Agenda and minutes

Venue: Council Chamber, Council Offices, Urban Road, Kirkby-in-Ashfield. View directions

Contact: Lynn Cain  Email: l.cain@ashfield-dc.gov.uk

Items
No. Item

C.86

Declarations of Disclosable Pecuniary and Non Disclosable Pecuniary/Other Interests

Minutes:

 

1.    Councillors Amanda Brown, David Griffiths and Cathy Mason all declared Non Disclosable Pecuniary/Other Interests in relation to agenda item 7(a) (Future of Housing Management).  Their interests arose from the fact that they were currently Council representatives on the Ashfield Homes Board. 

 

2.    Councillors Christian Chapman, Christine Quinn-Wilcox, Robert Sears-Piccavey, and Sam Wilson all declared Non Disclosable Pecuniary/Other Interests in respect of agenda item 7(d) (Community Governance Review – Selston Parish Council).  Their interests arose from the fact that they were currently members of Selston Parish Council.

 

3.    Councillor Tom Hollis declared a Non Disclosable Pecuniary/Other Interest in respect of agenda item 8 (Teversal Community Centre and Recreation Ground (Charity Number 522310) Update).  His interest arose from the fact that he was currently a member of the Teversal Cricket Club.

 

4.    Councillor Paul Roberts declared a Non Disclosable Pecuniary/Other Interests in respect of agenda item 8 (Teversal Community Centre and Recreation Ground (Charity Number 522310) Update).  His interest arose from the fact that he had recently attended a meeting with representatives from Teversal Football Club.

 

 

 

C.87

Minutes pdf icon PDF 242 KB

Additional documents:

Minutes:

RESOLVED

that the minutes of the meetings of the Council held on 11th February and 29th February, 2016 as now submitted, be received and approved.

C.88

Announcements from the Chairman, Leader, Members of the Cabinet and the Head of Paid Service

Minutes:

Chairman

 

Auction of Football Shirt

“In the next few weeks we will be having an auction for a Nottinghamshire Forest football shirt.  Please keep an eye out in the Chad and in your e-mail boxes.  Thankyou.”

 

Related Party Transactions

“Members will recall receiving an e-mail asking them to complete a Related Party Transactions form for the year 2015/16, from Sharon Lynch, Corporate Finance Manager on 29th March.  This information is required as part of producing the Council’s Annual Accounts.  The deadline for the return of the forms is tomorrow.

 

In case Members have mislaid the form, or wish to complete their form tonight, Dave Greenwood has a stock of blank forms.  Any Member wishing to complete one tonight can see Dave at the end of this meeting.  If you have any questions about the form, Dave is happy to give advice on its completion. Your co-operation is greatly appreciated.”

 

Deputy Leader of the Council

 

“Thank you Madam Chair, I thought I would bring this up at this point.

 

Based on the massively successful scheme that we ran supported by Mary Portas which finished last year, we are now introducing a new retail scheme throughout Ashfield and I just thought I’d make note if it at this point.

 

We are devoting £250,000 of developers’ S106 money to be allocated to a retail/high street scheme.  This is part of the wider successful economic growth programme that Labour are introducing like free parking etc.  We will be focussing on empty shops as there are some empty shops throughout our townships.

 

We are also going to be encouraging new retail businesses and new start up businesses but also we are mindful of the current traders and how they can improve their businesses and their shop fronts. There is also consideration for market traders and new start up market traders as well.  This has been sent out to all Members and has been sent to the press as well.

 

Just to give you some detail, there is going to be up to £5,000 match funding for existing retail traders, £1,500 for new start-ups and £500 for any market traders that want to start up.  The applications will be run by Ashfield District Council and so they will be a lot simpler than the Mary Portas scheme and we are encouraging all Members to encourage their retailers to apply for this.

 

As usual, our Town Centres Manager, efficient that he is, will be notifying all retailers directly so I look forward to some successful bids and a genuine hand up for those retailers in Ashfield.  Thank you.”

 

C.89

Questions from the Public

(None received for this meeting)

Minutes:

There were no questions received from the public.

