Agenda and minutes

Policy & Finance Committee - Thursday, 1st April, 2021 6.00 pm

Venue: Civic Suite, Castle House, Great North Road, Newark, Notts NG24 1BY

Contact: Nigel Hill  Email:


No. Item


Declarations of Interest by Members and Officers and as to the Party Whip


Councillor T Wendels declared a Personal Interest in Agenda Item No. 19 - Southwell Leisure Centre - Alternative Management Arrangements, as a Council appointed Trustee.


The meeting was held remotely, in accordance with the Local Authorities and Police and Crime Panels (Coronavirus) (Flexibility of Local Authority and Police and Crime Panel Meetings) (England and Wales) Regulations 2020.



Declarations of Intention to Record the Meeting


The Chairman advised that the proceedings were being audio recorded and live streamed by the Council.


Minutes of the meeting held on 22 February 2021 pdf icon PDF 254 KB


The minutes from the meeting held on 22 February 2021 were agreed as a correct record and signed by the Chairman.


Forward Plan of Policy & Finance Items pdf icon PDF 253 KB


The Committee noted the Forward Plan items to be considered by the Committee over the next 12 months.


Potential Routemap to the Electrification of the NSDC Fleet pdf icon PDF 281 KB


The Business Manager – Environmental Services presented a report which detailed the provisional roadmap, milestones and strategy towards the electrification of the District Council fleet. The report had been recommended for approval by the Leisure and Environment Committee at their meeting on 16 March 2021. It was proposed that the roadmap commence with a small scale pilot using electric small vans for the Council’s Community Protection Officers. The cost of the vans would be more than diesel alternatives, but would benefit the Council by making the first positive step towards a low emission fleet and provide experience and information in relation to operating, charging and maintaining the vehicles. The vehicles would also be compatible with the existing charge points at Castle House.  The Committee welcomed the report and the phased approach towards achieving electrification of the Council’s vehicles.


AGREED (unanimously) that:


a)      the phased approach towards electrification that has been set out in the report be approved, starting with small scale pilots, before looking at two possible phases of transition – 2023-26 for small vans and fleet, and post 2026 for larger vehicles, both being subject to appropriate business cases;


b)      the current uncertainties in setting out the long-term route map be noted, but ask the project team to continue working on a masterplan for the development of the depot site, taking into consideration the National Waste and Resources Strategy and future requirements given the Government’s 2030 target, this would significantly assist in off-setting costs if government grants become available for shovel ready schemes;


c)      an amendment be made to the Capital Programme to the increase the capital replacement programme for small vehicle replacement during 21/22 by £34k, to allow the already scheduled replacement of two suitable ULEV’s to be purchased in line with the phased approach being set out in this report; and


d)      the sum of £30,000 be allocated from the Capital Feasibility Reserve, to allow a small working party made up of Director - Communities & Environment, Business Managers - Environmental Services and Assets Facilities and Car Parks to undertake a study into the future requirements of the operational depot at Brunel Drive.


Reason for Decision


To provide the Council with clear direction and focus for the coming years and to allow the strategy to deliver the roll out of Ultra Low Emission Vehicles and the infrastructure to support the use of such a fleet which helps to meet the environmental aims and ambitions of the Council.




Safer Streets Two pdf icon PDF 288 KB

Additional documents:


The Business Manager – Public Protection presented a report which invited the Committee to consider a Safer Streets Two project in partnership with the Police and the Office of the Police & Crime Commissioner, which would build upon the success of the successful implementation of the first Safer Streets initiative which was funded through a successful bid to the Safer Streets fund in 2020/21.


The original project had improved partnership working with Nottinghamshire Police and Nottinghamshire County Council, delivering a number of initiatives across the District. It was hoped that funding for Safer Streets Two project would build on this momentum, and focus on areas within Newark that the Police had identified would benefit from continued intervention work. 


It was proposed that the project was developed covering the lower super output areas of Millgate, Barnby Road and Bowbridge Road. The proposed contribution to the project was £34,000, which was available from the enforcement / cleaner, safer, greener fund.


AGREED (unanimously) that:


a)             the following selection of lower super output areas be supported:


E01028311 – Millgate

E01028294 – Barnby Road

E01028334 – Bowbridge Road; and


b)             a contribution of £34,000 from Newark & Sherwood District Council towards the scheme be approved.


Reason for Decision


To deliver a Safer Streets Two initiative in Newark and Sherwood.


Hawtonville Community Centre Long Term Lease - Reach Learning Disability pdf icon PDF 267 KB

Additional documents:


The Health Improvement and Community Relations Manager presented a report which sought approval to grant Reach Learning Disability (RLD) a long term lease for the use of Hawtonville Community Centre for a period of 15 years, with 5 year break clauses.


It was reported that RLD had been a tenant of the centre for 34 months, becoming an established part of the community, providing a safe, secure and inviting space for service users. In  addition,  their tenancy had reduced the impact on Council staffing resources with the centre now running efficiently with little oversight or operational input from officers.


Members considered that the proposed non-commercial long term lease would be an excellent use of the community centre, with benefits for the building and the Council through their tenancy, and in provision of services for the residents in the local area.


AGREED (unanimously) that:


a)         Reach Learning Disability be granted a 15 year lease of Hawtonville Community Centre with 5 year break clauses;


b)        the Director of Housing, Health and Wellbeing, be given delegated authority to agree the terms of the lease including community access and use of the centre as is currently the situation; and


c)       officers work with Reach Learning Disability to explore opportunities to secure capital investment in the asset for the benefit of all.   


Reason for Decision


To ensure that the terms and conditions of the lease are appropriate and that the Council’s asset is held in good order and continues to deliver positive community outcomes in accordance with the Council’s Community Plan 2020 - 2023.


