Decisions

The Committee considered the report presented by the Business Manager – Financial Services which provided Members with the 2020/21 financial outturn position on the Economic Development Committee’s revenue and capital budgets including: the General Fund (GF) Revenue; and the Capital Programme.

It was reported that the financial outturn position to 31 March 2021 for the Committee’s revenue services was unfavourable with a variance of £0.204m, the reasons for which being detail in Appendix A to the report.  It was also reported that the financial outturn position to 31 March 2021 for the Committee’s capital programme was a favourable variance of £0.326m, of which £0.325m required re-profiling to 2021/2022.  Details of the financial implications would be reported to the Policy & Finance Committee on 24 June 2021.

In considering the report a Member noted the encouraging position of the Newark Lorry Park but queried as to the reason for the negative variant at the Newark Beacon, adding that other workshop were showing a positive variant.  In response, the Chairman stated that the type of business who used the Newark Beacon were often able to work from home and that they had chosen to do so throughout the pandemic.  A further Member referred to the comments of the Business Manager – Asset Facilities & Car Parks at the last meeting of the Committee, adding that it may be beneficial to consider how the Council could vary who utilised the facility. 

The Director – Planning & Growth advised that he would amend the Forward Plan to include a report to the next meeting of the Committee on the Newark Beacon, taking into account the Members comments.

AGREED      (unanimously) that the report be noted.

The Committee considered the Forward Plan for the Economic Development Committee for 1 June 2021 to 31 May 2022.

AGREED      (unanimously) that:

(a)     the Forward Plan be noted; and

(b)     an update report on the Newark Beacon be included for consideration at the September 2021 meeting of the Economic Development Committee.  Such report to include information on marketing of the facility.

AGREED      (unanimously) that the Urgency Item in relation to the Embankment Repair Work Required at Vicar Water Country Park, Clipstone be noted.

The Committee considered the report presented by the Director – Planning & Growth in relation to the list of exempt business the Committee had considered for the period 27 March 2019 to date.

The report set out a list of the exempt business considered together with the opinion of the report author as to whether the report could now be released into the public domain.

AGREED      (unanimously) that the report be noted with those items which were no longer considered as exempt being released into the public domain.

AGREED      (unanimously) that the Urgency Item in relation to the Brownfield Land Release Fund – 32 Stodman Street be noted.

AGREED      (unanimously) that the Urgency Item in relation to the Newark Levelling-Up Fund – Newark Southern Link Road (SLR) be noted.

The Committee considered the exempt report presented by the Director – Planning & Resources in relation to an update on the Buttermarket.

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

The Committee considered the report presented by the Director – Planning & Growth which provided Members with an update on the Newark High Street Heritage Action Zone (HSHAZ).

The report set out the background to the awarding of the fund to the Council which totalled £550,000 with a summary of the projects being reported at paragraph 2.2.  A list of the works commenced was provided together with detailed information in relation to Footfall Sensors; Heritage at Risk and Shop Front Priorities; The Newark HSHAZ Cultural Programme – Newark Creates; Integration with Wider Cultural Activities; and Communications and Promotion of the HSHAZ.  It was reported that the promotion of the HSHAZ would be a key objective in the coming months and that this would include contacting shop owners of heritage at risk buildings and owners of potential shopfront replacements to commence grant scheme discussions.  Community engagement activities would also commence over the summer. 

It was noted that a number of other projects were yet to be developed e.g. feasibility work in the public realm and toolkits for incentivising and encouraging reuse and repurposing of buildings within the HSHAZ area and that an update report would be brought back to Committee later in the year. 

The Director advised that there would be a presentation by the organisation undertaking the footfall monitoring in Newark town centre at the September meeting of the Committee.  He also advised that a site visit had taken place at the Corn Exchange building with the findings thereof being reviewed. 

AGREED      (unanimously) that the Committee noted the information contained within the report.

