Agenda and minutes

Apologies for absence were received from Councillors de Burle, Simpson and Wright.

To confirm the minutes of

(a)  the Extraordinary Meeting held on 4 July 2017; and

(b)  the Ordinary Meeting held on 19 July 2017

(1)  Subject to the following amendment to Minute CO23 to delete the 3 bullet points in the pre-amble to be replaced with the undermentioned wording in italics, the minutes of the Extraordinary meeting held on 4 July 2017 were confirmed as a correct record and authorised to be signed by the Mayor.

Councillor Chandler advised the Council:

•    this subject matter had attracted a great deal of interest through consultation period with very strong and conflicting views expressed on almost all aspects.  This had led to the review of the spatial strategy from its key starting point – the 65:35 ratio between Melton Mowbray and the rural areas through to the inclusion of individual villages as service centres and rural hubs.  There is little prospect of satisfying everyone’s aspirations but we remain convinced that the distribution within the last version of the plan was fair and justified and we do not propose a fundamental change in direction.  However there is always room for improvement and it is in all of our interests to develop and improve the plan where we can;

•    the report addresses some of those issue and identifies some key improvements we can make.  It clarifies the balance between Melton and the rural area and our expectations of how the development will take place.  Importantly, it addresses one of the issues that caused the greatest criticism in the last consultation to rework the village allocation so that we can avoid the need of redistribution between villages.  This is possible because the work on sites – item 3E – has brought forward a better range of sites and in turn a closer fit to the approach of allocations it is based upon, allocating based on population size;

•    on a new approach to SS3 unallocated sites: stepping away from prescriptive limits which would be hard to justify and may not stand the test of time.  A new approach is proposed as a focused change which would allow a responsive approach to be taken on 3;

•    a judgement based on need and impact not a tick box approach based on fixed numbers.  Improving the review clauses in SS6 so that they are more precise and inclusive of the options available;

•    the recommendation is to note the differences between the significant focused changes; recommendations parts 2 and 3 are less important modifications where it is proposed we take the opportunity to improve the text of 4, 5 and 6.

(2)  the minutes of the ordinary meeting held on 19 July 2017 were confirmed as a correct record and authorised to be signed by the Mayor.

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

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

Under the previous minute, Councillors Graham and Holmes declared a potential pecuniary interest should there be any debate on the subject of the Melton Local Plan.

The Chief Executive and the Deputy Chief Executive both declared a personal interest in relation to item 8(c) on the agenda ‘Disciplinary and Dismissal Procedures for Statutory Officers’ and indicated that they would leave the room during consideration of this matter (minute CO62 refers).

Councillor Greenow declared a pecuniary interest in that part of the Leader’s announcements referring to the Melton Leisure Vision and left the room during the Leader’s report on that matter (minute C56 refers).

The Mayor

(a)  to make his announcements, including a presentation to the outgoing Mayor’s Cadet and appointment of the new Mayor’s Cadet; and

(b)  to request that the Council considers moving the date of its December meeting to Tuesday 12 December having regard to the special service taking place at St Mary’s Parish Church on Wednesday evening 13 December to mark the re-opening of the church.

The Mayor began his announcements by welcoming the new Chief Executive to his first scheduled meeting of the Full Council.

(a)  The Mayor referred to the current busy period in the Mayoral calendar during which he had attended 28 engagements since the last meeting with the Deputy Mayor attending 6 events on his behalf.  In particular he highlighted that in August he had been invited by the Consul General of India in Birmingham, Dr Aman Puri, to attend and speak at the 70^th Anniversary of India’s Independence celebration in Birmingham.  The Mayor read out a letter he had received from Dr Puri and advised Members that he would be inviting him to a future meeting of the Council. After running though some of the events he had particularly enjoyed, the Mayor commended the young cadets who had taken part in the recent Battle of Britain parade;

(b)  The Mayor then introduced the item on the Mayor’s Cadet:  the role of the first Mayor’s Cadet had been undertaken by Cadet Corporal Samuel Page from the 1279 (Melton Mowbray) Squadron Air Training Corps.  The Mayor reminded Members about the role of the Mayor’s Cadet and commended  Cadet Corporal Page for the way he had embraced it.  The Mayor conveyed a message from the immediate past Mayor, Councillor David Wright, who had thanked Sam for his outstanding dedication and commitment, stating he was a credit to his Squadron who, along with his parents must be very proud.  His attendance at events and occasions had always been much appreciated.  Cadet Corporal Page was invited to come forward and gave a presentation on his year to Members, during which he

·         outlined the duties he had performed for the Mayor that had included carrying the wreath in the Remembrance Day parade and giving a reading at the Mayor’s Carol Service;

