Agenda, decisions and minutes

There were no apologies for absence.

To note any urgent items of business which the Chairman has consented to being considered under the provisions of Section 100(B) 4(b) of the Local Government Act 1972.

The Chair consented to an urgent item of business to be considered being the Rural Economic Prosperity Fund, which would be discussed as the last item on the agenda.  Information on this item was provided in the supplementary agenda previously circulated.

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.

Members were requested to declare the existence and nature of any disclosable pecuniary interests and/or other interests, not already on their register of interests, in any item on the agenda and withdraw from the meeting at the appropriate time.

To consider the minutes of the last meeting held on 3^rd March 2025

Moved by Councillor Tom Munro and seconded by Councillor John Ritchie

RESOLVED that the Minutes of an Executive meeting held on 3^rd March 2025 be approved as a correct record.

RESOLVED that Executive approve and adopt the proposed Housing Domestic Abuse Policy

Executive considered a report, presented by the Portfolio Holder for Housing, which sought Members’ approval to implement the Housing Domestic Abuse Policy.

The proposed policy set out how the Housing department, including Dragonfly

Management Ltd. (acting on behalf of the Council), would tackle domestic abuse, support victims and survivors of domestic abuse, and hold perpetrators to account.

The policy explained the role of the Specialist Domestic Abuse Officer, who had expertise in this area and whose role was to work with and support victims and survivors of domestic abuse.

The two pathways for homeless applicants and social housing tenants were detailed in the report.

To a question in relation to the Specialist Domestic Abuse Officer and the support they would receive carrying out their role, the Assistant Director of Housing Management & Enforcement informed Members that the Officer would primarily provide administration with medium to high risk cases referred to Derbyshire County Council and / or other providers.  While the Officer would provide triaging and handle low risk cases, support was available if their workload increased.

To a question on safeguarding training for officers carrying out repairs and maintenance in properties, the Assistant Director of Housing Management & Enforcement informed Members that annual safeguarding training was provided to all officers and that the ability to report safeguarding concerns was also available online.

Moved by Councillor Phil Smith and seconded by Councillor John Ritchie

RESOLVED that the Domestic Abuse Policy be approved and adopted.

RESOLVED that Executive: 1) Accept the offer from CTTC to invest £60,000 in capital funding to develop tennis facilities at The Arc;

2)    Accept the offer from CTTC of £20,000 revenue funding to progress a specific tennis development plan and contribution towards start-up costs; and,

3)    Approve the allocation of section 106 (£20,000) funding to support this project which is already allocated to the development of ancillary sports facilities at The Arc.

Executive considered a report, presented by the Portfolio Holder for Partnerships, Health and Wellbeing, which sought Members’ approval to accept funding towards the development of a tennis facility on the old astro turf football pitch at The Arc, Clowne.

To a question on the maintenance of the site, the Assistant Director of Leisure, Health and Wellbeing informed any major maintenance would be handled by an external contractor (it was not expected to involve significant cost).

Moved by Councillor Mary Dooley and seconded by Councillor rob Hiney-Saunders

RESOLVED that: 1) the offer from CTTC to invest £60,000 in capital funding to develop tennis facilities at The Arc, be accepted;

2)    the offer from CTTC of £20,000 revenue funding to progress a specific tennis development plan and contribution towards start-up costs, be accepted,

3)    allocation of section 106 (£20,000) funding to support the project which was already allocated to the development of ancillary sports facilities at The Arc, be approved.

RESOLVED that: 1) Members of the Executive note the contents of the minutes of the Shareholder Board; and,

2)    Members of Executive note the final agreed scope for the independent

review by Local Partnerships

Executive considered a report, presented by the Portfolio Holder for Devolution, which appended the minutes of the Dragonfly Shareholder Board and the final agreed scope for the independent review of the Council’s wholly owned companies by Local Partnerships.

The Portfolio Holder for Devolution informed Members that the minutes had been previously shared with Local Growth Scrutiny Committee.

Moved by Councillor John Ritchie and seconded by Councillor Tom Munro

RESOLVED that: 1) the contents of the Minutes of the Shareholder Board be noted,

2)    the final agreed scope for the independent review by Local Partnerships be noted.

RESOLVED that: 1) Council award a 5-year contract to MRI Real Estate Software for ongoing annual support of the Housing Management System and One System upgrade; and,

2)    Council approves the capital programme be updated to include the capital cost of the One System upgrade, which can be funded by capital receipts.

Executive considered a report, presented by the Portfolio Holder for Housing, which sought Members’ approval to recommend to Council to enter into a contract with MRI Real Estate Software for ongoing support of the Open Housing system and to upgrade to “One Housing”.

The Portfolio Holder for Housing informed Members that the current 5-year contract had been signed in 2018 with the option to extend (which had been enacted).  The current contract for ongoing software and maintenance expired on 30^th April 2025.

