Agenda and minutes

Apologies for absence were received from Councillors Fisher and Lumley.

To confirm the minutes of the

(a)  Council meeting held on 17 April 2019;

(b)  Annual Meeting held on 16 May 2019.

Acceptance of the minutes as a true record was proposed by the Leader, Councillor Orson and seconded by the Deputy Leader, Councillor Higgins.  Following a vote, the minutes of the

(a)  Council meting held on 17 April 2019;

(b)  Annual Meeting held on 16 May 2019

were confirmed and authorised to be signed by the Mayor, Councillor Graham.

Councillor Holmes congratulated Councillor Graham on his appointment to Mayor, noting the importance of the role within the Borough.

Members to declare any interest as appropriate in respect of items to be considered at this meeting.

Councillors Orson, Pearson and Posnett each declared a personal interest in any matters relating to the Leicestershire County Council, due to their roles as County Councillors.

(1)  Councillor Graham:

(a)  began his announcements by noting that the role of Mayor was fulfilling in both time and reward, enabling him to engage with the community.  The main feature over the past month had been the commemoration of the 75th anniversary of D-Day and the Council’s Flag Raising ceremony.  The Mayor thanked officers of the Council and the RAVC for co-ordinating the event, which was well attended and appreciated by so many;

(b)  highlighted a number of engagements at which he had represented the Borough during June and July, which included:

·         Puppy Show on 11 June.

·         Melton in Bloom Judging Day on 3 July, hosted at Parkside.  This team were an asset to the town.  The judges results would be issued in September;

·         The Railway Challenge on 30 June.

·         The opening of a sensory garden at Asfordby Hill Primary School on 10 July.  The garden had been planned and organised by the children of the school;

(c)  thanked the Environmental Protection and Safety Manager for organising the Mayor’s Summer Social, which had been a huge success and enjoyed by all who attended.  It had hopefully enabled Members and officers to mingle in an informal way;

(d)  highlighted that his Civic Service will be held on 22 September at St Bartholomew’s Church, Sproxton, asking Members and officers to RSVP by 31 August;

(e)  advised that in order to raise money for his charity, Rainbows Children’s Hospice:

·         he and his family were planning a skydive on 23 September.

·         a Race Night would be held at Parkside on 21 November.  More details about this event would follow.

(f)   noted that this meeting of Council was the first under a new decision making structure.

(2)  In acknowledging the charity donations received during her Mayoral year, the outgoing Mayor, Councillor Chandler said, ‘May I please thank all who contributed to my Mayoral Appeal.  A total sum of £7,000 was raised, following a small top up from myself.  This means that Rainbows Children’s Hospice and the Air Ambulance have both received a cheque for £3,500.

I received contributions from Councillors, senior and junior members of staff, local organisations, including Rotary and the Melton Lions, generous contributions from two professional organisations within the town who my family business use, together with numerous individual donations.  My thanks to everyone.’

Councillor Orson stated that:

(a)  since the last Council meeting, Cabinet and Scrutiny had held their first meetings and both had a positive and constructive start.  Cabinet had made decisions to enter a regional economic partnership, consult on new powers to tackle environmental crime, adopt the Affordable Housing Supplementary Planning Guidance and consult on a new Developer Contributions SPD.  As part of aspirations to become more commercial, the Council had also recently initiated a consultation for a new Debt and Income Management Policy.  Scrutiny Committee was playing an active part in policy development.  It had already provided valuable feedback on the proposed Public Spaces Protection Orders, and the approach to supporting Citizen’s Advice services in Leicestershire; the financial implications of which were due to be considered at this meeting.  He looked forward to continue the work with Scrutiny Committee and wider members, to ensure the Council made the best possible decisions on behalf of its community;

(b)  the Council’s organisational review to improve service quality had commenced.  Alongside the work already being done in planning, focus was on process improvement within Housing Repairs and support from Scrutiny Committee would be sought for the establishment of a task and finish group to review the voids management process.  Key to these reviews is that the process is looked at from an ‘end to end’ perspective, where the whole customer journey is considered.  In doing this, any waste, inefficiency or poor service could be identified and action taken to improve.  At the right time, there would be opportunities for Members to see what had been learned from these reviews and the actions being taken to improve;

(c)  a focus on service quality would be a key component of the Council’s new Corporate Strategy.  The initial work had started on this and would continue over the summer.  Outcomes from the resident survey would be received in August and discussed, together with the Council’s proposed new priorities with all Members in October at the Development Day.  As well as agreeing what it wanted to achieve, the Council would also be considering its organisational structures and resources to ensure it was equipped to deliver them.  The Chief Executive and his team would also bring forward a dedicated Housing Improvement Plan to ensure the Council continued and accelerated the improvements necessary in its housing services;

(d)  later in the meeting, Members would consider whether to declare a ‘climate emergency’.  Another factor which needed to be considered as part of the Council’s strategy.  The challenge climate change brings to our environment and our communities could not be ignored and as Melton looked to grow, it must ensure it did so sustainably.