The Committee considered the report presented by the Director – Planning & Growth relating to the progress made towards the delivery of the Plan Review in relation to the Allocations and Development Management Policies and also which sought approval to consult in the summer on an Allocations & Development Management Options Report.  The report also sought approval to update the Plan Review Timetable to reflect the aforementioned approach. 

It was reported that the delay to the preparation of the Allocations & Development Management element of the Plan Review had largely been caused by the imposition of the lockdown in response to the pandemic and ongoing difficulties in relation to the identification of potential sites to accommodate additional gypsy and traveller pitches.  It was further reported that the evidence base supporting the Plan Review had been substantially completed and that the new public stage of the process – the Allocations & Development Management Options Report consultation – should take place in the summer 2021.  A table setting out the timetable for the proposed LDF Plan Review was provided at paragraph 4.1.

AGREED      (unanimously) that:

(a)          the progress set out in the report towards producing the Allocations & Development Management Options Report be noted;

(b)          the proposed amended timetable as set out at paragraph 4.1 be adopted and comes into force on 17 June 2021; and

(c)          the Director – Planning & Growth be given delegated authority to finalise and publish for consultation the Allocations & Development Management Options Report following consultation with relevant Ward Members as set out in paragraph 3.3, together with the Chairman, Vice Chairman and Opposition Spokesperson of this Committee and the Members of the Local Development Framework Task Group.

The Committee considered the report presented by the Director – Planning & Growth in relation to new revenue and capital funding opportunities.

It was reported that since the March 2021 meeting of the Committee, Officers had worked with relevant Members, partners and colleague authorities to progress each opportunity, namely: the Community Renewal Fund (CRF); the Levelling Up Fund (LUF); and the One Public Estate (OPE) Brownfield Land Release Fund (BLRF) with details of the work undertaken and the latest position for each opportunity provided.

In considering the report a Member queried whether there would be a continuation of the LUF or whether it was only for a set period of time, noting that whilst she supported the bids for the Newark Southern Link Road and the Sherwood area, there were other worthy causes.  In response, the Director advised that at present there were only 2 funding rounds for the LUF.  However, it was understood that future funding opportunities may be available from the UK Prosperity Fund which would be launched in 2022.  He added that it was his belief that unless the Council had an idea of a definite project(s) and they had progressed to a sufficient degree of maturity that it would be unlikely that any submission for funding would be successful.

AGREED      (unanimously) that:

(a)       Members formally support the submission of the Community Renewal Fund bid by Nottinghamshire County Council on or before 18 June 2021;

(b)      Members support the submission of the final Newark Levelling Up Fund Bid for the Southern Link Road (SLR);

(c)       Members support the proposals to progress work to develop a Sherwood Levelling Up Fund bid, including recommending to the Policy & Finance Committee the forward-funding £50,000 of the £125,000 in anticipated receipt of capacity funding in association with round two of the Levelling Up Fund; and

(d)      Members note and welcome the submission of the Brownfield Land Release Fund bid for 32 Stodman Street.

The Committee considered the report presented by the Director – Planning & Growth in relation to the Newark Towns Fund and associated Town Investment Plan. 

The report set out that following the last meeting of the Committee the Heads of Terms for the Newark Town Deal were formally signed on 20 April 2021.  Details of the Project Confirmation and Business Case Development were detailed in the report together with a table which provided information as to which projects were being progressed through to outline and full business case stage.  Further updates on each project were reported in paragraphs 2.11 to 2.17.