Places to Ride Application Funding pdf icon PDF 253 KB


The Director- Planning and Growth presented a report which provided an update on the Council’s application for British Cycling grant funding for a new recreational cycling scheme at Thoresby Vale, Edwinstowe. The bid had been submitted with the Council’s partner, Harworth Group PLC for the maximum funding of £150,000.


The proposed scheme complemented the developing Sherwood Forest offer of connecting people with the natural environment and the historic forest landscape, helping to improve the experience for residents and visitors. The Economic Development Committee had previously recommended the project for approval.


It was noted that on 3 March 2021, the Council had received an initial notification from Sport England / British Cycling regarding the funding, but given this was not in the public domain, further information was included in the exempt update report.


AGREED (unanimously) that subject to funding being confirmed, the project be added to the Council’s Capital Programme for delivery.


Reason for Decision


To allow Members to note progress towards securing grant funding for the project.


New Funding Opportunities pdf icon PDF 255 KB


The Director - Planning and Growth presented a report which provided an update on new revenue and capital funding opportunities announced in the March 2021Budget. These were the Community Renewal Fund (CRF), the Levelling Up Fund (LUF) and the Community Ownership Fund (COF).


Details of these three new funding opportunities were set out in the report. These funds were likely to present significant opportunities for the District and required co-development with Members, residents, businesses and other local authorities. Officers would continue to digest the opportunities with further updates being provided to relevant committees and the use of urgency provisions where required to submit funding bids.  


AGREED (unanimously) that Members note the funding opportunities presented by the programmes detailed in the report.


Reason for Decision


To allow the Council to maximise funding opportunities to deliver its Community Plan objectives and to improve lives for residents across the District.


Urgency Item - Newark Towns Fund - Heads of Terms pdf icon PDF 244 KB


The Committee noted the decision to sign the Newark Towns Deal Heads of Terms on behalf of the Council and in the event of Capacity Funding not being awarded, to create a budget of £117,000 from the Capital Projects Feasibility Reserve to allow the Council to instruct consultants to support and develop identified Town Investment Plan priority projects.


AGREED (unanimously) that the urgency item be noted.


Reason for Decision


To enable execution of the Heads of Terms within the deadline set to secure the £25m funding for the Newark Towns Fund.


Urgency Item - Additional Street Scene Staffing Requirement pdf icon PDF 315 KB


The Committee noted the decision to increase the staffing establishment for the Environmental Services Business Unit by an additional 1.7 FTE’s, within the Street Scene function. 


AGREED (unanimously) that the urgency item be noted.


Reason for Decision


To ensure the Business Unit is able to deliver on all of its commitments.




Urgency Item - 2021 WRAP 'Binfrastucture' Grant pdf icon PDF 317 KB


The Committee noted the decision to accept the £20,466 in respect of the WRAP ‘Binfrastructure’ Grant, with the sum being added to the Capital Programme for 2021/22.


AGREED (unanimously) that the urgency item be noted.


Reason for Decision


To provide for the installation of purpose made bin enclosures for mainstream layby’s.



Urgency Item - EV Charge Points Capital Budget pdf icon PDF 273 KB


The Committee noted the decision to establish a Capital Programme budget for £51,000, funded by government through On-Street Residents Charge Point Scheme (ORCS) for provision of EV Charging points.


AGREED (unanimously) that the urgency item be noted.


Reason for Decision


To enable project commencement and extend further the provision of EV Charging points in the District.



Southwell Leisure Centre - Alternative Management Arrangements pdf icon PDF 371 KB


The Committee AGREED (unanimously) that this report be taken as an open item of business given that details were due to be released the following day.  


The Director - Housing, Health and Wellbeing presented a report regarding the progress of discussions around transferring the management of Southwell Leisure Centre to Newark and Sherwood District Council, via Active4Today. The Leisure & Environment Committee had approved proceeding with the Lease on the basis of the Heads of Terms, subject to the Policy & Finance Committee approving the financial framework required to facilitate.


The draft Heads of Terms sought to transfer operational management of the Centre to the Council for a period of 25 years. This commitment would ensure the provision of leisure facilities in Southwell area of the District, whilst also protecting the charitable objectives of the Trust, who would retain oversight of operations. The 25 year term reflected the commitment and funding that would be required over the period of the lease by the Council.


AGREED (unanimously) that:


a)      the Committee note the approval, in principle, by the Leisure & Environment Committee on 16 March 2021, to enter into a Lease for Southwell Leisure Centre;


b)      the budgetary provision to facilitate this arrangement be approved; and


c)      the Council establish a budget for £77,600 funded through the Change Management Reserve as highlighted in paragraph 6.5 of the report, to complete actions arising from Fire Risk Assessments.


Reason for Decision


To secure the provision of leisure facilities in Southwell by progressing with the Lease arrangements as soon as practicable.



Exclusion of the Press and Public

To consider resolving that, under section 100A (4) of the Local Government Act 1972, the public be excluded from the meeting for the following items of business on the grounds that they involve the likely disclosure of exempt information as defined in Part 1 of Schedule 12A of the Act.


AGREED (unanimously) that, under Section 100A (4) of the Local Government Act 1972, the public be excluded from the meeting for the following items of business on the grounds that they involved the likely disclosure of exempt information as defined in Paragraph 3 of Part 1 of Schedule 12A of the Act.


Places to Ride Application Funding

Additional documents:


The Committee considered the exempt appendix and update report in relation to the Places to Ride Application Funding.


(Summary provided in accordance with Section 100C(2) of the Local Government Act 1972).



Stodman Street Delivery Vehicle


The Committee considered the exempt report regarding the Stodman Street Delivery Vehicle.


(Summary provided in accordance with Section 100C(2) of the Local Government Act 1972).