Agenda and minutes

An apology for absence was received on behalf of Councillor Mary Dooley.

Members should declare the existence and nature of any Disclosable Pecuniary Interest and Non Statutory Interest as defined by the Members’ Code of Conduct in respect of:

a)  any business on the agenda

b)  any urgent additional items to be considered

c)  any matters arising out of those items

and if appropriate, withdraw from the meeting at the relevant time.

Councillors David Downes, Steve Fritchley and Sandra Peake all declared a significant other interest in Agenda Item 15 (Bolsover Homes Scheme - Market Close Cluster, Shirebrook) as Members of Shirebrook Town Council.  All three Councillors left the room for the consideration of the item and did not participate in the discussion or vote.

To consider the minutes of the last meeting held on 31^st January 2022

Moved by Councillor Duncan McGregor and seconded by Councillor Sandra Peake.

RESOLVED that Minutes of an Executive meeting held on 31^st January 2022 be approved as a correct record.

Executive considered a report regarding the Council’sperformance in relation to its customer service standards, which included information on the number of compliments, comments and complaints for the period 1st April 2021 to 30th September 2021.

The Customer Standards and Complaints Officer explained the targets in the report and added that meeting a few had slipped because of the challenging times.

Moved by Councillor Duncan McGregor and seconded by Councillor Sandra Peake.

RESOLVEDthat the overall performance on Customer Service Standards and Compliments, Comments and Complaints be noted.

REASON FOR DECISION:

This was an information report to keep Members informed of performance on Customer Service Standards and Compliments, Comments and Complaints.

OTHER OPTIONS CONSIDERED:

Not applicable as the report provided an overview of performance against agreed targets.

Executive considered a report in relation to the Council’s Quarter 3 outturns for the Council’s Ambition targets 2020-2024.

Out of the 31 targets:

- 19 (61%) were on track

- 1 (3%) continued to be affected by Covid 19

- 4 (12%) had been placed on alert (as unlikely to meet their outturns in 21/22)

- 7 (22%) achieved previously.

Councillor Duncan McGregor (Deputy Leader and Portfolio Holder - Corporate Governance) noted that the report described a lot of hard work undertaken by officers.

Moved by Councillor Duncan McGregor and seconded by Councillor Deborah Watson.

RESOLVEDthat the quarterly outturns against the Council Ambition 2020-2024 targets be noted.

REASON FOR DECISION:

Out of the 31 Council plan targets, 19 (61%) were on track, 1 (3%) continued to be affected by Covid 19, 4 (12%) had been placed on alert (as unlikely to meet their outturns in 21/22) and 7 (22%) were achieved previously.

This was an information report to keep Members informed of progress against the Council’s Ambition targets noting achievements and any areas of concern.

OTHER OPTIONS CONSIDERED:

Not applicable as the report provided an overview of performance against agreed targets.

Executive’s approval was sought to award the contract for the replacement of existing dilapidated timber fencing with 900mm high metal hoop fencing and gates, and the refurbishment of existing timber fencing to Impart Links ltd for roads identified in the Shirebrook area. This would encompass Station Road, Hereward Close and Thickley Close.

It had been identified that the ranch style fencing bordering the public highway to a number of roads in Shirebrook was beyond economic repair and needed replacing with metal hoop fencing.

Councillor Steve Fritchley (Leader of the Council) declared a personal interest in the item as a leaseholder in Shirebrook, and did not participate in the debate or vote. Councillor Duncan McGregor Chaired the meeting for the remainder of the item.

Members asked the Assistant Director of Property Services & Housing Repairs if Right to Buy leaseholders would be impacted if this was approved. TheAssistant Director of Property Services & Housing Repairs confirmed they would be affected and they would be given written warning.

Moved by Councillor Duncan McGregor and seconded by Councillor Sandra Peake.

RESOLVEDthat:

(i) Impact Links Ltd be awarded the contracts for this fencing project.

(ii) progress on the contract be reported through the Housing Stock Management Group (HSMG).

REASON FOR DECISION:

It has been identified that the ranch style fencing that borders the public highway to a number of roads in Shirebrook is beyond economic repair and requires replacing.