He congratulated Councillor Chandler on raising £7,000 for her charities during her Mayoral year and commended the Mayor and officers for the excellent Summer Social event last week.  He also thanked officers for the terrific service exhibition held before this meeting, adding that events like these created opportunities for Members and officers to better understand the wide  ...  view the full minutes text for item CO22

In accordance with the Constitution, Members of the Council may answer questions from the public of which notice has been given.

No questions were received by the deadline.

There were no questions received.

In accordance with the Constitution, a Member may ask the Leader, the Chair of the Council or a Committee Chair, a question on any matter in relation to which the Council has powers or duties or which affects the Borough.

No questions were received by the deadline.

There were no questions received.

In accordance with the Constitution, motions on notice must be signed by at least two Members and be about matters for which the Council has a responsibility or which affect the Melton Borough.

No motions were received by the deadline.

There were no motions on notice.

There were no recommendations and reports from Committees.

The Director for Corporate Services to submit a report which

(a)  states the Annual Treasury Report is a requirement of the Council's reporting procedures and provides a summary of the Treasury activities in 2018 19.  The report also covers the actual position on the Prudential Indicators in accordance with the Prudential Code;

(b)  meets the requirements of both the CIPFA Code of Practice on Treasury Management and the CIPFA Prudential Code for Capital Finance in Local Authorities.  The Council is required to comply with both codes through Regulations issued under the Local Government Act 2003

The Annual Report On Treasury Management Activities and Actual Prudential Indicators 2018 19 from the Director for Corporate Services was received, the purpose of which was to provide a summary of the Treasury Management activities in 2018 19.  To be compliant in its financial management, the Council was required to comply with Regulations issued under the Local Government Act 2003.  These were outlined in two codes of practice:-

      i.        The CIPFA Code of Practice on Treasury Management, which required that an annual report be made to Council on its treasury management activities;

    ii.        The CIPFA Prudential Code for Capital Finance in Local Authorities, which required that the Council monitor its position throughout the year on a number of key prudential indicators.

There were four key prudential indicators, covering borrowing, financing, expenditure and investments.

This report showed that during 2018 19, the Council complied with all legislation required by the Code.  It also assured that the Council’s financial management during that period was prudent, affordable and employed a low risk approach.

There being no discussion on the report, the recommendation was moved by Councillor de Burle and seconded by Councillor Orson, who commented that he was pleased to support the recommendation and noted the excellent working relationship between Councillor de Burle as Portfolio Holder for Corporate Finance and Resources and the Director for Corporate Services.

RESOLVED

To APPROVE the Treasury Management Annual Report, including the Prudential Indicators for 2018-19.

The Leader to submit a report which considers the declaration of a “Climate Emergency” and to establish a Policy Development Group to develop an action plan for how the Council will work towards a carbon neutral target by 2030

Councillor Orson:

(a)  tabled a paper, considering the declaration of a “Climate Emergency”, the establishment of a Policy Development Group (to develop an Action Plan, setting out how all Council functions and decision making would support the aspiration to become carbon neutral by 2030) and that the Council’s commitment to climate change be incorporated into the developing Corporate Strategy;

(b)  advised that for clarity, recommendation 2.2 had been altered, by adding the following at the end of the recommendation:

‘and the Leader of the Opposition respectively’.

The Task Group could have been made up of all Conservative Members but Councillor Orson wanted it to represent the political balance of the Council and so it would be made up of four Conservative Members and one Opposition Group Member;

(c)  drew Members’ attention to an article in the Melton Times, written by Sir Alan Duncan MP, which highlighted:-

·         Since 1990, the UK had reduced emissions faster than any other nation in the G20 and last month became the first major economy to introduce a legally binding net zero target to end the UK’s contribution to global warming entirely by 2050.

·         The UK was set to host the 2020 United Nations climate change conference, with the hope of setting even more ambitious targets than in the 2015 Paris Agreement.

·         Under the Clean Growth Strategy, £92 billion had been invested by businesses into clean energy over the past nine years.  Renewables had gone from producing 6.1% of electricity to 37.1%, with low carbon energy now totalling over half of all electricity generation.  Renewable energy was 13 times higher than coal output, which was being phased out by 2025.

