Agenda, decisions and minutes

The Leader of the Council advised Cabinet that sadly, Sharon Ward had passed away yesterday, following a short period of illness.

Sharon was a valuable team member within the Intensive Housing Management service and worked for the Council for just over 20 years.

Sharon was well respected by both her colleagues and the tenants she worked with and was dedicated to her work and supporting others.

Thoughts and deepest condolences were with Sharon’s two children, wider family, friends and colleagues at this difficult time.

[A moment of silence was held]

There were no apologies for absence.

To confirm the minutes of the meeting held on 12 February 2020.

The minutes of the meeting held on 12 February 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.

Councillor Orson declared an interest in any items relating to Leicestershire County Council, due to his role as a County Councillor.

There are no items for consideration.

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

The Leader of the Council to submit a report outlining work undertaken by the Council and other partners to date, in responding to the threat posed by the outbreak of COVID-19 and setting out on-going work being undertaken to ensure that all possible steps are taken to prepare and respond to the challenges arising.

Cabinet CONSIDERED and ACKNOWLEDGED the work undertaken to date by the Council, in response to COVID-19.

Councillor Joe Orson, Leader of the Council introduced the report, which outlined work undertaken by the Council and other partners to date, in responding to the threat posed by the outbreak of COVID-19 and set out ongoing work being undertaken to ensure that all possible steps were taken to prepare and respond to the challenges arising.

Before giving a summary of the report, Edd de Coverly, Chief Executive reiterated the Leader’s comments about Sharon Ward and extended his personal condolences to Sharon’s family, friends and colleagues.

In summarising the report, Mr. de Coverly confirmed that the Council supported the Government’s ‘stay home, stay safe’ message.  Holding ‘remote meetings’ was an example of the Council undertaking its business differently as a result of public health messages.

Mr. de Coverly advised that thoughts were with  those directly effected by the COVID-19 crisis, as well as respect and gratitude to the NHS, carers and key workers.

Mr. de Coverly acknowledged  the work of the Assistant Director for Planning and Delivery in ensuring good preparation and business continuity during the crisis.

Council efforts had been increased on 13 March, as set out in Appendix 1 of the report.  To comply with the Government’s ‘stay safe, stay at home’ guidance, 75% of the Council’s workforce were working from home and continued to provide effective service delivery.  Staff who remained at their usual places of work had been subject to risk assessments and personal protective equipment (PPE) was in place for them.  The Council had redeployed a number of staff to assist in priority functions and the vast majority of Council services were operational.  Leisure and community centres had been closed in accordance with Government guidance.  Emergency repairs to council homes were being prioritised and landlord health and safety compliance functions had been adapted, in response to the crisis (in line with the Regulator).  All waste collections were fully operational, with the exception of bulky waste collections.  Playgrounds had been closed but parks were open.  Carparks were free to support NHS and other key workers.

Mr. de Coverly thanked the Director for Governance and Regulatory Services, the Democratic Services Manager and their team for working to maintain the Council’s democratic functions.  The Council’s first remote meeting had been held on 9 April and preparations were underway for the Council’s Annual Meeting on 14 May.

Mr. de Coverly highlighted the work of the Deputy Chief Executive (and Director for People and Communities), the Director for Housing and Communities, the Housing and Neighbourhoods Manager and the People Manager to facilitate direct support to those in the community effected during the crisis.  This included delivery of nearly 500 food parcels and over 100 prescriptions.  The Council had worked in partnership with local community groups and volunteers (Melton Learning Hub, Community Action Melton, Melton Vineyard).

Mr. de Coverly took the opportunity to express special thanks to the Deputy Chief Executive (and Director for People and Communities), advising that sadly, the Deputy Chief Executive’s 30 years of service with the Council  ...  view the full minutes text for item 84.

The Leader of the Council to submit an update on progress and next steps in relation to production of a Masterplan for the South Sustainable Neighbourhood.

To follow.

(1)  Cabinet ACKNOWLEDGED the existing requirement, established within the Local Plan, to produce a masterplan for the Melton South Sustainable Neighbourhood;

(2)  Cabinet ACKNOWLEDGED that in line with current understanding, to meet the requirements of the Housing Infrastructure Funding, the Melton South Sustainable Neighbourhood masterplan needed to be completed and approved by the end of June 2020;

(3)  Cabinet ACKNOWLEDGED the key issues that the Melton South Sustainable Neighbourhood masterplan needed to address and ENDORSED the approach Melton Borough Council would take to deliver it and the requirements and expectations placed upon partners and developers in delivering it within the required timescales;

(4)  Cabinet NOTED that in line with the appropriate provisions within the Contract Procedure Rules, the Council had appointed a consultant to support development of the Masterplan. The decision took into account previous work undertaken and time constraints and the costs of appointing the consultant would be funded from the Local Plan reserve.