AGREED      (unanimously) that:

(a)       Members noted and welcomed confirmation that Heads of Terms for the Newark Towns Deal had now been signed with Government to allow access to up to £25m of capital funding for the range of Town Investment Plan (TIP) projects detailed at paragraph 2.6 of the report;

(b)      Members endorse the proposed Newark Towns Fund Assurance Framework (June 2021) and recommend to the Policy & Finance Committee that this be adopted by the Council in its role as accountable body for the Newark Towns Fund;

(c)       Members advise of their full support for the YMCA Community & Activity Village to the Policy & Finance Committee, requesting the release of Towns Fund Grant for this project, subject to the satisfaction of the Policy & Finance Committee and s151 Officer that the Full Business Case submitted is in accordance with the Newark Towns Fund Assurance Framework (June 2021); and

(d)      Members welcomed the update on the IAST® Newark as the first of its kind in the UK and recommend to the Policy & Finance Committee that the development of the IASTI® Newark as a Phase 1 of the Newark Gateway redevelopment be supported, subject to necessary due diligence on securing an appropriate long lease of the land and permission for the Lincoln College Group to submit a planning application on the identified phase 1 Gateway site.

The Committee considered the report presented by the Environmental Services Business Manager, which informed the Committee of a provisional roadmap, milestones and strategy towards the electrification of the NSDC fleet. To increase understanding of the operational and political complexities this shift would bring in terms of short, medium and long term plans and to alert the Council to the additional capital expenditure that any such programme would require.

Members commented that hydrogen power and bio-fuel could be used as an alternative to electrification for the heavy vehicle fleet. The cost of replacing the fleet would be a considerable expenditure.  The capacity for charging and storing the vehicles at the Council’s depot site was also questioned.  The Business Manager confirmed that the depot site may be on the small size, however space could be utilised at Farrar Close, which would be considered by the working group.

AGREED             (unanimously) that:

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

(b)                the current uncertainties in setting out the long-term route       map, 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, be noted;

(c)                 a recommendation to Policy and Finance Committee at its next               meeting on 1 April 2021, that an amendment is 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)                a recommendation to Policy and Finance Committee that the     sum of £30,000 is allocated from the Capital Feasibility Reserve,             to allow a small working party made up of Director    Communities and Environment, Business Manager         Environmental Services and Asset Management to undertake a        study into the future requirements of the operational depot at               Brunel Drive. This study will lead to a report that sets out a          roadmap for future development and utilisation by front line             services. It will, amongst other things look at future      requirements for Waste Management and the requirement for            more vehicles through the National Waste Strategy. It will look               at parking and charging requirements for all departments, including Housing vehicles as well as electrical needs,           possibilities and central grants. The budget will allow the employment of external services such as Architects, M & E        specialists, Civils and ULEX experts etc.

The Committee considered the exempt report of the Director of Housing, Health and Well Being, which updated the Committee on the progress and discussions around the management of Southwell Leisure Centre.

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

The Committee considered the report of the Chief Executive listing the exempt items considered by the Committee for the period 22 September 2020 to date.

The Committee agreed that the report considered on the 19 January 2021, entitled, ‘Southwell Leisure Centre Trust Update’, be released into the public domain.

AGREED      (unanimously) that the content of the report entitled: ‘Southwell Leisure Centre Trust Update’, be released into the public domain.

The Committee considered the report presented by the Environmental Policy and Projects Officer, which provided an update on the progress of the Climate Emergency Strategy and associated Action Plan.

The Council’s agreed target for reduction was 2,165 tCO2e (gas and fuel consumption from scope 1, purchased electricity from scope 2 and waste and water from scope 3).  The Greening Newark and Sherwood Action Plan was now being progressed and an annual report would be presented to Policy and Finance Committee every September.  A number of projects were also underway as detailed within the report.

A Member commented that whilst he supported the report he was concerned about the use of Renewable Energy Guarantees of Origin (REGOs) from the energy supplier, for reducing the Council’s carbon emissions. The Environmental Policy and Projects Officer confirmed that REGOs were available to be purchased from a range of sources, this can just include a ‘fuel mix’ of specifically renewables such as wind and solar, which would have greater green credentials for the Council and enable a reduced carbon factor to be used in the Council’s carbon footprint calculation. The decision around the ‘fuel mix’ options for green electricity would be a decision for a future meeting of the Committee.

(Councillor L Brailsford entered the meeting during the Officers presentation.)

