Agenda, decisions and minutes

There were no apologies for absence.

To confirm the minutes of the meeting held on 18 November 2020.

The minutes of the meeting held on 18 November 2020 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.

Councillors Orson and Pearson each declared an interest in any items relating to Leicestershire County Council, due to their roles as a County Councillors.

No items have been referred from Scrutiny Committee in accordance with the Scrutiny Procedure Rules.

No items had been referred from Scrutiny Committee in accordance with the Scrutiny Procedure Rules.

The Leader of the Council to submit a report advising Members of current performance against the defined performance measures for the priority themes within the Council’s Corporate Strategy and providing details relating to the first and second quarters of the financial year 2020-21 and progress against key activities and projects.

Cabinet NOTED the contents of the report and provided observations or actions to the relevant officers.

Dawn Garton, Director for Corporate Services introduced the report, the purpose of which was to advise Members of current performance against the defined performance measures for the priority themes within the Council’s Corporate Strategy and to provide details relating to the first and second quarters of the financial year 2020/21 and of progress against key activities and projects.

Mrs. Garton advised that the detailed information contained in appendix 1 was summarised in the report.  Scrutiny Committee would consider this information on 22 December and this would help inform the Committee’s Workplan.

Councillor Joe Orson, Leader of the Council commented on the importance of the report and highlighted that it was the first to set out the Council’s performance against its priorities and objectives within the new Corporate Strategy.

During discussion the following points were noted:

• Members noted that the report was comprehensive, detailing the work undertaken by the Council and the many improvements it had achieved (in housing benefit payments, homelessness and the use of bed and breakfast accommodation etc.)
• Tackling homelessness was a priority for Members and officers.  There was concern that homelessness may increase due to financial issues resulting from Covid-19 but the Council was prepared to address this.
• Members commented on the Council’s priority to provide excellent services for the community and thanked all staff for their work to achieve this.

Cabinet NOTED the contents of the report and provided observations or actions to the relevant officers.

Reason for the decision

Having established a new Corporate Strategy in September 2020, is it important the Council regularly receives and considers performance information to evaluate progress. The Council’s Corporate Performance Measures are used to focus on key priority services and projects and seek to help inform the Cabinet, Members and Officers with regard to the formation of policy and oversight of delivery. This report will be provided to Cabinet twice a year and will also be provided to the Scrutiny Committee to enable them to consider appropriate areas for their Workplan.

The Portfolio Holder for Growth and Prosperity (and Deputy Leader) to submit a report to note the work undertaken in support of growth and prosperity and approve plans to establish a new Food Enterprise Centre in Melton.

Cabinet:

1)  NOTED the work undertaken to support the promotion of growth and prosperity within Melton.

2)  APPROVED plans to establish a new Food Enterprise Centre in Melton and notes the resources allocated and next steps.

Pranali Parikh, Director for Growth and Regeneration introduced the report, the purpose of which was to note the work undertaken in support of growth and prosperity and approve plans to establish a new Food Enterprise Centre in Melton.

Ms. Parikh advised that establishing a Food Enterprise Centre and reinforcing Melton’s identity as a rural capital of food was a priority within the Council’s Corporate Strategy.  The food production sector was key to Melton’s economy and the Council’s support and enhancement was crucial.  Total funding for the project was £150k (representing Leicestershire Enterprise Partnership funding of £100k and Council funding of £50k).

Ms. Parikh detailed the Council’s ambitious plan to establish a Food Enterprise Centre (working with and enabling farmers and food growers in the area; facilitating development of employment sites and facilities by developing the sites allocated in the Local Plan; technical support for businesses to help them retain and grow in size and ambition; developing skills in partnership with educational establishments to use skills and expertise; enhancing experience on the high street, within the town centre and rural areas by connecting food production and food experience placed and creating the farm to folk approach) and plan for enhancement through development of a cluster of businesses with on site production, classroom development facilities, networking possibilities, promotion and marketing.  Partnership working would be key to the success of the project.

Funding opportunities would be sought for the next phase of Food Enterprise Centre investment and a range of activities to help create a detailed business case were detailed within the report.