·         spoke about particular highlights of his year such as attending the Civic Dinner and the opportunities for meeting civic dignitaries.  Although he had been unable to attend the Mayor Making ceremony in May due to his exams he expressed his appreciation of Councillor Bains’ commitment to being Mayor and his enthusiasm for engaging with young people;

·         referred to his pride in wearing the Mayor’s Cadet brassard which he had been able to show  to other ATC cadets around the county;

·         gave a few words of advice to his successor, Cadet Corporal Joseph Roper, wishing him luck, encouraging him to make the most of the experience and to wear the brassard with pride;

·         thanked the immediate past and current Mayors, his Officer Commanding Flt Lt Dan McGlynn, the Senior Town Warden Mrs Hickling, and the Council’s Civic Officer Mrs Shuttlewood for their help and support.

The Mayor then presented Cadet Corporal Page with a certificate to commemorate his year of office and a specially framed brassard from his Squadron.  Before appointing the new Mayor’s Cadet, the Mayor wished to place on record his thanks to Flt Lt McGlynn for inviting him and the Mayoress  ...  view the full minutes text for item CO55

The Leader submitted his report to the Council on the following matters:

(a)       his initial meetings with the new Chief Executive where they had discussed fostering an inclusive Council.  To that end, the Leader advised that senior officers  would now be holding monthly briefing meetings with  Chairs and Vice-Chairs so that they could discuss policy options and then relay information to their committee members.  The Chief Executive was keen to ensure that a ‘no surprises’ culture was developed so that information was not read first hand in the local press;

(b)       the reinstatement of the ‘patch walks’ on the wards and the extension of this to other wards;

(c)        he had invited Councillor Holmes and Councillor Illingworth to put forward their ideas on improvements to the Planning process;

(d)       the Police & Crime Commissioner would be in attendance at a public meeting on 26 October at Parkside.  The Chief Constable, the LPU Commander, the Probation Service, and other key players had also been invited;

(e)       improving connectivity with Nottingham:  improvements to the areas infrastructure were integral to the significant growth aspirations for Melton.  Positive progress was being made towards the delivery of the distributor road but rail connectivity was also vital.  The Council had recently submitted a response to the East Midlands Rail Franchise Consultation setting out its opposition to the potential loss of Melton’s direct connection to London.  The Council had also promoted its belief that improving rail connectivity to Nottingham was vital it the growth aspirations were to be achieved, as well as enabling Melton to benefit from HS2.  The Chief Executive had been asked to open a dialogue with relevant parties about the potential to realise this ambition and support in principle had been secured from Sir Alan Duncan MP;

(f)        one of his priorities as Leader was the Council’s staff; the Council had recently lost a number of senior staff to the detriment of the organisation and he was concerned that with bold ambitions for the future, the Council could only achieve this if it attracted, developed and retained good people.  An early focus and priority for the new Chief Executive was to understand the current culture and approach to recruitment and retention to ensure that the Council was seen as a great place to work.  A staff workshop to develop ideas had already taken place and further workshops would follow involving staff from across the organisation.  It was hoped to bring forward a new Workforce Strategy in the next few months setting out a number of measures to make the Council more attractive to prospective candidates and also to retain the best people.  In order to increase his connection with colleagues across the organisation, he would be  arranging an informal meet and greet to get to know the various teams better;

[Councillor Greenow left the meeting at this point.]

(g)       the Council had been going through a procurement process to assess the viability of a new leisure village at the former King Edward VII site on  ...  view the full minutes text for item CO56

The Leader and Chairs of Policy Committees to answer any questions from the public of which notice has been given in accordance with Council Procedure Rule 9 of the Constitution.

No questions were received by the deadline.

There were no questions to be put.

In accordance with Procedure Rule 24.1, the Chief Executive shall report

the receipt of a petition to the next meeting of the Council where there shall be no debate or comment thereon.

There are no petitions received.

No petitions had been received.

Governance Committee: 19 September 2017 – Minute 26 Constitution Update

RECOMMENDED:

(1)  To approve the consequential changes to the Constitution listed at Appendix A which are as a result of the recent Senior Management Restructure;

(2)  Recommendations from the Rural, Economic and Environmental Affairs Committee held on 7 June 2017 :-

(a)       the Constitution set the name of this Committee as Melton Economic and Environmental Affairs Committee;

(b)       To consider amending that the Terms of Reference of the policy committees as follows:-

Policy, Finance and Administration Committee have included new delegations as follows:-

To deal with all responsibilities within the remit of this Committee in accordance with the best interests of all local communities, including rural.

Community and Social Affairs Committee and those of this Committee as retitled be amended as follows: -

To deal with all responsibilities within the remit of this Committee in accordance with the best interests of all local communities, including rural.

