the community in appropriate multi-agency task groups and promoting the armed forces employer recognition scheme.

 

            RESOLVED that the Armed Forces Action plan 2023-2026 be approved.

 

Reason

 

As part of the Council’s Corporate Plan, Community Safety aimed to provide a safe place for everyone. Our values of a strong caring focus on the needs of all communities helped to achieve this vision.

100.

PORTFOLIO FOR ECONOMIC DEVELOPMENT AND ASSET MANAGEMENT

100.1

2022/23 PROGRAMME AND GOVERNANCE FOR BROXTOWE BOROUGH'S SHARED PROSPERITY FUND, (SPF) ALLOCATION pdf icon PDF 267 KB

To consider and approve by way of an outline investment plan, activity proposed in year one of the Council’s £2.56 million Shared Prosperity Fund Programme.  It requests approval in principle to the plan and interim governance arrangements to oversee the spending of the resources in the current year to enable speed of decision making and maximum spend in the current year. The governance arrangements are proposed to be revisited early in the new Council year to ensure they remain appropriate and transparent.

 

Additional documents:

Minutes:

Members considered an outline investment plan and proposed activity in year one of the Council’s £2.56 million Shared Prosperity Fund Programme. It had been requested, in principle to the plan and Interim Governance Arrangements to oversee the spending of the resources in the current year to enable speed of decision making and maximum spend in the current year. The governance arrangements were amended slightly by the Chair to have a delegation to vary the membership to include all political groups. It was proposed that there be a revision in the new Council year to ensure they remained appropriate, transparent and to ensure fairness.

 

Cabinet was to be informed of the outcomes on the final grant awards and noted the exercise of the Chief Executive’s Emergency Powers to use the government’s allocated capacity funding to commit £20,000 to jointly employ capacity with Rushcliffe Borough Council to deliver the programme in both areas.

 

RESOLVED that:

1.    The proposed Broxtowe Borough Council Shared Prosperity Fund Investment plan, attached at in the appendix, be approved as a working document.

 

2.    The determination of the final grant awards for businesses, partner organisations and community and voluntary organisations who have supplied expressions of interest or made an application in respect of any of the projects listed for spend in 2022/23 be delegated for decision to the Deputy Chief Executive and Section 151 Officer, in consultation with a UKSPF Members Advisory Panel. Delegations to be given to the Chair to vary the Membership to include other Political Groups with an Officer to minute actions, a senior Economic and Regeneration Officer (if available), and the S151 Officer in attendance.

 

Reason

 

The need for a robust governance and risk framework in these matters was vital to protect the Council and its officers and Members. Approval of this framework should enable the scheme to be delivered quickly and efficiently, but still to have the necessary levels of check and challenge in place, similar to the arrangement applied to administer the emergency COVID-19 grants. the Council already had clear purchasing arrangements in place that would provide assurance about the compliance of awards made to demonstrate value for money, procurement to deliver the range of projects if funding was secured, which would be considered per project in accordance with the grant, the Council’s Contract Procedure Rules and the Public Contract Regulations 2015. Under the new Subsidy regime, public authorities would be required to self-assess whether the financial assistance they grant was consistent with key principles and would be required to publish information about subsidies. Further governance, legal and procurement advice would be provided as the investment plan develops to ensure robust governance, lawful decision making, management and monitoring requirements in line with the Council’s Constitution and relevant statutory requirements.

101.

CABINET WORK PROGRAMME pdf icon PDF 121 KB

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.

Minutes:

Cabinet resolved that the work programme, including key decisions be approved.

 

            RESOLVED that the work programme, including key decisions be approved.

 

 

 

102.

EXCLUSION OF PUBLIC AND PRESS

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 they involve the likely disclosure of exempt information as defined in paragraphs 1 and 2 of Schedule 12A of the Act.

 

Minutes:

Cabinet 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 Schedule 12A of the Act.

103.

PORTFOLIO FOR RESOURCES AND PERSONNEL POLICY

103.1

CREATION OF A CLIMATE CHANGE OFFICER ROLE WITHIN THE ENVIRONMENTAL SERVICES DEPARTMENT APPENDIX 3

Minutes:

Cabinet noted the appendix from agenda item 5.3

103.2

HOUSING REPAIRS RESTRUCTURE PHASE 2

Minutes:

RESOLVED that Phase 2 of the Housing Restructure be approved at a cost of £157,450 funded by the Housing Revenue Account.