Agenda and draft minutes

Apologies for absence were received from Councillors Bains, Douglas, Freer-Jones, Hurrell, Posnett and Wyatt.

To confirm the minutes of the previous meeting held on 20 November 2017.

To confirm the minutes of the previous Consultation meeting held on 12 February 2018.

The Minutes of the meeting held on 20 November 2017 were confirmed and authorised to be signed by the Chair.

The Minutes of the Consultation meeting held on 12 February 2018 were confirmed and authorised to be signed by the Chair subject to the following amendments:

Minute T17 – Apologies for Absence

Councillor Cumbers submitted her apologies for the meeting.

Minute T18 – Declarations of Interest

‘Councillor Bains declared a personal interest and here left the meeting’ would be removed.

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

Councillor Orson who was present as an observer and Councillor Pearson declared personal interests in any matters relating to the County Council, due to their roles as County Councillors.

There are no recommendations from other Committees.

There were no recommendations from other Committees.

There are no outstanding decisions to consider at this meeting.

There were no outstanding decisions to consider at this meeting.

The Director of Corporate Services to submit a report providing information on actual expenditure and income incurred on this Committee’s services compared to the latest approved budget for the period 1 April 2017 to 31 December 2017.

On behalf of the Director for Corporate Services, the Corporate Services Manager

(a)          submitted a report (copies of which had previously been circulated to Members) which provided information on actual expenditure and income incurred on this Committee’s services compared to the latest approved budget for the period 1 April 2017 to 31 December 2017;

(b)          gave a brief overview of the report, highlighting

·         Monitoring up to 31 December

·         the summary of income and expenditure for this Committee’s services, as detailed at Appendix A of the report

·         the summary of the income and expenditure for this Committee’s services compared to the approved budget at December 2017, as detailed at 3.3 of the report, showing a predicted underspend of £430

Upon proposal and seconding of the recommendation at 2.1 of the report, Members voted and it was

RESOLVED that the financial position on each of this Committee’s services to 31 December 2017 and year end forecast be noted.

Members agreed to consider the recommendation at 2.2 of the report in private session and it was

RESOLVED that the Public be excluded during the consideration of the following item of business in accordance with Part 1 of Schedule 12A of the Local Government Act 1972 (Access to Information: Exempt Information) under Paragraphs 3.

Members discussed the Skate Park Lease at Schedule 1 of the report and it was

RESOLVED that the skate park lease arrangements proposed at exempt Schedule 1 of the report be agreed in principle, with final terms of the lease to be brought to a future meeting of this Committee for Member consideration.

[The meeting resumed in public session]

The Director of Corporate Services to submit a report to update the Committee on the progress of schemes within the Capital Programme to January 2018.

On behalf of the Director for Corporate Services, the Corporate Services Manager

(a)          submitted a report (copies of which had previously been circulated to Members) updating the Committee on the progress of schemes within the Capital Programme to January 2018;

(b)          gave a brief overview of the report, highlighting

·         spending against budget for schemes within this Committee up to 31 January, as detailed at Appendix A of the report

·         the overall position for all capital schemes falling within this Committee, as detailed at 5.2 of the report

·         the Kirby Fields and Honeysuckle Way scheme completed in line with the budget

·         the Project Mandate as detailed at Appendix B of the report, seeking the release of capital funds (£20k) for new play equipment at Melton Country Park Climbing Forest and Kirby Fields

·         the Project Mandate as detailed at Appendix C of the report seeking Members’ support making a purpose built ‘Equalities Act’ compliant Path for All at Melton Country Park.  Members were encouraged to provide comments, which would be fed back to Community and Social Affairs Committee.

A Member stated that a number of residents had contacted them because the old play equipment at Honeysuckle Way had been taken away a considerable time before the new equipment had been installed.  The Member queried if the equipment had been removed because it was unsafe and the Waste and Environmental Maintenance Manager confirmed that this was correct.

A Member highlighted the £20k cost for new play equipment at Melton Country Park Climbing Forest and Kirby Fields, querying if sponsorship or grant funding had been considered to fund all or part of this cost.  The Waste and Environmental Maintenance Manager confirmed that sponsorship and grant funding possibilities were always explored and although grant funding was limited, it was hoped that such funding would be secured for the proposed Path for All project.