AGREED             that:

(a)                the Project update be noted; and

(b)                a further report be submitted to the Committee providing                                further progress updates on Newark and Sherwood District                    Council’s carbon reduction journey.

The Committee considered the report presented by the Business Manager – Public Protection, which informed the Committee of the findings in consultation with key partners and members of the public, on the proposed Public Space Protection Order (“PSPO”) at Vicar Water Country Park.

Consideration had been given to the option of a specifically designated BBQ area.  Consultation with other park providers as demonstrated that outside of the very large areas such as Clumber Park, this was not a feature normally provided due to the fire risk.  The Parks team had confirmed that they would not support the designation of such an area.

A map showing the proposed area of the PSPO was attached as Appendix two to the Report.  It indicated that the extent of the proposed PSPO was the whole of vicar water Country Park, however there was a small exclusion area around the fishing lake to allow smoking by the angling club as their members were there for an extended amount of time.

Two further designated smoking areas had been identified as:

(1)      the area outside of the Visitors Centre, which hosted Rumbles Café, and would be restricted to the immediate area at the rear of the building, which included the outdoor seating facility for Rumbles Café.

(2)      the car park area.

A map showing those additional exclusions was attached as Appendix three to the Report.

It was reported that failure to comply with the PSPO was an offence.  It was proposed that the fixed penalty level or all Public Space Protection Orders be set at £100.00 reduced to £75.00 if made within 14 days.  This aligned the penalty level with that of similar environmental and ASB offences.  It was proposed that the enforcement of PSPO’s would be carried out by Authorised officers of the council and police. 

The local ward Member sought clarification regarding any land which fell under the control of Mansfield District Council and whether discussions had taken place with Mansfield District Council regarding the PSPO’s.  The Business Manager confirmed that he was not aware of any land contained within the designated areas which fell under Mansfield District Council, but would confirm with colleagues at Mansfield District Council.

AGREED             (unanimously) that:

(a)                the terms of the PSPO as being ‘a person or persons are                               prohibited from the following activities being: the lighting                               of fires; barbecues; Chinese lanterns, fireworks; or using any                  article/object which causes a       naked flame and which poses a                         risk of fire’ be agreed;

(b)           the proposed designated smoking areas be agreed;

(c)            clarification be sought with Mansfield District Council regarding                  any land issues.

The Committee considered the report presented by the Health Improvement and Community Relations Manager which sought to secure committee support, subject to Policy and Finance 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 effect from 1 April 2021, with associated 5 year break clauses that were deemed acceptable and appropriate to both parties.

It was reported that the impact of Reach Learning Disability (RLD) in the local community and the benefits to the Council of having a reliable tenant had proved to be very successful and accordingly RLD were keen to secure a longer term relationship with the Council through a 15 year lease. Furthermore, if a 15 year lease was granted, RLD, as a registered charity, would be in a far stronger position to secure external grant funding to invest in and improve the facilities at the centre which will benefit service uses and community groups alike.

AGREED             (unanimously) that:

(a)                Leisure and Environment Committee recommend to Policy and                         Finance Committee that 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 approval to agree the terms of the lease including                         community access and use of the centre as is currently the                situation, and;

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

A presentation was provided by Helen Ellison – Health Improvement Officer, Newark and Sherwood District Council and Helen Davis – Strategic Lead, Active Nottinghamshire.  The presentation informed the Committee of a project which had developed an insight led, asset based approach to changing physical activity behaviour in Ollerton.  The aim of the project was to help the community to become physically active and was person led rather than service led.  The team worked with the community and learned what the individual requirements were and then developed a fitness regime tailor made around the individual rather than providing a service which did not meet community need.

A Member commented that the project did not include weight management, a problem which had increased during the pandemic.  It was confirmed that this was a countrywide problem which would need to be addressed.  The Council was working closely with the Integrated Weight Management Service – Your Health, Your Way, to address this problem. 

The Chairman thanked them both for presenting the informative presentation and invited them back to a future meeting of the Leisure & Environment Committee.

