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 Leader reported that Executive would receive an update regarding residential recycling collections as a matter of urgency.  This update would take place in exempt session under Paragraph 3 of Part 1 of Schedule 12A to the Local Government Act 1972.

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.

Councillors Steve Fritchley and Sandra Peake declared other interests in respect of Agenda Item 9 – Local Development Order to Facilitate and Enable Regeneration of Shirebrook Market Place as they were both Members of Shirebrook Town Council.  Councillors Fritchley and Peake did not participate in the discussion or the vote on this item.  

Councillor Liz Smyth, declared a Disclosable Pecuniary Interest in respect of Agenda Item 13 – Update on Discretionary Grants: Additional Restriction Grant and Local Restrictions Support Grant. Councillor Smyth did not participate in the discussion or the vote on this item.

To consider the minutes of the last meeting held on 25^th January 2021.

Moved by Councillor Steve Fritchley and seconded by Councillor Duncan McGregor    

RESOLVED - that the minutes of a meeting of the Executive held on 25^th January 2021 be approved as a true and correct record.

None

RESOLVED - That the overall performance on compliments/comments and complaints and customer service standards, particularly in the light of the constraints officers have been working with during the Covid-19 arrangements, be noted.

Executive considered a report of the Portfolio Holder – Corporate Governance which provided information on the Council’s performance in relation to its customer services standards for the period 1^st April 2020 to 30^th September 2020.  The report provided a detailed breakdown of key customer services standards by quarterly period, together with the target and the cumulative performance for each standard.

Moved by Councillor Duncan McGregor and seconded by Councillor Liz Smyth

RESOLVED - That the overall performance on compliments/comments and complaints and customer service standards, particularly in the light of the constraints officers have been working with during the Covid-19 arrangements, be noted.

REASON FOR DECISION:

The update report was to keep Members informed of volumes and trends regarding customer service standards and compliments, comments, complaints and to maintain and improve upon Customer Service targets.

OTHER OPTIONS CONSIDERED:

Not applicable to this report as it was to keep Elected Members informed rather than to aid decision making.

(Director of Corporate Resources)

RESOLVED – That progress and outturns against the Council Ambition 2020-2024 targets be noted.

Executive considered the report of the Portfolio Holder – Corporate Governance which reported on the quarter 3 outturns for the Council Ambition 2020-2024 targets.

Out of the 31 targets, 23 (74%) were on track, 4 (13%) had been affected by Covid-19, 2 (6%) had been achieved and 2 (6%) were overdue.

Details of each target and the related performance, together with actions taken to address any delays, were appended to the report.

Moved by Councillor Duncan McGregor and seconded by Councillor Liz Smyth

RESOLVED – That progress and outturns against the Council Ambition 2020-2024 targets be noted.

REASON FOR DECISION:

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

OTHER OPTIONS CONSIDERED:

Not application to this report as it provided an overview of performance against agreed targets.

(Director of Corporate Resources)

RESOLVED – that the:

1)    update on Climate Change actions be noted;

2)    procurement of renewable electricity in future years, as outlined in the report, be agreed.

Executive considered the report of the Portfolio Holder – Carbon Reduction Efficiencies which provided an update on the steps taken to achieve the Council’s climate change ambitions.  The report also sought approval to purchase electricity from certified renewable sources from April 2021.

The Council had adopted a Carbon Reduction Plan in 2018, which set out the Council’s ambition to both reduce its own carbon footprint, along with leading the community to do the same.  The report summarised the progress to date on the Council’s own climate change objectives and estimated that CO₂ emission savings were in excess of 661 tonnes per annum.

The report also set out a proposal for the Council to further reduce its emissions and to demonstrate demand for renewable energy, by committing to purchasing electricity from a certified renewable energy tariff in the future.  This would reduce the Councils carbon emissions by a further estimated 741 tonnes per annum, which was greater that the whole corporate target of a 750 tonne reduction over a period of three years.

Moved by Councillor Nick Clarke and seconded by Councillor Mary Dooley

RESOLVED – that the:

1)    update on Climate Change actions be noted;

2)    procurement of renewable electricity in future years, as outlined in the report, be agreed.