Councillor Leigh Higgins, Portfolio Holder for Growth & Prosperity (and Deputy Leader) thanked Ms. Parikh and her team for their work.  He highlighted that Melton was a strategic growth area in the Leicestershire growth plan and the strategic growth plan, which had been adopted.  Sustainable growth was key to the creation of employment opportunities.

Councillor Higgins thanked the hospitality sector for their endurance through the Covid-19 pandemic.  The Council had undertaken work to support the sector and continued to lobby Government to ensure it received adequate funding.

Councillor Higgins highlighted that the Council aimed to include other initiatives in this plan to ensure that Melton benefited from any growth.  He noted the work of food scientists to help drive Melton’s economy and commented on the success of local businesses, which helped to promote Melton.  He added that a Food Enterprise Centre would drive regeneration and tourism.

During discussion the following points were noted:

• Members welcomed the proposals and plans detailed in the report and thanks Councillor Higgins, Ms. Parikh and her team for their work.
• Melton’s high quality food products were based on history, heritage and tradition and were enjoyed nationally and internationally, as well as locally.
• Food was a growing industry and the plans to support and enhance this sector were important for Melton’s future.  Members looked forward to the economic investment and improvements in Melton as a result of the project.
• Members noted that the Council was working closely  ...  view the full minutes text for item 137.

The Leader of the Council to submit a report updating Members on the prospect of Leicestershire County Council accepting the Housing Infrastructure Funding award, the expectations they have placed upon Melton Borough Council including with regard to risk sharing and development of the revised Masterplan as a key element of the supporting information required by Homes England.

Cabinet:

2.1  NOTED:

a)    the progress made towards acceptance of the Housing Infrastructure Fund (HIF) award and the positive and collaborative work undertaken between Melton Borough Council, Leicestershire County Council and developers.

b)    the significant efforts that Melton Borough Council has undertaken to support infrastructure delivery within Melton.

c)    that the decision as to whether to accept the Housing Infrastructure Funding rests with Leicestershire County Council and the risk associated with the delivery and funding for Highways and Education is a statutory function of the County Council which the Borough Council is committed to support.

2.2  APPROVED the proposed development layout included in Appendix A which will further develop the Masterplan to guide the consideration of future planning applications in the South Sustainable Neighbourhood area and support the County Council’s intention to accept the Housing Infrastructure Fund award.

2.3  APPROVED in principle that the Borough Council enters into a risk sharing agreement on the basis of the principles set out in this report, specifically at section 5.10 which limits its financial liability as proposed i.e. up to £1m cap (capital) or £50k cap (revenue).

2.4 Subject to 2.3 and the County Council agreeing to proceed with the Borough Council’s proposed cap, APPROVED the delegation of authority to the Director for Corporate Services in consultation with the Leader of the Council to negotiate the practicalities, parameters and terms of the risk sharing agreement before seeking approval from Council.

Jim Worley, Assistant Director for Strategic Planning and Delivery introduced the report, the purpose of which was to update Members on the prospect of Leicestershire County Council accepting the Housing Infrastructure Funding (HIF) award, the expectations they have placed upon Melton Borough Council including with regard to risk sharing and development of the revised Masterplan as a key element of the supporting information required by Homes England.

Mr. Worley confirmed that the Council and its partners were committed to the project.  Leicestershire County Council (LCC) had invited the Council to work with them towards satisfying Homes England’s pre-contract conditions and developers and other stakeholders (Davidson’s, Greenlight and Truframe) had also expressed their desire and commitment to work collaboratively to complete the project.

Mr. Worley highlighted that the HIF bid was based on maximising development potential, seizing opportunity and accelerating development.  A revised Masterplan was required by Homes England, as part of the pre-contract conditions and a development framework (Appendix A), viability assessment, ‘planning strategy’ and Housing Delivery Strategy had been developed (as detailed at paragraphs 3.2, 3.3 and Section 5 of the report) to form a basis for establishing the revised Masterplan.

