Agenda and minutes

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

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

Items
No. Item

C.14

-

Minutes:

The Chairman opened the meeting and adjourned proceedings at 7.01 p.m. to facilitate a short photo call for Members.

 

The meeting reconvened at 7.07 p.m.

 

Prior to moving onto the business of the agenda, the Chairman took the opportunity to speak of the recent passing of former Councillor Mrs. Wendy Harvey.  Those present stood for a minute’s silence as a mark of respect and Councillors Jason Zadrozny and Cheryl Butler paid tribute to her work as a Councillor and her dedicated service toward helping the residents of the former Kirkby East ward.

C.15

Declarations of Disclosable Pecuniary and Non Disclosable Pecuniary/Other Interests

Minutes:

1.    Councillors David Griffiths, Jackie James and Cathy Mason declared non disclosable pecuniary/other interests in relation to agenda item 7(b) (Future Delivery of Housing Management).  Their interests arose from the fact that they are currently members of the Ashfield Homes Board.

 

2.    The Assistant Chief Executive (Governance), on behalf of all Members, declared a general non disclosable pecuniary/other interest in respect of agenda item 7(a) (Report of the Independent Remuneration Panel on the Review of the members’ Allowances Scheme in Ashfield District Council).

C.16

Minutes pdf icon PDF 257 KB

Minutes:

RESOLVED

that the minutes of the annual meeting of the Council held on 19th May, 2016, as now submitted, be received and approved.

C.17

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

Minutes:

Leader of the Council

 

“Thank you Chair, just a couple of things.

 

As has been shared at the cross-party update, there is to be an Area Committee review.  It has been four years since the new procedures were set up so we thought it was time that we went through an Area Committee review and that’s something that’s going to be happening in the near future.

 

The other item to bring to everybody’s attention is the Members Digest. If you remember last time at the AGM, we decided to remove a portion of the agenda where we, as Cabinet Members, gave an update.  We said that one area would be the Cabinet papers and the other area was the Members Digest.  I believe that came out either today or yesterday.  The contents of it are:-

 

Darlison Court

The Future of Housing Management

Selective Licensing

New District and Place signs (examples included)

Retail and Market improvements

Acacia Avenue Recreation Ground

Milton Rise open space in Hucknall

Primary Schools Summer of Sport

Lammas ice-skaters’ success

Swimming Top-Up course

Parkinson’s exercise classes

New Cross Team MJ Award.

 

It’s well worth a read and certainly gives an update on what has been happening.  We do share a number of things at the cross-party update meeting but this has got a little bit more detail and some of the things that are perhaps not mentioned there.  Thank you.”

 

Portfolio Holder for Community Safety and Engagement

 

“Just to touch on the MJ Awards.  It was a fantastic event and the Council was really, really appreciated for the work they’ve done in the community.  They were really happy to roll out some of the work that we’ve been doing in other Councils and there is some learning that they have taken away from it so, it’s great to see that partnership working is working.  It’s unfortunately something we have to do right now because resources are low but we’re finding ways to keep our neighbourhoods safer and meet the needs of the people of Ashfield.  Great job for everyone in Ashfield!”

C.18

Questions from the Public

(None received for this meeting)

Minutes:

There were no questions received from the public.

C.19

Petitions

(None received for this meeting)

Minutes:

No petitions were received for consideration.

C.20

Report of the Independent Remuneration Panel on the Review of the Members' Allowances Scheme in Ashfield District Council pdf icon PDF 206 KB

Additional documents:

Minutes:

Council were requested to consider the report of the Independent Remuneration Panel regarding the review of the Scheme of Members’ Allowances and approve the recommendations 1 to 18 as outlined in the report.

 

The Leader took the opportunity to convey her appreciation to Declan Hall and his team for undertaking the review.

 

During consideration of the report, Councillor Ben Bradley proposed an amendment (seconded by Councillor Tom Hollis) to make additional savings as follows:-

 

1.    the SRA for the Deputy Leader be reduced from 75% (ratio to the Leader) to 60%;

 

2.    the SRA for the Portfolio Holders be reduced from 60% (ratio to the Leader) to 50%;

 

3.    the SRA for the Leader of Other Opposition Groups to be reduced by 10%.