OTHER OPTIONS CONSIDERED:

Removal of the existing fencing with no replacement was considered but following consultation with the mainly elderly residents affected, they felt this would leave them feeling more vulnerable.

Executive’s approval was sought to a change in the way carbon reduction had been reported. Having looked at the existing action plans and those in use with regional funders, and in consultation with the Assistant Director of Development, a 10 point framework used by the Midlands Engine was identified which would allow existing themes to be transferred/captured but would also allow the streamlining of bids for schemes to be aligned with regional and national funders.

The Assistant Director of Property Services & Housing Repairs explained that the aim of the proposal was to move the Council’s carbon reduction reporting forward.

Moved by Councillor Steve Fritchley and seconded by Councillor Duncan McGregor.

RESOLVEDthat Executive accept the proposed changes to the CRP and move away from more traditional monitoring to a live document that tracks and evidences progress across all schemes and or Initiatives.

REASON FOR DECISION:

1. The framework allows better compatibility with funders both regionally and nationally.

2. The framework includes additional themes which represent new and emerging technologies that BDC are keen to explore.

3. This allows a number of different polices and groups to be brought together with progress clearly identified and evidenced, with greater opportunities to be offered to partners through the climate group and the Bolsover Partnership.

4. The framework will ensure a consistent approach to climate improvements in the Bolsover District.

OTHER OPTIONS CONSIDERED:

Remain as we are, which would be less flexible, not relevant to new and emerging technologies, not clearly set out to funding and other partners the schemes BDC are working on and the opportunities for them to be involved.

With the consent of Members, the two agenda items for ‘Safe & Warm Upgrade at Valley View Hillstown’ and ‘Replacement & Upgrade of Kitchens 2022 – 2027’ were exchanged in the agenda order.

Executive’s approval was sought to appoint a Contractor to undertake the Safe & Warm Upgrade work at Valley View Sheltered scheme.

Housing Services had identified a need to improve facilities which would include:

1. Replacement of ageing heating system

2. Altering flat layouts at this Group Dwelling

3. Space for additional bungalows

4. Replacing the communal heating system

5. Installing wet rooms

6. Installing a sprinkler system

7. Upgrading fire safety measures

8. Changing bedsits to 1 bed flats

9. Construction of two bungalows

Working in conjunction with the Procurement Team, the works were tendered in accordance with Council procedures. One tender was received and was evaluated on 9th February 2022. Davlyn Construction Ltd (Derby) scored 90 out of 100 and were recommended in the report to be awarded the contract.

Moved by Councillor Sandra Peake and seconded by Councillor Duncan McGregor.

RESOLVEDthat:

(i) Davlyn Construction be awarded Contract to carry out Safe & Warm Upgrade at Valley View Hillstown in accordance with tendered specification and following tender evaluation.

(ii) Progress on this contract is reported through the Housing Stock Management Group.

REASON FOR DECISION:

The evaluation group were in unanimous agreement that this tender represented a competitive submission received from Davlyn Construction Ltd (Derby), who have provided excellent work on the Safe & Warm Upgrades at Ashbourne Court and Parkfields. Technical assessment by cost consultant confirmed that tender directly correlates with prices returned for those schemes uplifted to the current date.

OTHER OPTIONS CONSIDERED:

Retendering scheme to obtain more returns. Rejected as the price received was in line with prices received for the previous identical schemes, and Davlyn have proved themselves quality wise.

Executive’s approval was sought to appoint a Contractor for Replacement & Upgrade of Kitchens 2022 - 2027.

It was identified that the Council has a responsibility to maintain and improve the Housing stock and that a number of dwellings required replacement or upgraded Kitchens.

Working in conjunction with the Procurement Team, the works were tendered in accordance with Council procedures. Two tenders were received and were evaluated on 19th January 2022. Matthews & Tannert scored 96 out of 100 and were 40 points above the other tenderer.

Moved by Councillor Sandra Peake and seconded by Councillor Duncan McGregor.

RESOLVEDthat:

(i) The contract for replacement and upgrade of kitchens 2022-2027 be awarded to Matthews & Tannert Ltd.

(ii) That progress on this contract is reported through the Housing Stock Management Group.

REASON FOR DECISION:

Following a competitive tendering process, Matthews & Tannert provided the best value and highest quality score.