C.90

Petitions

(None received for this meeting)

Minutes:

No petitions were received for consideration.

C.91

The Future of Housing Management pdf icon PDF 846 KB

Additional documents:

Minutes:

Pursuant to the provisions of the Members’ Code of Conduct and the Council’s Constitution, Councillors Amanda Brown, David Griffiths and Cathy Mason had previously declared interests in relation to this matter.  Due to the nature of their interests they left the room for the duration of the item and took no part in the discussion or voting thereon.

 

Council was requested to consider, following consultation with tenants, leaseholders and residents, the dissolution of its arms-length management company, Ashfield Homes Limited, to bring the service back in-house.

 

RESOLVED that

a)    notice be served on Ashfield Homes Limited (AHL) to terminate the Management Agreement and for Ashfield District Council to directly deliver the housing management function in-house at the latest by 30th April, 2017 and for the necessary legal process to be followed in order to subsequently dissolve the Company;

 

b)    delegated authority be granted to the Interim Service Director Housing in conjunction with the Chief Executive, Leader and Portfolio Holder for Housing and Asset Management, to establish and implement a transition plan to organise the transfer of the service to ADC in co-operation with AHL and their board which will address:

 

·         the timescale of the transfer to assess whether an earlier transfer date would be in the best interests of the service to tenants and leaseholders and to the staff of both organisations; such a decision to be agreed between the Council and AHL’s Board;

 

·         the internal staffing structure within ADC be reviewed to enable the Council’s structure to be best placed to receive and discharge the additional responsibilities involved in directly delivering the housing management service; this to be the subject of a further report to Cabinet;

 

c)    delegated authority be granted to the Interim Service Director of Housing in conjunction with the Chief Executive, Leader and Portfolio Holder for Housing and Asset Management to develop a new communication and engagement plan ensuring that the decision is communicated widely to all interested stakeholders (e.g. tenants, leaseholders, residents and staff of both organisations and those companies under contract with AHL);

 

d)    delegated authority be granted to the Interim Service Director of Housing in conjunction with the Chief Executive, Leader and Portfolio Holder for Housing and Asset Management to establish and appoint to a Housing Advisory Panel that will provide an opportunity for tenants and leaseholders representatives alongside other key stakeholders to challenge service delivery/performance and to advise on future Council housing policy; the proposed Housing Advisory Panel would include an opportunity for existing Ashfield Homes Board members to take up a number of roles on the group;

 

e)    a specific consultation process be set up with tenants and leaseholders about how savings from bringing the service back in house should be spent;

 

f)     a project budget of £30,000 be established to resource the ongoing work required to complete the recommendations of this report and the budget be funded from the Council’s Housing Revenue Account and amended accordingly;

 

g)    the performance and delivery of housing services be included in the remit (post  ...  view the full minutes text for item C.91

C.92

Restructure and Redundancy/Secondment - HR Policies pdf icon PDF 82 KB

Additional documents:

Minutes:

Council was requested to adopt the revised and updated HR Policies as presented.

 

RESOLVED

that the Restructure and Redundancy and the Secondment HR Policies, as presented to Council, be received and approved.

 

Reason:

To ensure the Council’s HR Policies are updated and revised in line with legislation changes, best practice and remain fit for purpose. To also ensure that the Policies provide clear guidance and criteria to all employees.

 

(During consideration of this item, Councillor John Knight returned to the meeting at 8.24 p.m.)

 

C.93

Appointment of the Independent Remuneration Panel to conduct a review of the Members' Allowances Scheme pdf icon PDF 171 KB

Minutes:

Council was requested to consider the appointment of the Independent Remuneration Panel (IRP), to conduct a review of the Council’s Members Allowances Scheme and also to agree a timeline for completing the review.

 

RESOLVED that

a)    the appointment of Dr. Declan Hall, Janet Richardson and Martin Rigley as members of the Independent Remuneration Panel and delegating authority to the Chief Executive to agree the fees and expenses as set out in the report, be approved;

 

b)    the timeline as indicated in the report for the IRP to conduct its review of the Members Allowances Scheme and its terms of reference as set out in Appendix A to the report, be approved;

 

c)    the role descriptors for the Chairman and Lay Persons of the IRP, as outlined at Appendix B to the report, be approved.