(5)  Cabinet DELEGATED AUTHORITY to the Director for Growth and Regeneration in consultation with the Leader to make any amendments to the timescales, deliverables and contents of the masterplan following changes in advice and guidance provided by Homes England and through discussions with Leicestershire County Council.

Councillor Joe Orson, Leader of the Council introduced the report, which updated Members on progress and next steps in relation to production of a Masterplan for the South Sustainable Neighbourhood.

Jim Worley, Assistant Director for Planning and Delivery gave a brief summary of the report and advised that the Council was reinvigorating its efforts on the Masterplan and was doing this at pace.

Integral to the Masterplan was Leicestershire County Council’s successful Housing Infrastructure Fund (HIF) Bid.  This presented a demanding timetable for the Council, as detailed at paragraph 5.5 of the report.  The County Council had stated it intended to inform Homes England of its intention to accept HIF monies by 31 May and the Masterplan would be brought before Cabinet in June.

Mr. Worley highlighted the recommendations at paragraphs 2.3, 2.4 and 2.5 or the report.  The Council’s key partners were the County Council, and developers (there were two main developers).  Next steps included contracting consultants immediately.

During discussion the following points were noted:

·         Members highlighted that the Masterplan would provide important information, including the number and placement of homes, affordable homes, schools, open spaces etc.  This Council, as local planning authority was best placed to lead on this.  It would proceed unilaterally and would engage with stakeholders.

·         Although much of Melton’s infrastructure featured heavily in the north, the south was also crucial to Melton’s economy.  It was incumbent on all stakeholders to deliver what the community needed, housing for the next generation, green areas, play areas etc.

·         Business was also crucial.  Challenge of the kind of work and earnings available in Melton was necessary and investment and reinvestment was key to driving Melton’s economy.

·         The aspirations of residents needed to be realised.  Residents in the south wanted the road in place before any housing and the Council had worked in support of this.

·         The Council was ready to move forward with the Masterplan

·         Members thanked the Leader, Deputy Leader, Chief Executive and Assistant Director for Planning and Delivery for their work on the Masterplan.

·         The Leader thanked MP for Melton and Rutland, Alicia Kearns for her work to move the Masterplan forward.

DECISIONS (NON-KEY)

(1)  Cabinet ACKNOWLEDGED the existing requirement, established within the Local Plan, to produce a masterplan for the Melton South Sustainable Neighbourhood;

(2)  Cabinet ACKNOWLEDGED that in line with current understanding, to meet the requirements of the Housing Infrastructure Funding, the Melton South Sustainable Neighbourhood masterplan needed to be completed and approved by the end of June 2020;

(3)  Cabinet ACKNOWLEDGED the key issues that the Melton South Sustainable Neighbourhood masterplan needed to address and ENDORSED the approach Melton Borough Council would take to deliver it and the requirements and expectations placed upon partners and developers in delivering it within the required timescales;

(4)  Cabinet NOTED that in line with the appropriate provisions within the Contract Procedure Rules, the Council had appointed a consultant to support development of the Masterplan. The decision took into account previous work undertaken and time constraints and the costs  ...  view the full minutes text for item 85.

The Portfolio Holder for Growth and Prosperity (and Deputy Leader) to submit a report seeking approval to enter the relevant grant agreements and accept the funding.

To follow.

(1)  Cabinet APPROVED acceptance of the following revenue fund grants funding:

a.            £100,000 revenue fund for Food Enterprise Centre Stage 2 - building upon evidence case

b.            £100,000 revenue fund for  the Provision of Melton Borough 

Health and Leisure Park Stage 1 - project development phase;

(2)  Cabinet Approved acceptance of  the conditional offer of £500,000 capital fund grant for the Development of Council owned sites and NOTED that Cabinet and Council approval for inclusion in the capital programme and release of funding would be sought following the preparation of a detailed business case;

(3)  Cabinet ACKNOWLEDGED the conditional offer of £2m large capital fund grant for Melton Borough Health and Leisure Park and NOTED that Cabinet and Council approval would be sought following the preparation of a detailed business case;

(4)  Cabinet DELEGATED authority to the Director for Growth and Regeneration to appoint consultants to prepare relevant information required to meet the grant conditions using the grant and match funding.

Councillor Leigh Higgins, Portfolio Holder for Growth and Prosperity (and Deputy Leader) introduced the report, which sought approval to enter the relevant grant agreements and accept the funding.

