Agenda and minutes

Apologies for absence were given for Councillor Beaken, Councillor Chandler and Councillor Posnett.

To confirm the minutes of the last meeting of the Committee on 23rd March 2017,the minutes of the Committee on 24th January 2017 and the AD HOC Committee on 1st February 2017.

The Minutes of the Committee held on the 24January 2017, 01 February 2017 and 21 March 2017 were confirmed and authorised to be signed by the Chair.

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

Councillor Pearson declared a disclosable pecuniary interest regarding the ‘Tennis’ portion of the Melton Leisure Vision- Update report due to his recent links to SLM.

Councillor Glancy declared a disclosable pecuniary interest regarding the ‘Tennis’ portion of the Melton Leisure Vision- Update report due to her knowing the people who have set up the Tennis Provision at the KEVII site.

There were no recommendations from other committees.

The Head of Communities and Neighbourhoods to submit an update on decisions from the previous meeting of the committee.

The Head of Communities and Neighbourhoods submitted a report for Members to note the update on decisions from the previous meetings of this Committee.

RESOLVED that The Update on Decisions be noted.

It was noted that Item 6 of the Agenda was to be removed from this Committee meeting.

The Head of Communities & Neighbourhoods to submit a report seeking Members’ determination on an Asset of Community Value request for a review.

It was noted that Item 6 of the Agenda was to be removed from this Committee meeting.

PUBLIC CONVENIENCES TASK GROUP:

1.To review the current issues related to the provision of public toilets in Melton Mowbray Town Centre taking into account the public consultation in Spring 2015.

2.To establish a strategy on how to ensure a modern, accessible and fit for purpose provision for now and moving into the future taking into account financial constraints on the Council and also the Council’s commitment towards improving the Town Centre.

3.To consider what further consultation is necessary to move from existing service level to any new proposals.

HOUSING REPAIRS CONTRACT TASK GROUP:

1.To oversee the Procurement of a Housing Repairs Contract and report back to the Community & Social Affairs Committee with recommendations on a longer term Housing Responsive, Voids and Planned Maintenance Repairs Service’

The Head of Communities and Neighbourhoods asked members if they like to reconstitute the current Tasks Groups for this Committee and if so elect members onto the respective task groups.

RESOLVED that the Members for that Task Groups 2017-18 be approved.

PUBLIC CONVENIENCES GROUP:

Councillor M. Blase

Councillor A. Freer-Jones

Councillor M.Glancy

Councillor S. Lumley

Councillor A. Pearson

HOUSING REPAIRS CONTRACT GROUP:

Councillor M. Blasé

Councillor R. de Burle

Councillor S. Lumley

Councillor A. Pearson

Councillor D. Wright

The Head of Central Services and the Head of Communities and Neighbourhoods to submit a joint report to provide Members with information on the provisional year end position for 2016-17.

The Head of Central Services and Head of Communities and Neighbourhoods submitted as joint report to provide members with information on the provisional year end position for 2016-17, which is subject to external audit certification and the implications for the working balance on the HRA.

The Central Services Manger gave an over view of the report brining Member attention to:

·         Appendix A which compares the provisional year end position for 2016-17 to the original estimate set in January 2016 and the approved estimate. Noting the comments re: Variations against approved estimate.

·         3.2 Noting the provisional year end position shows an actual deficit of income over expenditure of £273,468 (line 47); an underspend of £194,513 against the approved budgeted deficit of £467,980 (line 47) and a resulting working balance of £1,186,019.

A brief discussion took place regarding the noting that the report was very clear and positive.

The Chair sought a proposer and seconder to move the recommendation. All Members were in favour.

RESOLVED that Members took note of the variations to the 2016-17 original estimates and the latest approved estimates as set out in the attached paper and the effect on the working balance.

The Head of Communities & Neighbourhoods to present a report to provide members with an update on the W2W’s programme for 2017/18 and seek members’ approval for the fees and charges for the service from 1 July 2017.

The Head of Communities and Neighbourhoods submitted a report to provide members with an update on the W2W’s programme for 2017/18 and seek Members’ approval for the fees and charges for the service from 1 July 2017.

The Head of Communities and Neighbourhoods gave an overview of the report bringing Members attention to the information they were made aware of during the 14 September 2016 meeting of this Committee and their approval of the interim charges for 2016-17 that were to be effective from 1 October 2016 until 31 March 2017.

The Head of Communities and Neighbourhoods brought Members attention to:

·         3.6 Noting at the end of March 2017 there were over 90 users on the W2W scheme.

·         3.7 Stating a bid to Daventry District Council has been submitted to deliver up to 30 Fleet and potentially 50 client services. Officers were still awaiting the outcome of this bid.

·         3.9 Noting the importance of focus on income collection, bad debt collection and exploring other funding schemes to continue to remain a successful, value for money, budget balanced and well used service.

·         3.12 Asking Members to advise officers on whether to introduce the charges recommended.