Dawn Garton, Director for Corporate Services advised of the original basis for the financial risk sharing principles agreed between LCC and this Council for the project.  They were based upon the fact that the Council had historically received financial benefit of development in the area through the New Homes Bonus Scheme and that it was therefore proposed part of this gain would be shared with LCC.  However, the New Homes Bonus Scheme is being phased out and,, as things stand, there would be very limited direct financial benefit from development to the Council.  Underwriting the financial risk (market and developer) from the Council’s core funding was out of proportion to its resources.  Should the risk be realised, the Council would not be financially sustainable.

Mrs. Garton explained that the Council had limited reserves to draw upon and any payment would need to be borrowed and the debt serviced from the revenue budget.  This would impact its financial viability and on the level of services provided from core funding, resulting in a redirection or reduction of services. 

Mrs. Garton advised that although not providing the level of underwriting requested by LCC, the affordable limit of the financial risk sharing was £1m, which created an incentive on the Council to ensure the s106 monies for projects are collected.  Entering into a risk sharing agreement at the level being requested by LCC would place the Council’s future financial sustainability at risk and be potentially unlawful.

Councillor Joe Orson, Leader of the Council noted the recent collaborative work between LCC and this Council and thanked developers for confirming their commitment to the project.  He noted the forthcoming meeting with the Director of Housing Delivery the Ministry of Housing, Communities and Local Government (MHCLG) and representatives from Homes England with a view to discussing the current position.  He reiterated that given the  ...  view the full minutes text for item 138.

The Portfolio Holder for Corporate Finance and Resources to submit a report considering the options available to Leicestershire ICT Partnership (LICTP) partner councils for delivery of their operational ICT service beyond December 2021.

Cabinet:

1)    APPROVED to Delegate Melton Borough Councils ICT function to Hinckley and Bosworth Borough Council representing the best option following a full options appraisal;

2)    APPROVED the delivery model of Hinckley and Bosworth Borough Council providing an insourced ICT service to operate from January 2022 for a period of 5 years ending on 31st December 2026

3)    APPROVED funding of £52k to cover the Council’s share of the one-off costs to support implementation as identified in Paragraph 9.5 of the report of which £17k be added to the capital programme (£10k 2020/21, £7k 2021/22) to be funded from revenue, the remaining £35k to be revenue;

4)    APPROVED to delegate authority to the Director for Corporate Services to agree the terms of the inter authority delegation agreement with Hinckley and Bosworth Borough Council;

5)    APPROVED the Partnership Charter at Appendix 3 of the report.

5)

Dawn Garton, Director for Corporate Services introduced the report, the purpose of which was to update Members on the options available to Leicestershire ICT Partnership (LICTP) partner councils for delivery of their operational ICT service beyond December 2021.

Mrs. Garton outlined the proposed options for delivery (delegate the Council’s ICT function to Hinckley and Bosworth Borough Council (HBBC) and approve the delivery model of HBBC providing an insourced ICT service from January 2022 to 31 December 2026) following the most recent review of the service.

Mrs. Garton advised that the options were affordable and deliverable within time scales and would result in more control and better resilience for the partners.  The options also allowed a much greater degree of innovation and focus on the digital strategy and would promote strategic progress.

Mrs. Garton highlighted that the options were subject to one-off costs and confirmed that the estimated ongoing costs were in line with the existing revenue budgets.

Councillor Ronnie de Burle, Portfolio Holder for Corporate Finance and Resources advised that high performing and reliable IT was essential to enable the Council to deliver excellent service to its community.  The Council’s performance data had indicated this was an area which needed to be improved.  The proposed options would result in greater control and would create efficiencies and flexibility within service, as well as continued collaborative working with HBBC and Blaby District Council (BDC) and progression of the Council’s digital aspirations.

During discussion the following points were noted:

• ‘Future-proofing’ a fit for purpose ICT service was key to the Council’s ability to provide excellent services and engage effectively with the community.
• Members were pleased that the Council would continue to work in partnership with HBBC and BDC, noting that this would be more financially efficient.