REASON FOR DECISION:

In order to further reduce emissions and to demonstrate demand for renewable energy.  The decision to purchase renewable electricity would reduce the Councils carbon emissions by a further estimated 741 tonnes per annum, which was a greater reduction than the whole corporate target of a 750 tonne reduction over a period of 3 years.

OTHER OPTIONS CONSIDERED:

The Council could have chosen not to increase the unit cost of energy and simply chosen the cheapest tariff.  This was discounted due to the significant carbon emission savings that would be made from the recommended action.

The Council could also have chosen to purchase a renewable gas tariff too.  The reasons why this was not recommended at this time were set out in the report.

            (Director of Environment and Enforcement)

RESOLVED – that

1)    the contract for Quantity Surveying and Project Management Services be awarded to CJ Consillium Ltd.

2)    progress on the contract be reported through the Housing Stock Group as part of Safe & Warm Projects.

Executive considered the report of Portfolio Holder – Housing which sought approval for the awarding of a contract for Quantity Surveying and Project Management for Safe & Warm upgrades to Jubilee Court and Valley View.

The Safe & Warm upgrade works included renewing a communal heating system, conversion of bathing facilities to wet rooms, conversion of some bedsit flats to a 1-bedroom layout, improvements to fire protection including an entire new sprinkler system, and an extension at one location.

Seventeen Quantity Surveying practices had submitted valid bids and they had all been evaluated.  It was recommended that the contract be awarded to CJ Consillium Ltd.

Moved by Councillor Sandra Peake and seconded by Councillor Mary Dooley

RESOLVED – that

1)    the contract for Quantity Surveying and Project Management Services be awarded to CJ Consillium Ltd.

2)    progress on the contract be reported through the Housing Stock Group as part of Safe & Warm Projects.

REASON FOR DECISION:

To award a contract for Quantity Surveying and Project Management for the Safe & Warm upgrade works to Jubilee Court and Valley View.

OTHER OPTIONS CONSIDERED:

This contract could have been awarded using an existing framework.  This was rejected due to the current national situation and it was deemed that the Council would benefit from more competitive tenders, both in terms of numbers applying and fee levels.

(Director of Development)

RESOLVED –

1)    that the Local Development Order be put in place to facilitate and enable the regeneration of Shirebrook Market Place.

2)    the reason for the Local Development Order was to support the significant investment being made in improving the environmental quality of the Market Place in Shirebrook and to accelerate delivery of regeneration schemes should funding arise by

(i)            streamlining the planning process for the regeneration works

(ii)          ensuring a consistent high quality of design was achieved that provided a long-lasting legacy that would benefit the local community, improve the character and appearance of the Market Place and improve the local economy.

3)    the Local Development Order grants planning permission for improvements and additions to the Market Place within the area shown on red on the plan set out in the report, including:

·         hard and soft landscaping works, including planting, planters, re-surfacing, and water features

·         street furniture, including seating, bus stops, bins, cycle racks, information boards, bollards, and street safety measures

·         small buildings for community uses including toilet blocks, changing rooms, and information points

·         public art

·         play equipment

subject to the following conditions:

·         prior approval for the proposed works must be obtained from the Local Planning Authority prior to the commencement of any development

4)    That the Order shall take effect following approval by the Executive

5)    That delegated authority be granted to the Planning Manager (Development Control) to grant and/or grant delegated powers to officers in the Planning Service to grant prior approval for subsequent applications made under this LDO.

Executive considered the report of the Portfolio Holder – Corporate Governance which sought approval for a Local Development Order (LDO) to redevelop Shirebrook Market Place. 

The report set out that the LDO would support the existing investment being made in the Town Centre by the shop repairs scheme by removing red tape.  The LDO would also create an ‘in principle’ permission which would help to facilitate and enable the regeneration of Shirebrook Market Place.

The report stated that the LDO had been subject to a formal consultation for a 28 day period.  One letter had been received which supported the proposals for regeneration of the Market Place with the exception of any water features.

Moved by Councillor Duncan McGregor and seconded by Councillor Mary Dooley

RESOLVED –

1)    that the Local Development Order be put in place to facilitate and enable the regeneration of Shirebrook Market Place.