·         5.1 Noting the current budget projections anticipate a budget shortfall in a worst case scenario of up to £51K (if the Daventry bid is unsuccessful) ,but note that this includes a number of assumptions one of which is that the proposed fees and charges will be approved and implemented from 1st July.

·         5.2 Noting that there is currently £21k in a W2W personal account from previous years and members could approve that this is used to mitigate the projected shortfall.

A Brief talk through of the report recommendations was given by the Head of Communities and Neighbourhoods.

A discussion was had regarding what the total cost and the total shortfall of the scheme was. The Central Services Manager stating the total cost was £341k and shortfall was £51k, which had assumed all of the bids would be successful and the relative income was budgeted for.

It was noted that this shortfall could be helped with improving the recovery and recouping charges.

Members enquired as to whether this was still a viable scheme with the projected deficit, the Head of Communities and Neighbourhoods stated that although it is a complicated budget it is still viable and has potential. It was also noted that the scheme is a surplus and the reason it shows as a shortfall is due to the over estimation of funding, if this had not been done the report would be showing the scheme as viable.

The Strategic Director wanted to note the importance that Members remember the role the scheme has to helping individuals become financially independent and the proven benefits it has had to the community so far, their would be a big social impact if removed.

A Discussion was had regarding the £140 CBT charge being too much and may discourage people who could not afford this; a Member also noted  ...  view the full minutes text for item C9

The Head of Communities & Neighbourhoods to submit a report seeking members’ approval on the Melton Community Safety Plan.

The Head of Communities and Neighbourhoods submitted a report to seek Members approval on the Melton Community Safety Plan.

The Head of Communities and Neighbourhoods gave an overview of the report bringing Members noting the priorities within the plant for Melton area stated in 3.4 of the report as well as bring members attention to Appendix A the Community Safety Plan 2017-2020.

A Discussion was had regarding the terminology used in section 4 of the plan as some Members felt the word ‘ increase’ did not read correctly. Members felt it needed to be corrected to read as encouraging people to report by giving more confidence and easier access.

A Member also noted that the ‘ Contribution of partners’ list of the Community Safety plan should also include private sector companies i.e. schools or MARS, not just government businesses.

The Head of Communities and Neighbourhoods noted he would take these comments back the Safer Melton partnership to consider.

The Chair moved that the recommendation be approved subject to comments. All Members were in favour.

RESOLVED that Members approved the Melton Community Safety Plan 2017-2020 attached as Appendix A; Subject to comments.

The Head of Communities & Neighbourhoods to present a discussion and decision paper outlining the current status of the 3 main clubs operating from the King Edward VII site.

The Head of Communities and Neighbourhoods presented a discussion and decision paper outlining the current status of the 3 main clubs operating from the King Edward VII site.

It was decided to take each club separately to allow the Chair and Councillor Glancy to leave before the Tennis Club was discussed.

The Head of Communities and Neighbourhoods gave a brief over view of the Melton Town Football Club section of the report noting that Tranche 1 of the plan has now been fully paid allowing the club to move on to Tranche 2.

The Head of Communities and Neighbourhoods noted that the Key Decisions of the report would be regarded as the recommendations, the key area being around the difficulty the Football Club have in paying their rent in the first 3 years.

The Strategic Director noted that the Football club had undertaken work and repairs of £2.6k in 2016/17; this work would have been Melton Borough Councils (MBC) work to pay for, so potentially the Club have already paid for the rent for 2016/17.

It was also stated that the Members should think about the potential a high standard football team could have in regards to bring to Melton e.g. other income ventures and sponsorships.

The work done by the Club could lead a significant grant from the FA to build a stadium, noting this stadium would always be there even if the club was to finish.

A Member noted that it was concerning that they were struggling at the start of a 21 year agreement to which the Head of Communities and Neighbourhoods stated that MBC have only asked for 2 years to start to see what their wider development looks like and will be renegotiated after this.

A Member noted that they would like to have a report back addressing the issues.

A Member enquired as to whether it can be stated in the agreement that the club will not do anymore improvements that MBC should being completing, without authorisation. The Head of Communities and Neighbourhoods stated that yes this will be assured.

The Chair moved that the recommendations be approved. All members were in favour.

RESOLVED that

(1)  Members approve the request to waver rent for 2 years (2017/18 &2018/19)

(2)  Members took note that as part of any new development it will be necessary to renegotiate terms based on new facilities.

The Head of Communities and Neighbourhoods gave an overview of the Melton Mowbray Rugby Football Club section of the report noting that the Club have been paying £5k a year as well as maintaining the pitches which should have been MBC duty.

It was noted by some Members that they would like a report on the actual figures, the Strategic Director noted that in regards to needing to move on this quickly he would be happy to go through the details and figure in depth with members outside the meeting, if any further concerns were raised these could be brought back to the committee,  ...  view the full minutes text for item C11

To consider any other items that the Chair considers urgent

There was no urgent business.