AGREED           (unanimously) that the presentation be noted.

The Committee considered the report presented by the Health Improvement and Community Relations Manager which presented the Active4Today (A4T) Business Plan 2021/22 and the latest performance report to end of December 2020 for Committee consideration and approval.

It was reported that the base budget for 2020/21 forecast a deficit at year end of £275,120, this was revised to £735,395 at the end of period 7, October 2020, and due to the ongoing challenges of closures the latest forecast to year end had now escalated to £997,104.  Total income was anticipated to be down by £1.44m a reduction of 46.7% of target income for the year.  This was offset by anticipated savings of circa £725k made up from staffing, £360k, premises £205k, supplies and services £160k.  In addition income through grants of circa £85k and the management fee payments from the Council of £202k had contributed to reducing the overall deficit to date. Assuming the position did not change significantly until year end the overall financial outturn would require an additional payment of £247k to balance the accounts to zero for the year, reducing to £222k if further Government grant was received, estimated to be circa £25k which was linked to the national lockdown closure instructions.  In addition an application had been submitted to the National Leisure Recovery Fund, a MHCLG/DCMS/Sport England grant support scheme, to secure a share of funding made available which would equally contribute towards reducing the anticipated outturn position and improve the company’s final position.  The amount of grant offered had yet to be confirmed and this fund only related to the recent November lockdown and did not extend to the current National Lockdown although it was hoped that further government assistance would be forthcoming in due course.

A Member sought clarification regarding the financial position of Active4Today and whether the company would be forced into liquidation.  The Business Manager – Financial Services confirmed that the Council had agreed to fund £490k in September 2020, from the Covid fund towards the £700k deficit.  Around £200k being contributed from Active4Today reserves and it was anticipated that further grant support would be received through funding from Sport England to supplement the shortfall.

AGREED            (with 8 votes For and 1 vote Against) that:

(a)      the Active4Today Business Plan 2021/22 be approved;

(b)     performance to Period 9 (December) be noted;

(c)       Active4Today presents its 2020/21 draft accounts by early April                    2021 in order that a the Director – Housing, Health and                                Wellbeing, with delegated approval, can agree what level of           contribution is made to the Company, for 2020/21 based on the                   outturn position;

(d)       the full year financial position be reported to the June                                  Committee; and

(e)       the initial early forecast outturn position for 2021-22 be noted.

The Committee considered the report presented by the Business Manager – Public Protection, which informed the Committee of the incidents of fire related nuisance at Vicar Water Country Park. The report also sought approval to begin a consultation process on the use of Public Spaces Protection Orders to control the use of materials within the Park to reduce risk of further damage.

The Chairman suggested that a designated BBQ area be built into the park, something he hoped would be addressed through the consultation.

The local ward Member commented that the proposals were welcomed as Clipstone had suffered recently with anti-social behaviour.  Vicar Water had been awarded the Green Flag and the Rumbles project had offered a valued service to the community providing food parcels during the pandemic.

The Business Manager – Public Protection confirmed that the proposed consultation process would run for four weeks.  The listed groups and agencies in the report would be contacted, the public would be consulted through the Council’s website.  The Park Ranger would also speak to visitors at the park to obtain their views.  A report providing the consultation findings would be submitted to the March 2021 meeting of the Committee.

AGREED             (unanimously) that:

(a)                the proposal to consult on the possibility of introducing                                    a Public Space Protection Order at Vicar Water Country Park                    be supported;

(b)                the terms of the PSPO as being ‘a person or persons are                                     prohibited from the following activities being: the lighting of                            fires; barbecues; Chinese lanterns, fireworks; or using any                              article/object which causes a naked flame and which poses a                      risk of fire’, be agreed;

(c)                the list of consultees as set out in paragraph 4.3 of the report be agreed; and

(d)                a further report setting out the results of the consultation be                            brought back to the Leisure & Environment Committee.