(3)  Subject to approval at the Community and Social Affairs Committee to be held on 13 September 2017 the following new Officer delegation be approved to the Head of Communities and Neighbourhoods :-

In consultation with the Corporate Director to re-set the Housing Revenue Account existing fees and charges.

A copy of the original report to the Governance Committee is recirculated with this agenda. Appendices A1 and A2 are available here.

Councillor Cumbers presented the recommendations from the Governance Committee meeting held on 19 September 2017 (minute G.26 refers) in respect of updating the Council’s Constitution and so moved the recommendations as contained in the Order Paper before Members.  The motion was seconded by Councillor Posnett.  Following a vote the motion was carried.

RESOLVED:

(1)  To approve the consequential changes to the Constitution listed at Appendix A which are as a result of the recent Senior Management Restructure;

(2)  Recommendations from the Rural, Economic and Environmental Affairs Committee held on 7 June 2017 :-

(a)       the Constitution set the name of this Committee as Melton Economic and Environmental Affairs Committee;

(b)       To consider amending that the Terms of Reference of the policy committees as follows:-

Policy, Finance and Administration Committee have included new delegations as follows:-

To deal with all responsibilities within the remit of this Committee in accordance with the best interests of all local communities, including rural.

Community and Social Affairs Committee and those of this Committee as retitled be amended as follows: -

To deal with all responsibilities within the remit of this Committee in accordance with the best interests of all local communities, including rural.

Governance Committee: 19 September 2017 – Minute G27 Subsistence Arrangements

RECOMMENDED:  That Full Council be asked to consider a trial for 6 months being implemented on an enhanced offer of non perishable snacks including healthy choices catering for a variety of dietary needs to be provided before all Full Council and committee meetings, extraordinary council, ad hoc meetings, task groups and working groups.

A copy of the original report to the Governance Committee is recirculated with this agenda.

Councillor Cumbers presented the recommendation of the Governance Committee from its meeting held on 19 September 2017 regarding subsistence arrangements (minute G.27 refers).  The Committee had asked the Council to consider a trial for 6 months being implemented on an enhanced offer of non perishable snacks including healthy choices catering for a variety of dietary needs to be provided before all Full Council and committee meetings, extraordinary council, ad hoc meetings, task groups and working groups.

Councillor Cumbers spoke in support of the motion that the Committee had debated this issue twice and there had been some disagreement.  The recommendation before Members therefore represented a compromise solution which would be at a fraction of the cost of previous subsistence arrangements and would incur no waste.  She so moved the recommendation which was seconded by Councillor Chandler.

A lengthy debate ensued during which support both for and against this provision were expressed. Comments supporting the motion referred to the relative small cost and the benefits this provided to allow Members and Officers to meet informally with each other.  It was also suggested that it would assist officers for whom evening meetings represented a long working day, and those Members who were also in employment.  In opposing the motion, comments were made on how this could be perceived by the public when the Council was faced with making savings which impacted on services it delivered; Members were paid an allowance and could easily plan ahead to make their own food arrangements; most Councils did not provide refreshments at meetings nowadays  - some did not even provide biscuits.  A request for a recorded vote on the motion was supported in accordance with Procedure Rule 15.5(a):

The motion was therefore lost.  In the absence of any further motion being put, it was

RESOLVED:  that no further action be taken on the provision of non perishable snacks before Full Council and committee meetings, extraordinary council, ad hoc meetings, task groups and working groups.

[The Chief Executive and the Deputy Chief Executive here left the meeting.]

Policy, Finance & Administration Committee – 26 September 2017: Minute P.26 Disciplinary and Dismissal Procedures for Statutory Officers

3) To recommend to Full Council that the Policy, Finance and Administration Committee be appointed as an Investigating and Disciplinary Committee which is politically balanced with no less than 5 Members which is set out in appendix C. Appendix C to be amended to include the Section 151(Chief Finance Officer) and the Monitoring Officer.

A copy of the original report (and Appendix C) to the Policy, Finance & Administration Committee is recirculated with this agenda.

Policy, Finance & Administration Committee: 26 September 2017: Minute P26  – Disciplinary and Dismissal Procedures for Statutory Officers

RESOLVED:  that

(1)  the Policy, Finance and Administration Committee be appointed as an Investigating and Disciplinary Committee which is politically balanced with no less than 5 Members which is set out in appendix C. Appendix C to be amended to include the Section 151(Chief Finance Officer) and the Monitoring Officer;

(2)  the terms of reference of the Appeals Committee be amended as set out in Appendix D.

[The Chief Executive and the Deputy Chief Executive here returned to the meeting.]