While “Open Housing” provided repair, servicing, and programmed works functionality, in recognition of the developing themes around housing and compliance, “Open Housing” had been upgraded and rebranded as “One Housing”, which provided additional enhancements including functionality, appearance, navigation, and the easier extraction of data.

The full cost of the 5-year contract, which included the annual licence and maintenance support, the purchase and implementation of additional modules and the upgrade to “One Housing”, was £464,599.65.

The ongoing annual support totalled £274,879.65 and was contained within existing revenue budgets.  The Capital expenditure, £189,720, could be funded by available capital receipts.

It was explained that the procurement exercise had been under the KCS framework, and this had been with Capita One Ltd.  However, Capita One Ltd. had been acquired by MRI in September 2024, with the name subsequently changed at Companies House.  As the contract had been procured via Capita Business Services Ltd., the contract would be novated to MRI.

Moved by Councillor Phil Smith and seconded by Councillor John Ritchie

RECOMMENDED that: 1) Council award a 5-year contract to MRI for ongoing annual support of the Housing Management System and One System upgrade,

2)    Council approve the capital programme be updated to include the capital cost of the One System upgrade, which can be funded by capital receipts.

RESOLVED that Executive: 1) endorse the delegated decision made with special urgency by the Chief Executive in relation to accepting UK Shared Prosperity Funds (UK SPF) totalling £803,023 from the East Midlands Combined County Authority; and,

2)    endorse the associated investment plan agreed by the Council’s Strategic Commissioning Board on 7^th March 2025 and to make direct awards of contracts where required in accordance with the Council’s procurement rules requirements.

Executive considered a report, presented by the Portfolio Holder for Devolution, which sought Members’ approval to endorse the Delegated Decision made under special urgency by the Chief Executive in relation to the acceptance of the recent UK Shared Prosperity Fund (UK SPF) grant and to endorse the associated investment plan recommended by the Council’s Strategic Commissioning Board on 7^th March 2025. The report also sought approval to make direct awards of contracts, where required, in accordance with the Council’s procurement rules.

In answer to a question, the Monitoring Officer informed Members that there were strict limitations in place in accordance with procurement rules and this would not set a precedent.

To a question on the location of the creative hub within the District, the Leader informed Members that this would likely be in Bolsover Town.  The Portfolio Holder for Growth added that there was an ongoing investigation of works associated with the £15 million granted, with discussions taking place between the Council and Old Bolsover Town Council.

To a question on the allocation of funding, the Chief Executive informed a full report explaining the reasoning behind each decision could be provided on the projects chosen / not chosen.  The Portfolio Holder for Growth added that the six projects selected had been existing projects with planning permission already granted. Due to time constraints on the spending of the award, young projects at the beginning of their development could not be considered as they would not have been completed by early 2026.

To a question on the age of the Strategic Commissioning Board, the Chief Executive informed three meetings had taken place to date and the exact details and scheduling of these meetings could be provided to Members after the meeting.

Moved by Councillor John Ritchie and seconded by Councillor Tom Munro

RESOLVED that: 1) the delegated decision made under special urgency by the Chief Executive in relation to accepting UK Shared Prosperity Funds (UK SPF) totalling £803,023 from the East Midlands Combined County Authority, be endorsed,

2)    the associated investment plan recommended by the Council’s Strategic Commissioning Board on 7^th March 2025 and the making of direct awards of contracts, where required in accordance with the Council’s procurement rules requirements, be endorsed.

Having previously declared their interest in the following item of business, Councillors Mary Dooley and John Ritchie left the meeting.

RESOLVED that Executive: 1) accept the Rural England Prosperity Fund (REPF) totalling £128,333 from the East Midlands Combined County Authority; and,

2)    Endorse the associated investment plan as set out in the report with further details on The Anchor public house, Clowne, investment plan be provided at a future Executive meeting.

Executive considered a report, presented by the Portfolio Holder for Growth, which sought Members’ approval to accept the Rural Economic Prosperity Funding (REPF) totalling £128,333 from the East Midlands Combined County Authority, and to agree the associated investment plan.

Three investment plans had been submitted:

It was noted for the Pinxton Community Hub, the funding was to demolish / rebuild the site with the £700,000 allocated from the £15 million UK SPF award to carry out all intended works.  A meeting would take place between local Ward Members and the architects to consider / develop the expected designs.

A Member noted that Clowne Parish Council had been considering a Creative Hub for the former Anchor public house, though this had not been discussed in detail.  To permit consultation between the Council and Clowne Parish Council, it was requested that a report be provided to Executive after a discussion had been held.

Moved by Councillor Rob Hiney-Saunders and seconded by Councillor Tom Munro

RESOLVED that the Rural England Prosperity Fund (REPF) totalling £128,333 from the East Midlands Combined County Authority be accepted,

2)    the associated investment plan as set out in the report be endorsed with a caveat that further details in relation to the former Anchor public house Clowne, investment plan, be provided to a future Executive meeting.