·         The renewable energy sector had increased six-fold since the Conservatives were elected to government.

He stated that:

(a)  climate change experts advised there were only 12 years until emissions, if they continued at current levels, rose to a point where they would cause irreversible harm to the planet’s environment;

(b)  the Council needed to recognise this and had an important community leadership role to fulfil.  Members needed to ‘play their part’ in making sure that Council operations became carbon-neutral by 2030;

(c)  the Council should be an exemplar organisation, showing leadership.  It needed to show others how progress could be made and work with people and organisations from every part of the Borough to make their contribution, not just through powers and duties but through persuasion;

(d)  in order to make a zero-carbon Melton a reality, the Council must reduce, reuse and recycle more, cut the amount of plastic it used and reduce its carbon emissions;

(e)  the paper before Members asked them firstly to recognise the terms of ‘climate emergency’ and secondly to consider what the Council was going to do about it.  It was proposed to set up a dedicated Climate Change Policy Development Group to develop an action plan for how the Council would work towards ensuring its operations become carbon neutral by 2030.  Appendix A of the report made some suggestions regarding  ...  view the full minutes text for item CO28

The Director for Law and Governance to submit a report which requests the Council to approve the political group’s nominations for substitutes on the Licensing and Planning Committees in accordance with the Substitute Procedure Rules set out at Chapter 3 in the Constitution

The report on Appointment of Substitutes from the Director for Law and Governance was received, the purpose of which was to consider and approve nominations for substitutes on the Licensing and Planning Committees in accordance with the Substitute Procedure Rules at Chapter 3 of the Constitution and to seek approval for an amendment to the Substitute Procedure Rules to include the Employment Committee in the Scheme and approve nominations for substitutes.

An Addendum, setting out the nominations was circulated at the meeting.

Councillor Orson presented the report and moved the recommendations contained in the report, advising that Councillor Smedley was his final nominations for Planning Committee.  The motion was seconded by the Councillor Higgins .

RESOLVED

(1)  To APPROVE that the Employment Committee be added to the list of Committees which the Substitute Policy applies to;

(2)  To APPROVE the Group Leaders’ nominations of substitutes for 2019 20.

The Deputy Chief Executive and Director for People and Communities to submit a report seeking approval for an additional budget of £6,000, which will enable them to continue delivering the service from Parkside for the period 1 July 2019 to 31 March 2020.

The report on Approval of Budget to Support Citizens Advice Leicestershire from the Deputy Chief Executive and Director for People and Communities, was received.  The purpose of the report was to seek approval for an additional budget of £6,000 to enable the continued delivery of the service from Parkside for the period 1 July 2019 to 31 March 2020.

The Portfolio Holder for Corporate Governance, Access and Engagement, Councillor Freer-Jones moved the recommendations in the report.  Councillor Freer-Jones explained that following Council’s decision in December 2018, to implement budget reductions, Citizens Advice Leicestershire (CAL) advised that it was unable to continue its face to face service in Melton under the budget reduction.  The Council was committed to support the most vulnerable in the community and had again consulted with CAL, agreeing to provide an additional £6,000, to support the continuation of a face to face service, until the Community Grants Review for 2020/21, where an officer and Member panel would evaluate the most appropriate organisations to fund.

The recommendation was seconded by Councillor Orson, who reserved his right to speak after the debate.

During debate the following points were noted:

• Information was requested regarding where the additional £6,000 would be found within the Council’s budget. Councillor FreeR-Jones confirmed that savings identified in the Building Control department would be used for this purpose.

·         CAL provided a valuable, independent service within Melton, supporting people with debt, benefits issues, family problems, health issues and legal issues.

·         Accurate data and feedback about the help CAL provided was vital to ensuring quality of service and value for money.  Data provided should be linked to how the support reduced demand on Council services.

·         The £6,000 could be better used in-house on services (which would provide feedback) including the Building Control department.

·         The additional funding was transitional for 2019/20.  Funding for 2020/21 onwards would be considered through the arrangements to be introduced following the Community Grants Review.

·         A more robust process was needed to ensure that organisations in receipt of grant monies were committed to their responsibility to provide data and feedback to the Council.

·         Moving forward, consideration could be given to the feasibility of commissioning a service based on the needs of the community.

Councillor Freer-Jones thanked Members for their comments and reiterated that it was important to support the most vulnerable people in the community, while protecting public money.  She urged Members to support the recommendation, advising that allocating an additional £6,000 to CAL would ensure service provision for 2019/20.

RESOLVED

To APPROVE the allocation of an additional £6,000 to fund the revised operational requirements of Citizens Advice Leicestershire to 31 March, 2020.