There being no further comments or questions, it was

RESOLVED that

(1)          the progress made on each capital scheme, as detailed in Appendix A of the report, together with the year end forecast position be noted;

(2)          the Project Mandate, as detailed in Appendix B of the report be approved for inclusion in the 2018/19 Capital Programme;

(3)          Member comments concerning the inclusion of the Path for All Mandate into the Capital Programme be referred to Community and Social Affairs Committee;

The Deputy Chief Executive to submit a report for members to acknowledge the impact of community action groups, including Melton Matters, and to explore future ways of closer partnership working and potential future formal partnership/alignment

On behalf of the Deputy Chief Executive, the Housing, Welfare and Safer Communities Manager

(a)          submitted a report (copies of which had previously been circulated to Members) enabling Members to acknowledge the impact of community action groups and explore future ways of closer partnership working and potential future formal partnership/alignment;

(b)          highlighted

·         this Council liaised in different ways (on a daily basis) with community groups.  The aim was to standardise an inconsistent approach to liaison to improve reporting processes and equality of response from services;

·         this Council was not currently aligned or affiliated with any community group but acknowledged that collaboration with these groups would be valuable.  The Council recognised them as a resource to the Borough, both as a focal point for voluntary action and as an important issue identification and notification tool, with an active online presence and dedicated social media following;

·         the proposal that he as Housing, Welfare and Safer Communities Manager assesses how each group reports issues to this Council

(c)          Requested that Members provide guidance on setting out the terms of liaison with community groups

A Member commented that partnership working was key to this Council’s successful delivery of services.  They added that it was important that Council Partners were constituted organisations/groups.

The Housing, Welfare and Safer Communities Manager advised that this Council received significant call of demand from a number of groups, some of whom were not constituted and he reiterated that the Council recognised the value of its liaison with them.  He confirmed he would raise the issue of constitutionalising themselves with the groups.

Another Member commented that Councillors’ direct liaison with the local community was invaluable and information received from the public was heavily relied upon.  Members should readily avail themselves for discussion with the public and make every effort to provide them with information.  As a resource, these groups should be ‘tapped into’ but it was important to demonstrate caution in engagement and formal alignment with non-constituted groups.  Highlighting 5.2 of the report and further commenting that MBC logos on garments of those not employed by this Council may be confusing for the public, the Member queried what the insurance implications of such alignment would be.

The Housing, Welfare and Safer Communities Manager confirmed that these comments were noted.  The intention was to improve and manage the reporting of issues procedures for community groups in the most effective way to result in the highest number of positive outcomes possible.  Communication via digital apps, Customer Services, direct to each service, online forms and single liaison point should be explored.

A Member commented that the management structure and style of this Council was changing.  In the past, there had been a lack of engagement with many community groups.  Our community groups had much to offer.  This Council should be pro-active in working with the groups and could even consider offering them community projects to undertake.  The Member disagreed with previous comments stating the importance of these groups being constituted.  Issues such as dog  ...  view the full minutes text for item T33

The Deputy Chief Executive to submit a report to provide members with an updated position statement regarding the ongoing neighbourhood management project within the Melton Borough and to provide members with updated information regarding recruitment of a dedicated neighbourhood resource, the planned operations of the recruited officers and the greater alignment with communities within the Borough.

On behalf of the Deputy Chief Executive, the Housing, Welfare and Safer Communities Manager

(a)          submitted a report providing Members with an updated position statement regarding the ongoing neighbourhood management project within the Melton Borough and providing Members with updated information regarding recruitment of a dedicated neighbourhood resource, the planned operations of the recruited officers and the greater alignment with communities within the Borough.

(b)          advised that the report set out the work which the proposed two full time Neighbourhood Officers would do once in post

(c)          highlighted

·         Full Council had recently approved an increase in funding to accelerate the recruitment of two full time Neighbourhood Support Officers

·         Funds would be released in the 2018/19 financial year and  would be focussed on the four ‘priority areas’ within Melton, identified as Egerton Ward, Fairmead Estate, Town Centre Flats and Queensway Estate (and would also cover the wider town area)

·         A recruitment phase would begin in April 2018.  The scope of remit for officers would evolve over the year and the resource would remain flexible, with a review of responsibilities and roles within the first six months of implementation.  Progress would be reported to this Committee on a quarterly basis

·         Policy for enforcement was on ‘our agenda’.  However, officers would not from the outset have any specific enforcement responsibilities or delegated powers.  It was anticipated they would have the responsibility to

                                     I.        identify a particular need for action and recommend a specific response to service areas

                                    II.        identify and deal with issues such as littering, dog fouling, fly tipping etc

                                   III.        engage with our residents more effectively and have better presence in the community.  Quarterly reports on progress instead of six monthly.

A Member queried what were the proposed working hours for the officers and the Housing, Welfare and Safer Communities Manager confirmed the hours of work would be flexible to include week days, evenings and weekend.

Another Member commented that this action was very positive for residents and asked if it included the borough as well as the town.  The Housing, Welfare and Safer Communities Manager advised that the issues identified within the report were predominantly town issues and so this action was principally for the town area.  The Deputy Chief Executive added that the funding originated mainly from the Special Expenses for the town (as well as the General Fund and the Housing Revenue Account).  However, if there was a particular need outside the town, action through this resource could be considered.

There being no further comments or questions, it was

RESOLVED that

(1)          the outline roles for the Neighbourhood Support Officers be approved.

To consider any other items that the Chair considers urgent.

There was no urgent business.