Cabinet:

1)            APPROVED to delegate Melton Borough Councils ICT function to Hinckley and Bosworth Borough Council representing the best option following a full options appraisal;

2)            APPROVED the delivery model of Hinckley and Bosworth Borough Council providing an insourced ICT service to operate from January 2022 for a period of 5 years ending on 31st December 2026;

3)            APPROVED funding of £52k to cover the Council’s share of the one-off costs to support implementation as identified in Paragraph 9.5 of the report of which £17k be added to the capital programme (£10k 2020/21, £7k 2021/22) to be funded from revenue, the remaining £35k to be revenue;

4)            APPROVED to delegate authority to the Director for Corporate Services to agree the terms of the inter authority delegation agreement with Hinckley and Bosworth Borough Council;

5)            APPROVED the Partnership Charter at Appendix 3 of the report.

Reason for the decision

The recommendation to adopt an insourced delivery model is supported by an options appraisal exercise which identified this as the best way forward for member Councils of the current partnership. The rationale for this model is that it is affordable, deliverable within the timescales, is straightforward to understand, will bring back more control to the partners, will enable the  ...  view the full minutes text for item 139.

The Portfolio Holder for Growth & Prosperity (and Deputy Leader) to submit a report proposing phase 1 of the asset development programme.

Cabinet:

1)    NOTED the Corporate Assets Development programme and approves the approach for phase 1 relating to the development proposals for Phoenix House and Cattle Market North site, as well as the potential redevelopment of Parkside, as identified in Section 5 of the report;

2)    RECOMMENDED TO COUNCIL the inclusion of £285k within the Capital Programme for the Asset Development Programme Phase 1 funded through £163,000 grant funding and £122,000 from the Council’s capital receipts as set out in section 9 of the report;

3)    APPROVED to Delegate authority to the Director for Growth and Regeneration in consultation with the Portfolio Holder for Growth and Prosperity to procure and appoint consultants and contractors to enable the use of this funding;

4)    APPROVED to Delegate authority to the Director for Growth and Regeneration in consultation with the Director for Corporate Services to sign the grant agreement following relevant due diligence.

5)    APPROVED the disposal of land at North cattle market site, as identified in appendix 2 with delegation to the Director or Growth and Regeneration to finalise any associated legal documentation.

5)

Pranali Parikh, Director for Growth and Regeneration introduced the report, the purpose of which was to propose Phase 1 of the Asset Development

Programme.

Ms. Parikh outlined the Phase 1 proposals for the Council's land and property assets (for Phoenix House and the Cattle Market North) and highlighted the work undertaken to date (assessing the development potential of relevant assets, creating a new corporate property and assets team and securing £500k business rates pool  grant funding, which the Council would match-fund with £375k).

Ms. Parikh highlighted that this was a long-term development programme, using a self financing model to develop the first phase of sites to generate capital receipts or revenue income, which would be reinvested in development of the space.

Ms. Parikh summarised the actions, which would be taken over future months relating to design and visibility, as well as commercial negotiations which would include engagement with occupiers of the buildings.  She highlighted that Phoenix House did not currently prove financially beneficial, as its expenditure and the income it generated were similar.  It had the potential to be developed, due to its location or to be disposed of in order to generate a capital receipt.  Proposals would be submitted to Cabinet in May 2021.  Disposal of the Cattle Market North site was proposed to generate a capital receipt for reinvestment either in the development of Phoenix House or another asset.

Councillor Leigh Higgins, Portfolio Holder for Growth and Regeneration (and Deputy Leader) advised of an amendment to recommendation 2 (at Section 2 of the report), which should reference Section 9 of the report (rather than Section 10).

Councillor Higgins advised that collaborative working with local Councillors was key and he welcomed Scrutiny Committee’s involvement, noting the value of the feedback they would provide.  Much work had been undertaken already and it was an ambitious project to make effective and efficient use of Council assets.  It was important to consider whether strategic assets were able to deliver strategic aims for the Council and if not, identify the best options for the Council.

Councillor Higgins highlighted that the aim of the Development programme was to create financially sustainable models to support future development of assets and reduce the need to borrow.

Councillor Higgins noted that the Cattle Market North site had long been identified for housing and it was anticipated that this would result in economic regeneration and maximise the Council’s gain.  Concerning Phoenix House, the Council had been in discussion with Partners who occupy the building, giving them advance notice of the possibility for disposal of this asset and working with them should they need to find another site.