(a)  The Chairmen of Committees to answer any questions upon items of reports of Committees when those items are being received or under consideration by the Council in accordance with Council Procedure Rule 10.1 of the Constitution :-

(b)   In accordance with Procedure Rules 10.3 and 10.5, a Member may ask the Mayor, Leader or the Chairman of any committee or sub-committee, a question on any matter in relation to which the Council has powers or duties or which affects the Melton Borough.

No questions were received by the deadline.

(a)       Members had before them the reports of the following Committees upon which the Chairmen of those Committees may be asked to answer any questions upon items when those items are being received or under consideration by the Council in accordance with Council Procedure Rule 10.1 of the Constitution :-

(b)   as Chair of the Community & Social Affairs Committee, Councillor Pearson reported that  at a recent meeting of TFEC Mr John Skerritt had been re-elected as Chair and Mr Ken Snow had been elected as the new Deputy Chair.  Councillor Pearson spoke on the importance of engaging with TFEC as they were the eyes and ears of the Council in terms of tenants who needed help and support and therefore fulfilled an important role.  The Leader endorsed Councillor Pearson’s remarks and asked that letters of thanks to Mr John Skerritt and Mr Ken Snow on their appointments as Chair and Deputy Chair of TFEC be sent conveying the appreciation of the Council for their contribution;

(c)  Councillor Pearson gave a brief update on the Grove Primary School which was currently in special measures;

(d)       there being no other comments or questions in relation to the sets of minutes presented, the reports of the committees were noted.

There were no Motions  received in accordance with

Procedure Rule 11.1

There were no Motions on Notice received in accordance with Procedure Rule 11.1

The Head of Strategic Planning & Regulatory Services to submit a report seeking approval for the details of the Council’s involvement in the ‘Lightbulb’ project.

The Leader commended the report to Members and the recommendations contained therein, stating that it represented true partnership working.  The motion was seconded by Councillor Higgins.

A Member spoke in support of the motion stating that this process had been followed across the county.  Another Member referred to the current uncertainty over the Better Care Fund and therefore this project would help those who needed this assistance.

Following a vote, the motion was unanimously carried.

RESOLVED: that involvement in the Light Bulb Project be agreed within the terms determined by Policy, Finance and Administration Committee on 11th July 2017(see appendix 1), in particular :

(1) that the Council’s Disabled Facilities Grant responsibilities under the Housing Grants, Construction and Regeneration Act 1996 Act be delegated to Blaby DC to implement on the Council’s behalf and;

(2) the Head of Regulatory Services, in consultation with the Solicitor to the Council, be granted delegated authority to sign the Legal Agreements with Blaby DC and other partner Authorities to facilitate the above.

(1)  The Chief Executive to report at the Annual Meeting held on 16 May 2017

(a)    Councillor Rhodes had been appointed to the Governance Committee.  At the request of the Leader, Councillor Rhodes to be replaced by Councillor Glancy on this Committee;

(b)  Councillor Wright had been appointed to the Licensing & Regulatory Committee.  At the request of the Leader, Councillor Wright to be replaced by Councillor Faulkner on this Committee;

(c)   Councillor Rhodes had been appointed to the Melton Local Plan Working Group.  At the request of the Leader, Councillor Rhodes to be replaced by Councillor Wyatt on the Working Group.

(d)  Councillor Orson had been appointed as the Lead Member for Performance Management and his membership of the Performance Management Task Group was essential to that role.  To request that

(i)  Councillor Orson be appointed to the Performance Management Task Group

(ii)  the Terms of Reference of the Performance Management Task Group be amended to include the following :-

‘The Lead Member for Performance Management be included in the membership of the Performance Management Task Group’

(2)  The Council is asked to approve these changes.

The Leader introduced the item relating to changes in membership which, he explained, were as a result of requests from individual Members.  Members’ attention was drawn to the additional change from those listed in the published agenda concerning the Governance Sub-Committee 2.  The list of membership changes as outlined in the Order Paper were moved by the Leader and seconded by Councillor Higgins.  Following a vote the motion was carried unanimously.

RESOLVED: that

(1)    Councillor Rhodes be replaced by Councillor Glancy on the Governance Committee;

(2)    Councillor Wright be replaced by Councillor Faulkner on the Licensing & Regulatory Committee;

(3)    Councillor Rhodes to be replaced by Councillor Wyatt on the Melton Local Plan Working Group.

(4)     as the Lead Member for Performance Management , Councillor Orson be appointed to the Performance Management Task Group; and

 the Terms of Reference of the Performance Management Task Group be amended to include the following :-

‘The Lead Member for Performance Management be included in the membership of the Performance Management Task Group’

(5)   Councillor Posnett be replaced by Councillor Freer-Jones on both the Governance Committee and Governance Sub Committee 2.