Agenda 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.

There were no urgent items of business.

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.

 There were no declarations of interest.

To consider the minutes of the last meeting held on 30^th January 2023

Moved by Councillor Duncan McGregor and seconded by Councillor Sandra Peake

RESOLVED that the Minutes of an Executive meeting held on 30^th January 2023 be approved as a correct record.

Executive considered a detailed report presented by Councillor Nick Clarke, Chair of Climate Change and Communities Scrutiny Committee, in relation to the Committee’s review of the Council’s current approach to Carbon Reduction.

Following a briefing by the current lead officer on progress against the Council’s three strands of activity, the objectives agreed were to review officer capacity and resource, the software platform used to monitor progress against the Carbon Reduction Plan, assessment of local knowledge of best practice in home energy efficiency, clarity over the corporate approach/objectives, and a progress update on current activity across the three themes.

The key issues identified for investigation were set out in the report.

The Committee had put together nine recommendations, which were outlined at paragraph 2.12 of the report, and set out below.  These would hopefully enable the Council to clarify immediate priorities for action, as well as a longer term plan, to ensure the Council and District was net zero by 2050.

1.    That the officer function addressing the Council’s strategic approach to carbon reduction should be kept in-house, with partnership work as required with Dragonfly Development Limited, for delivery associated with the service functions transferred.

2.    That a dedicated operational post be recruited to, in addition to the designation of a lead senior officer, to ensure that the delivery in relation to carbon reduction maintained momentum to reach the 2050 target.

3.    That data quality related to carbon reduction be improved, with a clear baseline agreed from which to track progress up to 2050, with regular data reports as part of the corporate performance reporting.

4.    That the lead senior officer take account of the Member analysis of the Council’s current Ambitions and how activity was supporting carbon reduction as part of new programme development.

5.    That a revised approach to communication of objectives and achievements be implemented, both external and internal, with a full review of the website to ensure the Council’s activity, and progress towards the target, is clearly documented.

6.    That the Council ensures that a lead Portfolio Member is agreed for Carbon Reduction from within the Executive, post-election May 2023.

7.    That the membership of the Low Carbon Thematic Group is reviewed, post-election May 2023, to ensure it incorporates the Portfolio lead and a link to Climate Change & Communities Scrutiny to further improve communication.  It is also recommended that the cross-party representation remains going forward as this is seen as a positive way of working.

8.    That the Council website is reviewed and updated to provide clear guidance on current Council activity.

9.    That Scrutiny analysis of progress against the Council Motion previously passed to the Low Carbon Thematic Group, be shared so future work planning can take account of outstanding areas capable of delivery.

Members welcomed the review and discussed its findings as detailed in the report.

The Portfolio Holder for Finance drew Members attention to recommendation 2 regarding a dedicated operational post, and the Section 151 Officer’s comments in the report regarding cost implications of  ...  view the full minutes text for item EX94-22/23

Executive’s approval was sought to accept an offer of a 12 month contract extension from Derbyshire County Council (DCC), to continue to provide an Independent Living Service and a Community Alarm and Telecare Service, to people within the District.

The Council had operated the Independent Living Service (Care Line Service), within the District for many years to a mix of tenants and private customers and although the majority of people paid for the service, the contract with DCC also provided the service for people who were on low income.

Within the Council’s Care Line Service was the alarm and telecare monitoring service, which the majority of people paid for.  However, DCC also provided the service for people where there was an eligible health or social care need, as required by the Care Act (2014).

The Council was offered an Inter-Authority Agreement to deliver the DCC funded part of these services in 2019.  The initial contract was for a period of 2 years with a subsequent extension until March 2023.  DCC had now served an extension of contract notification, offering the Council a contract extension of both contracts until March 2024, i.e. an extension of 12 months.  No further extension would be permitted after this time.

The combined contracts would result in an income of £382,000 to the Council, to continue to provide the service and assist with the analogue to digital switchover in 2024.

Members welcomed the report.

In response to a Member’s query, the Assistant Director Housing Management and Enforcement, advised the meeting that DCC were currently consulting with their Care Act eligible customers on the DCC service going forward.  However, Housing officers were also working with the Care Line Manager on how the Council could pick up those customers if DCC were not able to continue the service in its current form, or in a form that worked for those customers.  The current priority for the Council was to get ready for the digital/analogue switchover, and later in the year, officers would work with the Finance team to look at fees and charges so customers who needed the service could still receive it for a small fee from the Council if DCC removed the service.  A report would be presented to Members later in the year.

Moved by Councillor Sandra Peake and seconded by Councillor Duncan McGregor

RESOLVED that (1) the offer of a 12 month contract extension to continue to provide an Independent Living Service to people within the District be accepted,

(2) the offer of a 12 month contract extension to continue to provide a Community Alarm and Telecare Service to people within the District be accepted.

(Assistant Director Housing Management and Enforcement)

Reason for Recommendations

The services are well regarded by residents and Bolsover District Council is a trusted provider.

Accepting the offer of a contract extension for both contracts is a positive outcome for customers and for the Council.

The Council continued to extend the service and attract more customers, the majority who  ...  view the full minutes text for item EX95-22/23

Executive’s approval was sought to appoint Bluelines Roofing a contract to undertake roofing replacement and repair works on the Council’s existing housing stock across the District. 

Housing Repairs had identified the need to renew a re-roofing contract to improve and maintain the Council’s housing stock.  The proposed programme would commence in April 2023, for four years, on a 1+1+2 year term basis.  The estimated annual cost of the programme was up to £1million per annum.

The works were tendered in accordance with Contract Procedure Rules.  Eight tenders were received and evaluated, and Bluelines Roofing Ltd scored the highest with 95.20 out of 100. 

A Member queried if private home owners living next to Council properties could also be offered the reroofing service on a financial plan with the Council as he felt this was something that should be considered and would also improve the street scene.

Moved by Councillor Sandra Peake and seconded by Councillor Duncan McGregor

RESOLVED that (1) Bluelines Roofing Ltd be awarded the contract to carry out the Council’s roofing replacement works from April 2023 to March 2027, in accordance with the tendered specification and following tender evaluation,

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

(Director of Property & Construction, Dragonfly Development Ltd)

Reason for Recommendations

The evaluation group were in unanimous agreement that this tender represented the best submitted tender.

Alternative Options and Reasons for Rejection

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 Duncan McGregor and seconded by Councillor Steve Fritchley

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 item of business on the grounds that it involves the likely disclosure of exempt information as defined in the stated Paragraph of Part 1 of Schedule 12A of the Act and it is not in the public interest for that to be revealed.

Executive’s approval was sought for the proposed write-off of debts in respect of Business Rates, Council Tax, Overpaid Housing Benefits, and Sundry Debtors, as detailed in the appendix to the report.

Members were advised that the debts would become recoverable if persons owing the debt to the Council were found.

Moved by Councillor Clive Moesby and seconded by Councillor Duncan McGregor

RESOLVED that the debts as detailed on the appendix to the report be written off.

(Section 151 Officer)

Reasons for Recommendation

Given that all available options to recover the debts had been explored, it was important that the Council recognised the position and approve the write-off of the uncollectable debt.

Alternative Options and Reasons for Rejection

These were outlined in the report.