Pranali Parikh, Director for Growth and Regeneration gave a brief summary of the report, highlighting that that this was a positive step forward for delivery of the Council’s key priorities and key strategic regional projects from the Corporate Plan.  The Council had been successful in receiving funding from Leicester and Leicestershire Enterprise Partnership (LLEP) for three major regeneration projects:

       i.        Food Enterprise Centre – work on this project had been undertaken over the past year through funding from various sources and in partnership with the University of Nottingham.  It would be key to advancing Melton’s ‘Rural Capital of Food’ title.  The total amount of funding for this project was £200k (£100k business rate pool grant and match funding of 50k from the Council’s regeneration reserves and £50k officer time).  The funds would be used to progress the project.

      ii.        Development of Council Owned Sites – again, the Council had been working on this project for the past year to create jobs, homes, community facilities etc.  The total amount of funding for this project was £1m (£500k of business rate pool grant and match funding of £375k from the Council’s capital receipt reserves, £50k staff time and £75k, which had already spent over the past year).

    iii.        Melton Health and Leisure Park – this was a long standing aim of the Council and much work had been undertaken.  £100k of business rate pool grant funding would help secure the Council’s proposals, inform the next level of funding and accelerate delivery of the project.

During discussion the following points were noted:

·         Members thanked the Director for Growth and Regeneration and her team for their work.  It was important to look past the current Covid-19 emergency and give focus to shaping Melton’s economy and future. 

·         Food enterprise and food design were important to people and Melton could take credit for moving this forward.

·         Boosting the health and wellbeing of the community was important.

·         Asset owners would benefit from the development of Council owned sites because the value of their assets would increase with a healthy economy around them.  Appropriate sites for new housing, leisure and health provision needed to be explored.

·         Regeneration was a key element of the Corporate Strategy.  The projects would help fulfil the aspirations of the community.

·         The report was comprehensive, setting out opportunities and highlighting risks.

·         Any draw on capital receipts to support the development of Council owned sites would be subject to submission of detailed business cases to Cabinet for its approval.

·         The deadline for LLEP submission was 1 May.  Following this quarterly updates would be submitted to Cabinet.

·         Regeneration was crucial and delivery of the projects would be both exciting and challenging.

·         There was concern about capital receipts and the level of reserves decreasing (as identified in the report).  However, the business case would provide a better understanding of  ...  view the full minutes text for item 86.

The Portfolio Holder for Corporate Finance and Resources to submit a report seeking approval to write off debts over the value of £2,500, where officers believe that there is little or no prospect of recovering them.

(1)  Cabinet APPROVED the write off of the debts;

(2)  Cabinet NOTED the action taken by the Council to recover outstanding debts.

Councillor Ronnie de Burle,  Portfolio Holder for Corporate Finance and Resources introduced the report, which sought approval to write off debts over the value of £2,500, where officers believed that there was little or no prospect of recovering them.

Andrew Cotton, Director for Housing and Communities gave a brief overview of the report, advising that Cabinet approval was sought to write off irrecoverable debts, in line with the Council’s Corporate Debt Policy.  A report on irrecoverable debts was submitted to Cabinet on a quarterly basis, as part of financial good practice.

Mr. Cotton advised that write off amounts were detailed at paragraph 5.4 of report.  He reiterated that officers had worked in accordance with the Policy, in the cases presented and recovery actions had been exhausted.

Mr. Cotton highlighted the recommendations at 2.1 and 2.2 of the report.

During discussion the following points were noted:

·         Regrettably, there were limits to recovery action and it was necessary for the Council, as a public body and provider of services to write off debts.

·         The newly implemented Debt and Income Generation Policy provided a better structure for recovery.

·         Grants to business in respect of the Covid-19 crisis were not related to the write off of debts and therefore could not be withheld from businesses who owed money to the Council.  Businesses had to be in operation on 11 March to qualify for Government assistance and the Council only received funding on the condition it was issued to the business in need of assistance.

DECISIONS (NON-KEY)

(1)  Cabinet APPROVED the write off of the debts;

(2)  Cabinet NOTED the action taken by the Council to recover outstanding debts.

Reasons for the decision

All recovery methods had been considered and where appropriate pursued, before recommending that debts were written off.

Officer time could be maximised on greater returns, focusing on debts where there was more realistic chance of recovery.

Councillor Joe Orson, Leader of the Council paid tribute to Keith Aubrey, Deputy Chief Executive (and Director for People and Communities) who was standing down after over 30 years of service at the Council.

Mr Aubrey joined the Council on 5 March 1990, as Deputy Borough Treasurer.  He had a 44 year career in local government, which included positions at Leicestershire County Council (July 1976 to December 1984) and Nuneaton and Bexworth Borough Council (January 1985 to March 1990).

At Melton Borough Council, Mr. Aubrey held the following positions:

·         Assistant Chief Executive (appointed March 1997)

·         Corporate Director (appointed August 2003)

·         Acting Head of Paid Service (appointed October 2004)

·         Deputy Chief Executive (appointed December 2016)

·         Acting Head of Paid Service (appointed 31 July)

·         Deputy Chief Executive and Director for People and Communities (2017 to date)

Mr. Aubrey would move into a consultancy role with the Council from May 2020, providing support for the Council’s COVID-19 response and recovery and leading on IT Partnership review work.

Members thanked Mr. Aubrey for his work, noting his considerable and significant contribution to the Council.