The Committee considered the report presented by the Business Manager – Financial Services, which compared the Revised Budgets for the period ending 31 March 2021 with the Projected Outturn forecast for the period, based on meetings with Financial Services staff and the appropriate Business Manager. The budget was based on eight months’ performance information on the Council’s revenue and capital budgets, including General Fund (GF) Revenue and capital programme.

The current position for the Council was a variance of between £0.078m (unfavourable) and £(0.022)m (favourable). This was prior to any return funding from the Nottinghamshire Business Rates Pool, for which S151 Officers across the County were working to review the position.

The forecast outturn position for the Leisure & Environment Committee was an unfavourable variance of £0.242m.  The main reasons for this variance were detailed within the report. It was noted that the projected outturn variances were still somewhat indicative and that they would become more accurate in subsequent months, as officers continued to refine budgets and forecasts in light of the latest information available.

AGREED             (unanimously) that the report be noted.

The Committee considered the report presented by the Business Manager – Financial Services, which sought feedback from the Leisure & Environment Committee on the following:

·       The proposed general fund revenue budget for the 2021/22 financial year (01 April 2021 – 31 March 2022) for those services which fell under its remit.

·       The scale of proposed fees & charges for 2021/22 also for those services which fell under its remit. 

The report sought approval from the Committee for the following:

·       The 2021/22 base budget as detailed within Appendix A to the report, to be recommended to Policy & Finance Committee at its meeting on 22 February 2021 for inclusion in the overall council budget. 

·       The 2021/22 fees & charges as detailed in Appendix D to the report, to be recommended to Policy & Finance Committee at its meeting on 22 February 2021 and Council at its meeting on 9 March 2021.

The Business Manager – Financial Services informed the Committee that the Environmental Health Fees and Charges had been omitted from the report and were displayed during the Microsoft Team meeting. The additional information would be circulated to Members following the meeting.

A Member sought clarification regarding the capital charge for the budget and the percentage of capital charge/costs for each sub heading.  The Business Manager – Financial Services confirmed that the depreciation charge was not a cost to the tax payer and hence not included in the Revenue account. The report presented the controllable costs that the Committee were responsible for monitoring. It was confirmed that a conversation would take place following the meeting with the relevant Member.

AGREED            (unanimously) that:

(a)           the following recommendations be made to Policy & Finance Committee at its meeting on 22 February 2021:

                                                                                      i.              the 2021/22 base to the report budget in Appendix A to the report, for inclusion in the overall council budget; and

                                                                                    ii.               to Council on 9 March 2021, the 2021/22 fees & charges in Appendix D to the report.

(b)          the information relating to the Environmental Health – Fees and Charges be circulated to Members of the Leisure &     Environment Committee.

The Leisure & Environment Committee Forward Plan was provided for Member information.  Members were encouraged to submit any areas of work they wanted to address for the forthcoming year. 

Members suggested the following:

·       Cattle Market, costs and benefits

·       Extending the litter pick service – need to invest in a litter picker for the Bridge Ward

·       Update on Fly Tipping in the district

AGREED             (unanimously) that:

(a)           the Forward Plan be noted; and

(b)          the following suggested items be researched and included on             the Leisure and Environment Committee Forward Plan:

·       Cattle Market, costs and benefits

·       Extending the litter pick service – need to invest in a litter picker for the Bridge Ward

·       Update on Fly Tipping in the district

AGREED             (with 8 votes For and 1 vote Against) 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.

The report provided the Committee with the urgency decision that had been taken to secure urgent delegated approval tooffer a one-off £30 introductory offer to everyone who had taken up the offer for Garden Recycling and not just residents who were subscribers during the original service reductions. 

The introductory offer had been introduced because the garden recycling collection had been interrupted by the first lock down through Covid 19 and following many complaints communications had been put out by the authority that promised a reduction in charge for the 2021/22 financial year in recompense. This also encouraged customers to remain a subscriber rather than cancel.  Due to software restrictions, that could only administer one level of charge at a time and the fact that this was an ideal time to push for more customers, it was proposed that a one-off £30 introductory offer be offered to everyone and not just residents who were subscribers during the original service reductions.