2)    the reason for the Local Development Order was to support the significant investment being made in improving the environmental quality of the Market Place in Shirebrook and to accelerate delivery of regeneration schemes should funding arise by

(i)            streamlining the planning process for the regeneration works

(ii)          ensuring a consistent high quality of design was achieved that provided a long-lasting legacy that would benefit the local community, improve the character and appearance of the Market Place and improve the local economy.

3)    the Local Development Order grants planning permission for improvements and additions to the Market Place within the area shown on red on the plan set out in the report, including:

·         hard and soft landscaping works, including planting, planters, re-surfacing, and water features

·         street furniture, including seating, bus stops, bins, cycle racks, information boards, bollards, and street safety measures

·         small buildings for community uses including toilet blocks, changing rooms, and information points

·         public art

·         play equipment

subject to the following conditions:

·         prior approval for the proposed works must be obtained from the Local Planning Authority prior to the commencement of any development

4)    That the Order shall take effect following approval by the Executive

5)    That delegated authority be granted to the Planning Manager (Development Control) to grant and/or grant delegated powers to officers in the Planning Service to grant prior approval for subsequent applications made under this LDO.

REASON FOR DECISION:

The Local Development Order would support the existing investment being made in the Town Centre by the shop front repairs scheme by removing red tape, granting planning permission for the regeneration works listed, and avoid the need for individuals to gain planning permission.  The LDO would be an effective tool to make the planning process easier, thereby encouraging participation in the regeneration of the Market Place. 

OTHER OPTIONS CONSIDERED:

A do nothing option was rejected because there was an identified need to promote and encourage the regeneration of Shirebrook Market Place and consensus to move from ‘master planning’ to delivery.  A do more option was rejected because of the cost and delay incurred attempting to agree detailed designs and  ...  view the full minutes text for item EX84-20/21

None

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].

Moved by Councillor Steve Fritchley and seconded by Councillor Duncan McGregor

RESOLVED 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 Minute].

None

(Paragraph 3)

RESOLVED – that

1)    an expenditure budget to deliver the Sandy Lane and Thorpe Avenue social housing building scheme, as outlined in the report, be approved;

2)    the recommendation to enter into a contract for the development of a further 21 properties in Whitwell, as outlined in the report, be supported.

Executive considered a report of the Portfolio Holder – Housing which sought approval to enter into a contract to deliver the Sandy lane/Thorpe Avenue Scheme through the existing Bolsover Homes Framework.

The scheme for Sandy Lane/Thorpe Avenue, Whitwell, was to demolish 10 non-traditional 2-bedroom bungalows and 2 underused garage sites and replace these with six 2-bedroom houses and fifteen 2-bedroom bungalows, totalling 21 properties.

The report stated that one of the Council’s ambitions was to build 150 new social housing homes by March 2024.  If approved, this scheme would deliver 21 new homes, bringing the total number of properties approved and/or delivered to 37.

Moved by Councillor Sandra Peake and seconded by Councillor Clive Moesby.

RESOLVED – that

1)    an expenditure budget to deliver the Sandy Lane and Thorpe Avenue social housing building scheme, as outlined in the report, be approved;

2)    the recommendation to enter into a contract for the development of a further 21 properties in Whitwell, as outlined in the report, be supported.

REASON FOR DECISION:

To deliver the Council’s target of building a minimum of 150 new Council properties by March 2024.

OTHER OPTIONS CONSIDERED:

To not go ahead with the scheme but this would not work towards achieving the Council’s agreed ambition of building 150 social housing properties. 

(Director of Development)

(Paragraph 3)

(Paragraph 3)

RESOLVED – that

1)    the External Wall Insulation Contract be awarded directly to Sustainable Building Services through the Efficiency East Midlands Framework

2)    progress on the contract be reported through the Housing Stock Group.

Executive considered a report of the Portfolio Holder – Housing which sought approval for the award of a contract for the installation of External Wall Insulation (EWI) to 82 Council properties.