 

Having been debated, the amendment was put to the vote and subsequently lost.

 

RESOLVED that

a)     the new scheme of allowances based on the recommendations contained in the report be adopted from the date of the Council meeting on 21st July, 2016 with the exception being that the performance SRA commence from 29thMay, 2017;

b)     the Basic Allowance is reduced by £500 to £6,300 and the £500 per Member savings be re-assigned as a 'Performance SRA' to be paid to all Members who attend 70% of all their formal meetings, including all compulsory/statutory training events;

 

c)     the Standards and Personnel (Appeals) Committee be given the remit to account for genuine or 'excused' absences, such as

 

·         Illness/physical incapacity

·         Family/domestic emergency

·         Officially representing the Council in another forum e.g. Nottinghamshire PCP or Nottinghamshire Leaders’ Board or any other duties detailed in the Constitution under “Outside Bodies”;

 

d)     the SRA for the Chairman of the Overview and Scrutiny Committee be reset at 40% of the Leader's SRA which equates to £7,426;

 

e)     the SRA for the Chairmen of the Scrutiny Panels (A and B) be reset at 35% of the Leader's SRA which equates to £6,547;

 

f)      the SRA for Chairman of the Audit Committee be reset at 20% of the Leader’s SRA which equates to £3,709;

 

g)     the SRA for the Chairmen of the four Area Committees be reset at 10% of the Leader’s SRA with equates to £1,871;

 

h)     the SRA for the Vice Chairman of the Planning Committee be reset at 15% of the Leader's SRA which equates to £2,806;

 

i)       the SRA for the Vice Chairmen of Scrutiny Panels (A and B) be reset at 10% of the Leader's SRA, which equates to £1,871;

 

j)       the SRA of £304 for each Member of the Main Opposition Group be discontinued and the Standing SRA remains at £7,426;

 

k)     if there are two Main Opposition Groups of equal size then the Main Opposition Group Leader's SRA of £7,426 is divided equally between each Main Opposition Group Leader, which equates to £3,713. The same principle be extended in the highly unlikely event that there are more than two Main Opposition Groups;

 

l)       the SRA for the Deputy Leader of the Main Opposition Group be reset at 15% of  ...  view the full minutes text for item C.20

C.21

Future Delivery of Housing Management pdf icon PDF 147 KB

Minutes:

In accordance with the Council’s Constitution and Member Code of Conduct, Councillors David Griffiths, Jackie James and Cathy Mason had previously declared Non Disclosable Pecuniary/Other Interests in respect of this item.  Notwithstanding the nature of their interests, they decided to leave the room and take no part in the discussion and voting thereon.

 

Council were requested to consider the Board of Ashfield Homes Limited’s request to vary the notice period for the termination of the Management Agreement and consequential matters.  In addition to the four recommendations outlined in the report, Members were also asked to consider a fifth recommendation in relation to the transfer of trading contracts.

 

The meeting adjourned at 8.25 p.m.

 

The meeting reconvened at 8.35 p.m. and Council Lachlan Morrison, the Vice Chairman, temporarily took the Chair.

 

RESOLVED that

a)    agreement be given to vary the notice period for the termination of the Management Agreement (MA) between the Council and Ashfield Homes Limited in accordance with Clause 66 of the MA to terminate on 30th September, 2016 subject to the Council being satisfied that the IT interface between the two organisations’ financial systems are fully functional or alternatively, in the event that a longer period of time is needed to ensure the systems are fully functional, to terminate on 31st October, 2016;

 

b)    in the event that the MA continues until 31st October, 2016, to delegate authority to the Chief Executive and the Leader (as Shareholder Representative) the ability to agree to interim management arrangements with the AHL Board in accordance with Clause 20 of the MA which may include authorising Council Officers to support the Board;

 

c)    to indemnify the Ashfield District Council Elected Members appointed as Board Members and any Ashfield District Council Officers authorised to provide support to the Board under the Local Authorities (Indemnities for Members and Officers) Order 2004 (SI No. 2004/3082) when carrying out their duties;

 

d)    as a contingency measure to come into effect in the event that future resignations of the Independent and Tenant Board Members of Ashfield Homes Limited (AHL) affects the ability of the Board to meet and carry out its role in accordance with the Memorandum and Articles of Association of Ashfield Homes Limited before the Company is wound up:

 

·         to approve changes to the configuration of the Board by reducing the number of Board Members from twelve to four and for the four Board Members to be Ashfield District Council Elected Members (subject to approval of the Secretary of State);

 

·         to delegate authority to the Chief Executive and the Assistant Chief Executive in consultation with the Leader (as Shareholder Representative) to amend the Memorandum and Articles of Association of Ashfield Homes Limited as is necessary as a consequence of the recommendation above;

 

·         to delegate authority to the Chief Executive and the Assistant Chief Executive in consultation with the Leader (as Shareholder Representative) to seek approval for the amended Memorandum and Articles of Association of Ashfield Homes Limited from the Secretary of State;

 

e)    it be  ...  view the full minutes text for item C.21

C.22

Interim Review of Polling Places pdf icon PDF 86 KB

Minutes:

Council were requested to consider a proposal for carrying out an interim review of polling places to seek retrospective approval for places used in the recent Police and Crime Commissioner elections and European Union Membership referendum and review locations that were likely to become unavailable or unsuitable in the near future.

 

Council were asked to note an error on page 51, recommendation 2 whereby the reference to the ‘Ashfield Independent’ representative should read ‘Main Opposition Group’.

 

RESOLVED that

a)    the Council approves the establishment of a Polling Place Review Working Group with terms of reference as outlined in the report;

 

b)    the Working Group to consist of 7 Members as follows:-

 

Councillors

Jim Aspinall

Don Davis (Chairman)

David Griffiths

Jackie James

Mick Murphy

Helen Smith

Jason Zadrozny

 

Substitute: Glenys Maxwell (for Labour Group Members);

 

c)    the timetable for undertaking the review, as outlined in the report, be approved.

 

Reason:

To ensure that all electors have such reasonable facilities for voting as are practicable in the circumstances and that, as far as is reasonable and practicable, polling places are accessible to disabled electors.

 

(At this point in the proceedings and in accordance with Council Procedure Rule 23.1, it was moved and seconded that an extension be sought for the conclusion of the meeting until 9.15p.m.  The vote was duly carried.)

C.23

Recommendations from Cabinet and the Council's Committees pdf icon PDF 124 KB

Additional documents:

Minutes:

Minute No. CA.9

Cabinet – 16th June, 2016

Realignment of Resources to Support Commercial Enterprise and Technology Strategy Implementations

 

RESOLVED

that the allocation of £100,000 per annum for 2 years from the Corporate Improvement Fund, be approved.

 

 

Minute No. CC.3

Charities Committee – 11th July, 2016

Teversal Community Centre and Recreation Ground

(Charity Number 522310) - Update

 

During consideration of the report, Councillor Jason Zadrozny moved (and seconded by Councillor Helen Smith) to defer consideration of the recommendations to the next meeting of the Council to allow further consideration of the heads of terms offered to the clubs on the Teversal Grange site.  Having been debated, the amendment was put to the vote and subsequently carried.

 

RESOLVED

that the recommendations submitted by the Charities Committee following their meeting held on 11th July, 2016, be deferred for consideration at the next ordinary meeting of the Council.

 

 

C.24

Notice of Motion 1

Motion 1

To consider a notice of motion proposed by Councillor Cheryl Butler, seconded by Councillor Don Davis, as follows:-

 

“We are proud to live in a diverse and tolerant society.  Racism, xenophobia and hate crimes have no place in our country or District.  Ashfield District Council condemns racism, xenophobia and hate crimes unequivocally.  We will not allow hate to become acceptable.

 

Ashfield District Council will work with agencies to support and resource the fight to prevent racism, xenophobia and hate crime.

 

We reassure all people of Ashfield that they are valued members of our community.”

 

Motion 2

To consider a notice of motion proposed by Councillor Jason Zadrozny, seconded by Councillor Tom Hollis, as follows:-

 

“This Council notes:

 

  • Many residents were unhappy with the changes to residual waste collections in Ashfield District, with the largest number of signatures ever received by the authority being submitted.
  • Many residents remain unhappy with the new system and struggle with the new reduced capacity for residual waste.
  • Ashfield residents are simultaneously some of the best recyclers in the Country and some of the highest payers of Council Tax.
  • The result of the EU referendum will mean that the European Union will not be setting recycling targets or fines for the District as previously feared by the administration.
  • Internal reports from Ashfield District Council demonstrate it would be possible to have weekly collections of residual waste (red lidded bins) while maintaining all other collections for under £500,000 PA.