           AGREED (unanimously) that the urgency item be noted.

The Committee considered the exempt report of the Director of Housing, Health and Wellbeing which updated the Committee on the progress with proposals for an alternative management arrangements between Southwell Leisure Centre Trust and the Council.

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

The Council considered the report of the Chief Executive which set out proposals and options for taking forward new governance arrangements for the Council following the conclusion of the governance review. It was proposed that the Council move to a Leader and Cabinet system of governance, properly shaped and designed to meet the Council’s needs and reflective of our local circumstances. This proposal had been endorsed by the Councillors’ Commission who considered governance arrangements at their meeting held on 28 April 2021. It was suggested that a small working party of members be appointed to formulate the details of the new governance model for consideration and approval by Full Council at its meeting in December 2021, with the new system of working to be implemented with effect from May 2022.

 AGREED (with 31 votes for, 3 against and 1 abstention) that the Council:

(a)           resolve to adopt a Leader and Cabinet style of governance, with implementation to take effect from May 2022; and

(b)          appoint a small working group of Members, tasked with formulating the detail of how the new governance arrangements should operate, with the aim of reporting back to Full Council on 14 December 2021, for its consideration and approval. The Working Group to comprise of:

Leader of the Council;

Deputy Leader of the Council;

Chairman of the Councillors’ Commission;

Leader or representative of the Main Opposition Group; and

Two further representatives from the Majority Group.

The Council considered the report of the Director - Governance & Organisational Development which sought approval for amendments to the Planning Scheme of Delegation. It was noted that some revisions were made to the Scheme of Delegation in late 2019 with the aim of reducing the number of applications referred to the Planning Committee for consideration. It was agreed that a review of those changes would take place 12 months after implementation. This review had now been completed and the findings considered by the Planning Committee and the Councillors’ Commission. The findings had led to these further proposed changes, the aim of which were to achieve a better balance between the volume of applications being referred to the Planning Committee and Members having the confidence that the arrangements enabled them to sufficiently represent their ward.

The proposed changes to the Scheme of Delegation were set out in the report and the proposed drafting amendments were set out in an appendix to the report. The proposed changes had been recommended for approval by the Councillors’ Commission.

AGREED (with 34 votes for and 1 against) that the amendments to the Planning Scheme of Delegation set out in the appendix to the report be approved.

The Council considered the report of the Chief Executive concerning the current position in respect of the political composition of the Council with two vacancies, and the current position in respect of holding remote meetings which was due to end on 9 May 2021. Given the current vacancies and having brought this meeting forward to enable it to be held in a remote manner, the report proposed deferral of the annual meeting business, namely the allocation of seats to political groups and the appointments to Committees etc. until the next scheduled Council Meeting to be held on 13 July 2021.

AGREED (unanimously) that the Council:

(a)               note the current position in respect of remote meetings; and

(b)               defer the political composition of the Council and annual appointments until the next meeting, scheduled to be held on Tuesday 13 July 2021 and carry forward the existing appointments until that date.

In accordance with Council Procedure Rule No. 13.1, Councillor P. Harris moved and Councillor M. Brock seconded a motion to the following effect:

“Many of Newark and Sherwood’s Councillors live quite a distance from Newark. For some it is an hour's round trip to attend a committee meeting. It isn’t always easy, particularly during winter time, to attend all the meetings because of inclement weather and work commitments. There are meetings in the morning, afternoon and evening with some time inbetween. That time is not wasted if Members are able to attend remotely from home.

Newark & Sherwood District Council has declared a climate emergency, and by attending meetings via Teams or Zoom we are not driving and using non-renewable

resources, but are cutting down on our carbon footprint – a priority of this Council. Virtual meetings have saved the Council a considerable amount of money during this financial year, for example, travel expenses have been very much reduced. As we are facing a significant short fall in funding for the foreseeable future any saving is helpful.