OTHER OPTIONS CONSIDERED:

Utilise a Framework. Rejected because it would be too broad a brush, whereas through direct tendering the Council has honed and refined the kitchen specification over a number of years to its exact requirements.

Executive’s approval was sought for the use of ring-fenced external funding from Derbyshire County Council (DCC) Public Health to commission an external organisation or consortium to deliver against pre-defined objectives to improve the emotional health and wellbeing of children and young people.

Members shared a number of concerns about the three target areas identified in the report (Bolsover, Clowne and Shirebrook) such as:

1. Some Members felt the three areas were a small part of a large District, and this plan overlooked smaller towns and villages.

2. Some Members were concerned the selection of the three areas had received no input from Members.

3. Some Members were concerned that the Council would have no control over the selection of the areas.

The Commissioning and Contracts Officer sought to address these concerns and explained:

1. The three areas would not be set in stone and there would be scope for Members to provide local intelligence to help inform the areas of delivery.

2. The Council has already received funding and it would be overseen and managed at a local level by Bolsover Partnership’s Commissioning Group.

Moved by Councillor Duncan McGregor and seconded by Councillor Clive Moesby.

RESOLVEDthat:

(i) Executive agrees the use of ring-fenced external funding, from Derbyshire County Council (DCC) Public Health, to commission an external organisation or consortium to deliver against pre-defined objectives which aim to improve the emotional health and wellbeing of children and young people. This will be for an initial period of 24 months from 1st June 2022.

(ii) Executive agrees a collaborative approach with North East Derbyshire District Council who have funding for the same activity from DCC Public Health, and proceed with a joint commission in recognition of the shared aims and objectives therefore maximising resource and achieving best value for money.

(iii) Executive agrees the flexibility to extend the contract beyond June 2024 subject to budget availability from DCC Public Health, or other external funding providers, and successful delivery of output and outcomes.

REASON FOR DECISION:

1. For the Council to support this initiative to improve the emotional health and wellbeing of children and young people living in Bolsover by developing apreventative approach that enables the expansion of mental health awareness, awareness of preventative factors, building resilience and raising aspirations. This could have longer term impact improving community cohesion and reducing anti-social behaviour, although not a key driver at this stage.

2. This will not have a direct impact on Council budgets and will be fully funded by DCC Public Health. The collaborative approach with North East District Council enables the maximisation of resources and provides best value for money.

3. The tender process will create a transparent approach in appointing an organisation or consortium that will be able to deliver the objectives, offer the best value for money and meet the needs of children and young people living in Bolsover.

OTHER OPTIONS CONSIDERED:

The option to ‘do nothing’ and not utilise the external funding could undermine post-COVID  ...  view the full minutes text for item EX92-21/22

Executive’s approval was sought to join the RIPA/BOPS project on the terms of the associated funding agreement, and work with North East Derbyshire District Council through the programme to ensure that the best possible outcomes are achieved.

The existing back-office systems that were used by planners to determine planning applications were sometimes confusing, and joining the RIPA/BOPS project would seek to receive funding and make these processes simpler.

Members referred to the part of the report that stated “the remaining £300,000 would be split between the two Councils to pay for the cost of back filling officer time ‘seconded’ to the project over the twelve months it would run” and asked what the split would be between both local authorities. The Assistant Director of Development explained that each Council would receive £150,000 each.

Moved by Councillor Duncan McGregor and seconded by Councillor Liz Smyth.

RESOLVEDthat Executive endorses the decision to join the project on the terms of the associated funding agreement and support the provision of North East Derbyshire with an indemnity to allow recovery of any ineligible costs claimed by this Council.

REASON FOR DECISION:

The benefits of joining the RIPA/BOPS project include receiving grant in aid funding to:

1.Improve the planning process for both officers and applicants;

2. Provide better customer service in both Councils;

3. Help both Councils make more effective and efficient use of officer time;

4. Allow both Councils to consider additional income generation opportunities;

5. Put both Councils in a stronger position with improved ICT systems; and

6. A better understanding and awareness of the new digital technology the Government wishes to see adopted by LPAs.

OTHER OPTIONS CONSIDERED:

The ‘do nothing’ option was rejected because this project provides a unique opportunity to improve its planning systems with external funding. To undertake the project separately as an ‘alternative option’ for both Councils was rejected on the advice of the funding body and in light of the efficiencies to be gained because both Council’s planning services operate with the same ICT functionality and support.