 

Following the changes to domestic waste collections in the District this Council will:

 

  • Immediately convene a cross-party working group to review the changes to waste collections, their impact on residents and the effectiveness of the changes.
  • Look at all options for changes to waste collections, to include but not limited to, weekly residual waste collections, increased capacity for commercial collection and changes to vehicles to consider split Lorries.
  • Report back to the cabinet with a report, including minority reports if necessary, with feed-back on current service and options for change to increase public satisfaction.

·         Seek via the working group and feedback to Cabinet to achieve cross party consensus on future waste collection plans for the District. It would seek to create an ambitious plan which would see the District hitting its desires for increased recycling while balancing that with the expectations of the General Public.”

 

 

 

Minutes:

The Council received a notice of motion moved by Councillor Cheryl Butler and seconded by Councillor Don Davis as follows:-

 

“We are proud to live in a diverse and tolerant society.  Racism, xenophobia and hate crimes have no place in our country or District.  Ashfield District Council condemns racism, xenophobia and hate crimes unequivocally.  We will not allow hate to become acceptable.

 

Ashfield District Council will work with agencies to support and resource the fight to prevent racism, xenophobia and hate crime.

 

We reassure all people of Ashfield that they are valued members of our community.”

 

Having been fully considered, the motion was then put to the vote and it was

 

RESOLVED

that we are proud to live in a diverse and tolerant society.  Racism, xenophobia and hate crimes have no place in our country or District.  Ashfield District Council condemns racism, xenophobia and hate crimes unequivocally. 

 

We will not allow hate to become acceptable.  Ashfield District Council will work with agencies to support and resource the fight to prevent racism, xenophobia and hate crime. We reassure all people of Ashfield that they are valued members of our community.

 

(During consideration of the motion, Councillor Jim Aspinall left the room at 9.06 p.m. and returned to the meeting at 9.08 p.m.)

C.25

Notice of Motion 2

Minutes:

The Council received a notice of motion moved by Councillor Jason Zadrozny and seconded by Councillor Tom Hollis as follows:-

 

“This Council notes:

 

  • Many residents were unhappy with the changes to residual waste collections in Ashfield District, with the largest number of signatures ever received by the authority being submitted.
  • Many residents remain unhappy with the new system and struggle with the new reduced capacity for residual waste.
  • Ashfield residents are simultaneously some of the best recyclers in the Country and some of the highest payers of Council Tax.
  • The result of the EU referendum will mean that the European Union will not be setting recycling targets or fines for the District as previously feared by the administration.
  • Internal reports from Ashfield District Council demonstrate it would be possible to have weekly collections of residual waste (red lidded bins) while maintaining all other collections for under £500,000 PA.

 

Following the changes to domestic waste collections in the District this Council will:

 

  • Immediately convene a cross-party working group to review the changes to waste collections, their impact on residents and the effectiveness of the changes.
  • Look at all options for changes to waste collections, to include but not limited to, weekly residual waste collections, increased capacity for commercial collection and changes to vehicles to consider split Lorries.
  • Report back to the cabinet with a report, including minority reports if necessary, with feed-back on current service and options for change to increase public satisfaction.
  • Seek via the working group and feedback to Cabinet to achieve cross party consensus on future waste collection plans for the District. It would seek to create an ambitious plan which would see the District hitting its desires for increased recycling while balancing that with the expectations of the General Public.”

 

Having been fully considered, the motion was then put to the vote but duly fell. 

 

Following further discussion in relation to this matter it was

 

RESOLVED

that it be agreed that an informal meeting be arranged by the Leader of the Council, to discuss the changes to the Council’s waste collections and progress made to date, with Opposition Group Leaders on a date to be arranged.

 

 

 

C.26

Questions received in accordance with Council Procedure Rule 13 pdf icon PDF 64 KB

Additional documents:

Minutes:

When requested by the Chairman to ask his submitted question to the Portfolio Holder for Community Safety and Engagement, Councillor Zadrozny 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 responses in writing.