It had been identified that the Council had a number of dwellings which would qualify for Green Homes Grant Local Authority Delivery Phase 1B.  This scheme aimed to raise the energy efficiency of low-income and low Energy Performance Certified (EPC) rated homes.

It was proposed that a direct award to deliver this work be made through the Efficiency East Midlands (EEM) framework to Sustainable Building Services (SBS).  There was an urgent need to appoint an installer due to the short time scales to spend the grant funding by September 2021 and the growing shortage of accredited installers.

Moved by Councillor Sandra Peake and seconded by Councillor Mary Dooley

RESOLVED – that

1)    the External Wall Insulation Contract be awarded directly to Sustainable Building Services through the Efficiency East Midlands Framework.

2)    progress on the contract be reported through the Housing Stock Group.

REASON FOR DECISION:

It was recommended to directly award the contract to guarantee to deliver the scheme and secure the funding support.

OTHER OPTIONS CONSIDERED:

A full competitive tender carried out by the Council or a mini competition within the Framework.  This was rejected because of the extremely tight timescales to complete the works and the necessity to secure a certified and competent contractor.

(Director of Development)

(Paragraph 3)

(Paragraph 3)

RESOLVED – that

1)    the awards and commitments, as listed in the report, made on the basis of the priorities and criteria set out in this report for the Additional Restrictions Grant under both the original and second criteria, be endorsed.

2)    it be noted that it was not intended to close either of the Additional Restrictions Grant Schemes to new applications yet because the Council had received a ‘top up’ of discretionary grant funding of £715,636 in January 2021.

3)    a continuation of the existing eligibility criteria and award levels for both the Additional Restrictions Grant schemes under the original and second criteria to ensure both previous and future applicants for discretionary grant funding will be treated equitably, be endorsed.

4)    payment of the following be endorsed:

i.              a fourth tranche of awards under the second criteria for the Additional Restrictions Grant; and

ii.            a second award for businesses in receipt of an award under the original criteria for the Additional Restrictions Grant:

if sufficient funding remains in the relevant funding pots following the Easter Bank Holiday weekend

or officers will pro-rata a final payment after Easter if there is insufficient funding for a full award of a second grant under the original criteria or fourth tranche of awards under the second criteria for the Additional Restrictions Grant but the Council retains over £200,000 in available funding.

Executive considered a report of the Deputy Leader which provided an update on the allocation of funding from the current round of discretionary grant funding.

The report set out information regarding the allocation of Additional Restrictions Grants using the original criteria, the Local Restrictions Support Grant (Open) and the Additional Restrictions Grant using the second criteria.

Moved by Councillor Duncan McGregor and seconded by Councillor Sandra Peake

RESOLVED – that

1)    the awards and commitments, as listed in the report, made on the basis of the priorities and criteria set out in this report for the Additional Restrictions Grant under both the original and second criteria, be endorsed.

2)    it be noted that it was not intended to close either of the Additional Restrictions Grant Schemes to new applications yet because the Council had received a ‘top up’ of discretionary grant funding of £715,636 in January 2021.

3)    a continuation of the existing eligibility criteria and award levels for both the Additional Restrictions Grant schemes under the original and second criteria to ensure both previous and future applicants for discretionary grant funding will be treated equitably, be endorsed.

4)    payment of the following be endorsed:

i.              a fourth tranche of awards under the second criteria for the Additional Restrictions Grant; and

ii.            a second award for businesses in receipt of an award under the original criteria for the Additional Restrictions Grant:

if sufficient funding remains in the relevant funding pots following the Easter Bank Holiday weekend

or officers will pro-rata a final payment after Easter if there is insufficient funding for a full award of a second grant under the original criteria or fourth tranche of awards under the second criteria for the Additional Restrictions Grant but the Council retains over £200,000 in available funding.

REASON FOR DECISION:

These awards and pending commitments have been and will continue to be vital in terms of the support they offer local businesses regardless of whether they operate from premises with a rateable value or from anywhere else in the District.

OTHER OPTIONS CONSIDERED:

The option to do nothing with the Additional Restrictions Grant cannot be countenanced by the Council.  The options to do more are limited by the amount of funding available to the Council.

(Director of Development)

(Paragraph 3)