 

Reason:

To ensure that a review of the Members’ Allowances Scheme is carried out before 31st July, 2016 in accordance with the requirements of the Local Authorities (Members’ Allowances) (England) Regulations 2003.

 

C.94

Community Governance Review - Selston Parish Council pdf icon PDF 139 KB

Additional documents:

Minutes:

Pursuant to the provisions of the Members’ Code of Conduct and the Council’s Constitution, Councillors Christian Chapman, Christine Quinn-Wilcox, Robert Sears-Piccavey and Sam Wilson had previously declared interests in relation to this matter.  Due to the nature of their interests they remained in the meeting and took part in the discussion and voting thereon. 

 

Council was requested to consider the final recommendations of the Community Governance Review for Selston Parish Council to move its parish boundary to become coterminous with the ward boundary, following consultation with electors and other bodies.

 

RESOLVED that

a)    the responses received from the consultation, shown at Appendix 3 to the report, which asked residents and other bodies for comments on a proposal to alter the Selston parish boundary to become coterminous with the ward boundary, be considered and duly noted;

 

b)    the Selston parish boundary be duly altered in line with the ward boundary and authorisation be given to the Assistant Chief Executive (Governance) to draft and make an Order to alter the parish boundary.

 

Reason:

To bring the eastern Selston parish boundary into line with the ward boundary following the implementation of new electoral arrangements as a result of a review by the Local Government Boundary Commission completed in November 2014. The proposed alteration creates a clearly defined, strong boundary which is in line with government guidance.

 

 

 

C.95

Revision of Contract Procedure Rules pdf icon PDF 150 KB

Additional documents:

Minutes:

Approval was sought to the revisions to the existing Contract Procedure Rules (CPR), as presented to Council.

 

RESOLVED

that the revisions to the Contract Procedure Rules (CPR), as appended to the report, be approved and the Assistant Chief Executive (Governance) be requested to update the Council’s Constitution accordingly.

 

Reason:

To ensure that the Contract Procedure Rules are up to date and comply with current legislation.

 

(During consideration of this item, Councillor Robert Sears-Piccavey left the room at 8.35 p.m. and returned to the meeting at 8.37 p.m.)

 

C.96

Recommendations from the Cabinet and the Council's Committees pdf icon PDF 134 KB

Additional documents:

Minutes:

Pursuant to the provisions of the Members’ Code of Conduct and the Council’s Constitution, Councillors Tom Hollis and Paul Roberts had previously declared interests in relation to Minute No. CC.11, Charities Committee (Teversal Community Centre and Recreation Ground (Charity Number 522310) – Update).  Due to the nature of their interests they remained in the meeting and took part in the discussion and voting thereon. 

 

In accordance with Council Procedure Rule 2(ix), Council considered recommendations from the following:-

 

Minute No. CC.11

Charities Committee – 16th March, 2016

Teversal Community Centre and Recreation Ground (Charity Number 522310) – Update

 

The Chairman of the Charities Committee updated Council in relation to a number of issues contained within the recommendations for consideration. 

 

Following the update, the following amendments to recommendations were moved and seconded:-

 

a)   the surveyors report, as attached to the Addendum to Council, be received and noted with the rental levels being deemed as reasonable following their external validation;

 

d)  the requests from the Bowls Club and Visitors’ Centre for a 30 year term with a 12 months break clause, be approved but the break clause element be declined in relation to the Cricket Club due to the financial risk to the Authority should the Cricket Club not be successful in accessing funding for a permanent changing facility (based on the terms of the new lease should a break clause be included) thus preventing the Council from relocating the temporary changing facility currently located at the Cricket Club site, to its earmarked location of Titchfield Park during the 2016/17 financial year; 

 

h)  it be confirmed that the preferred option is for the Council to be responsible for sourcing the Buildings Insurance and recharging the costs to the Clubs and the Visitors’ Centre but should the Clubs and Visitors’ Centre insist on providing their own insurance, it be mandatory that documentary evidence is provided by the Clubs and Visitors’ Centre to ensure that the buildings are adequately insured, with the Clubs and Visitors’ Centre being liable for any shortfall in a subsequent claim.