During discussion the following points were noted:

• Members thanked Ms. Parikh and Councillor Higgins for their work.
• Members noted that some of the work on this project dated back to 2008 and that since the implementation of new governance arrangements work had gained pace (and updates on the work had been provided to Members).
• Members agreed the need to be commercially  ...  view the full minutes text for item 140.

The Portfolio Holder for Housing and Communities to submit a report providing an update on actions and seeking approval in relation to the contractual arrangements for future management of the tennis courts.

Cabinet:

2.1  RECOMMENDED TO COUNCIL that £113,300 is added to the 2020/21 Capital Programme in relation to improvements at the tennis courts.

2.2  NOTED funding total of £103,900 to deliver the required improvements to the tennis courts at the Melton Sports Village as detailed in paragraph 1.2 above.

2.3 Subject to the Council approving the recommendation at 2.1:

2.3.1 RECOMMENDED TO COUNCIL that £9,400 be provided from capital receipts to support the remaining costs of delivering the project.

2.3.2 AUTHORISED a variation to the contract with the current Leisure Provider SLM noting the financial impact as outlined in para 8.3 to remove the responsibilities relating to the tennis courts with a delegation to the Director of Housing and Communities to finalise the agreement.

2.3.3 AUTHORISED the procurement for project works, and delegates to authority to the Director of Housing & Communities the award any subsequent contract.

2.3.4 AUTHORISED a 24 year lease with MMTC for the tenure of the tennis facilities site, and delegates to the Director for Housing & Communities in consultation with the Director of Corporate Services to negotiate, agree and enter into any such lease agreement.

Andrew Cotton, Director for Housing and Communities introduced the report, the purpose of which was to provide an update on actions and seek approval in relation to the contractual arrangements for future management of the tennis courts.

Mr. Cotton advised that following Cabinet’s decision (in September 2019) to approve a number of actions relating to the clarifying the funding arrangements of the investment required and gaining assurances of the financial sustainability of tennis provision at this site, the Council had worked with Melton Mowbray Tennis Club to secure approximately £39k grant funding and had confirmed the Tennis Club’s investment, which included significant fundraising activities undertaken by the club.  This had reduced the level of investment needed from the Council (from an anticipated £40k pounds to £9,400k).

Mr. Cotton advised that in partnership with the Council and the Lawn Tennis Association, the Tennis Club had developed a maintenance plan, covering the use of sinking funds both for corporate placements and other ongoing yearly maintenance.  Adding the project to this year's capital programme would the works to finish in time for the start of the new tennis season in April 2021.  The 24 year lease between the Council and the Tennis Club would rationalise contractual arrangements and would include the usual rent reviews and protections for both parties.

Councillor Alan Pearson, Portfolio Holder for Housing and Communities thanked all those involved with this project and thanked Councillor Leigh Higgins for the related work he had undertaken.  Considerable effort had been put into the project and it would offer a valuable service to the community.

During discussion the following points were noted:

•        Members welcomed the proposed recommendations, noting that the project would be of great benefit to the community.

•        Members recognised the excellent work undertaken by the Tennis Club and by the Council’s former Deputy Chief Executive, Keith Aubrey and it’s Leisure and Culture Client Manager.

•        Members thanked officers and Councillor Pearson for their work.

•        Members noted that the project included a long-term plan to ensure finances were in place to maintain this asset.

Cabinet:

1)    RECOMMENDED TO COUNCIL that £113,300 is added to the 2020/21 Capital Programme in relation to improvements at the tennis courts;

2)    NOTED funding total of £103,900 to deliver the required improvements to the tennis courts at the Melton Sports Village as detailed in paragraph 1.2 above;

3)    Subject to the Council approving the recommendation at 2.1:

3.1   RECOMMENDED TO COUNCIL that £9,400 be provided from capital receipts to support the remaining costs of delivering the project.

3.2   AUTHORISED a variation to the contract with the current Leisure Provider SLM noting the financial impact as outlined in para 8.3 to remove the responsibilities relating to the tennis courts with a delegation to the Director of Housing and Communities to finalise the agreement.

3.3   AUTHORISED the procurement for project works, and delegates to authority to the Director of Housing & Communities the award any subsequent contract.

3.4   AUTHORISED a 24 year lease with MMTC for the  ...  view the full minutes text for item 141.