To move:-

“That under Section 100(A)(4) of the Local Government Act 1972 (as amended), the public 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 the stated Part 1 of Schedule 12A of the Act and it is not in the public interest for that to be revealed.” [The category of exempt information is stated after each item].

Councillor Duncan McGregor moved and Councillor Sandra Peake seconded that under Section 100(A)(4) of the Local Government Act 1972 (as amended), the public be excluded from the meeting for the followingitems of business on the grounds that they involve the likelydisclosure of exempt information as defined in the stated Part 1 ofSchedule 12A of the Act and it is not in the public interest for that to be revealed.

RESOLVEDthat under Section 100(A)(4) of the Local Government Act 1972 (asamended), the public be excluded from the meeting for the followingitems of business on the grounds that they involve the likelydisclosure of exempt information as defined in the stated Part 1 ofSchedule 12A of the Act and it is not in the public interest for that to be revealed.

Executive considered a detailed report which sought Members’ approval for proposals for a dedicated officer to project manage master planning and prepare a planning application for the redevelopment of Pleasley Mills.

Moved by Councillor Liz Smyth and seconded by Councillor Duncan McGregor

RESOLVEDthat the approach for the redevelopment of Pleasley Mills as outlined in the report be approved.

(Assistant Director of Development and Planning)

REASON FOR DECISION:

Appointing a dedicated officer ‘in house’ with an appropriate budget is considered to offer clear benefits to the Council by providing a dedicatedresource designed to accelerate delivery of a credible redevelopment scheme for Pleasley Mills.

OTHER OPTIONS CONSIDERED:

A ‘do nothing’ option was rejected because the existing buildings are increasingly becoming a liability. A ‘do more’ option such as appoint an external consultancy was rejected because the constraints on redevelopment on the site do not indicate that a consultancy could add any substantial value to master planning or redevelopment of the site at this stage. Alternative options including the use of existing staff or establishing a permanent post paid from general funds were rejected because of insufficient capacity.

Executive’s approval was sought for proposals to write-off of debts in respect of Business Rates, Council Tax, Housing Rents and Overpaid Housing Benefits.

Moved by Councillor Clive Moesby and seconded by Councillor Duncan McGregor

RESOLVEDthat the amounts included at paragraph 2.1 of the report and individually detailed in Appendix 1 to the report be approved for write off.

(Assistant Director of Finance & Resources)

REASON FOR DECISION:

Given that all available options to recover this debt have been explored, it is important that the Council recognises the position and approves the write-off of the uncollectable debt.

OTHER OPTIONS CONSIDERED:

These are outlined in the main body of the report.

Executive’s approval was sought to enter into a contract to deliver the Market Close cluster scheme through the existing Bolsover Homes framework, and to purchase land at Market Close.

Moved by Councillor Duncan McGregor and seconded by Councillor Liz Smyth

RESOLVED that (1) an expenditure budget as outlined in the report to deliver the Market Close, Shirebrook cluster social housing building scheme be approved,

(2) Homes England funding be applied for and if received be used to offset or partially offset the viability gap. If the Homes England funding is unsuccessful then available 1-4-1 receipts be used to reduce the cost to the HRA,

(3) the recommendation to enter into contract for the development of a further 28 properties in Shirebrook as outlined in the report be approved,

(4) the purchase of Site 3 in the amount stated in the report, together with any Stamp Duty Land Tax and other associated purchase costs that are usually incurred, be approved,

(5) delegated authority be given to the Assistant Director of Property Services and Housing Repairs to complete the purchase of Site 3 by triggering the Option.

(Assistant Director of Property Services and Housing Repairs)

REASON FOR DECISION:

To deliver the Council’s aspirational target of building a minimum of 150 new Council properties by March 2024, to use funding from either Homes England or 1-4-1 receipts to support the Scheme, and to enable Site 3 to be purchased.

OTHER OPTIONS CONSIDERED:

Executive could choose not to support the development but this would not help to achieve the Council’s agreed ambition of building 150 social housing properties. This would not help to meet the current demand for social housing in Shirebrook.