 

(At this point in the proceedings and in accordance with Council Procedure Rule 23 (Conclusion of Proceedings) a motion was moved and seconded to extend the conclusion of the meeting to 9.15 p.m.  The motion was put to the vote and duly carried.)

 

Following a short debate, further amendments to the original recommendations were moved and seconded by the Main Opposition Group:-

 

b)  the request by the Football Club for the Council to offer a rental discount over 5 years, as outlined in the report, be approved;

 

c)  the request by the Football Club for the Council to upgrade the kitchen facilities be approved;

 

i)  the works to remove the car park lighting from the supply to the Visitors’ Centre be approved (the cost being met by the Council) and to reimburse the Visitors’ Centre for the electricity used and charged to their account for the lighting of the car park over the last five years.  ...  view the full minutes text for item C.96

C.97

Portfolio Holder Reports pdf icon PDF 60 KB

Additional documents:

Minutes:

In accordance with Council Procedure Rule 2(x), Council received and noted the following Portfolio Holder reports summarising recent activity and key issues in respect of the discharge of their Portfolio responsibilities:-

 

Leader of the Council Portfolio 

The Leader of the Council provided an update to the published report in respect of the following:-

 

·         The recent singing event on the Plaza at Kirkby displaying the talents of the Ashfield choir and the Reve D’Enfants choir from Ashfield’s twin town of Ronchin.  The event heralded the start of the Ashfield Games.

 

Deputy Leader of the Council Portfolio

No update to the published report.

 

Health and Wellbeing Portfolio

No update to the published report.

 

Environment Portfolio

No update to the published report.

 

Community Safety and Engagement

No update to the published report.

 

Corporate Services Portfolio

No update to the published report.

 

Housing and Asset Management Portfolio

No update to the published report.

 

 

 

C.98

Notices of Motion

(None received for this meeting)

Minutes:

No notices of motion were received from Members.

C.99

Questions received in accordance with Council Procedure Rule 13 pdf icon PDF 61 KB

Minutes:

In accordance with Council Procedure Rule 13, the following questions were submitted:-

 

1.  From Councillor Rachel Madden:

 

"Is the Deputy Leader confident that there will be a robust and workable Local Development Framework for formal acceptance by Councillors in 10 months’ time?" 

 

The Deputy Leader, Councillor Don Davis, responded as follows:-

 

“In response to that question, yes, very pleased.  Thank you.”

 

In accordance with Council Procedure Rule 13.5, Councillor Madden was invited to ask a supplementary question as follows:-

 

“There are various aspects that concern me about this, they range from the M.P. lobbying on behalf of a Sutton opposition group to a certain allocation in the housing section.  We have an ongoing consultation by the local planning experts’ group that has got several proposals that could impact on the LDF.

 

What about the budget announcement on the 16th March…..1.2 billion for brownfield sites.  Are we going to revisit this?

 

There is magnesium limestone ridges.  The County Council report recommends that there is no building on that.  There are sites such as the Mowlands that stands on these ridges.

 

So is the Deputy Leader still confident that there will be a robust and workable Local Development Framework for full acceptance by Council in 10 months’ time?  Thank you.”

 

The Deputy Leader again responded as follows:-

 

“I will write to you on all these issues but I am still confident that we will deliver a robust Local Plan.”

 

2.  From Councillor Tom Hollis:

 

When requested by the Chairman to ask his submitted question of the Leader, Councillor Hollis stated that due to the lateness of hour and the fact that there was insufficient time for an adequate response to be given (or the further opportunity to ask a supplementary question), he would be content to receive his response in writing.

 

(During consideration of this item, Councillor Joanne Donnelly left the meeting at 9.14 p.m.)