Councillors wish to attend the District Council committees but are also keen to attend meetings of the Parish Councils within their wards. Some are also County Councillors and inevitably there is often a clash of dates. This means that Councillors have to choose which to attend. The result is less engagement with the District Council, or the County Council or the Parish Councils. Having remote meetings means that Councillors can more easily attend most of the meetings, to the advantage of all the Councils.

The engagement of the public and press has also generally increased (the exception probably being the Planning Committee). The level of reporting about Council business has increased as physical meetings no longer attracted the local press due to cutbacks in their staff. For some Councillors who have work commitments, mobility issues or are carers remote meetings have been easier for them to attend. This may well help to attract a wider age range of potential Councillors in future elections.

This Council would like to have the flexibility to hold remote and physical meetings. We recognise that some meetings are better dealt with physically and we also recognise that perhaps a hybrid model could also work successfully.

Councillor Blaney proposed, and Councillor Lloyd seconded an amendment to reflect the recent dismissal of the appeal hearing and updated the proposed actions of the Council accordingly.

This Council:

1.           Notes the recent High Court judgement on on-line and hybrid council meetings.

2.           Welcomes the Government’s clear wish to give Councils the option to hold meetings on-line and its current Call for Evidence, to which this Council has responded already through the Councillors’ Commission; and

3.           Writes to its two Members of Parliament asking for their continued support for this flexible approach to Council meetings.” 

Given the recent announcements by the Government in respect of remote meetings and High Court judgement, points 1 to 3 above were agreed as wording to replace the original motion text, which were supported by the proposer and seconder.

The motion, on being put to the vote was declared carried unanimously.

The Council considered the report of the Deputy Chief Executive / Director - Resources and Section 151 Officer which sought approval for the Capital Strategy 2021/22 which incorporated the Minimum Revenue Provision Policy and Capital Prudential Indicators.  The Strategy had been updated in accordance with the latest guidance.

The Capital Strategy outlined the principles and framework that shaped the Council’s capital decisions.  The principle aim was to deliver a programme of capital investment that contributed to the achievement of the Council’s priorities and objectives as set out in the Corporate Plan.  The Strategy was attached as appendices to the report.

AGREED      (with 34 votes for and 1 against) that:

The Council considered the report of the Director – Resources / Deputy Chief Executive and Section 151 Officer which sought approval to appoint an Independent Member, on a non-voting basis onto the Audit & Accounts Committee.

At their meeting held on 3 February 2021, the Audit & Accounts Committee considered a report concerning co-opting an Independent, non-voting Member onto the Committee. The report detailed recommendations from the Sir Tony Redmond review on the arrangements in place to support the transparency and quality of local authority financial reporting.

The Audit & Accounts Committee unanimously agreed in recommending to Full Council to co-opt an Independent Member onto the committee.  The proposed role profile for the Independent Member was attached at Appendix B of the report.

AGREED      (unanimously) that:

(a)     the Council approve the creation of a Co-opted Independent member on a non-voting basis onto the Audit & Accounts Committee; and

(b)     the process for selecting and recommending an appropriate candidate be delegated to the Business Manager – Financial Services in consultation with the Chairman of the Audit & Accounts Committee, and that a report is brought back to the Council to approve the appointment of the recommended candidate.

The Council considered the report of the Chief Executive which informed the Council of the report and recommendations of the Members Independent Remuneration Panel. A copy of the Panel’s report was attached as Appendix A. In accordance with the Local Authorities (Members’ Allowances) (England) Regulations, a Panel was convened to review the current Scheme of Members Allowances, which was last approved by the Council on 6 February 2016, following the previous Panel report.

The Councillors’ Commission considered the Independent Review Panel report at their meeting held on 25 February 2021, and were minded to recommend Council to approve the proposed new Scheme of Members Allowances as set out in the Panel report, but recognising that the Council may consider that it may not be appropriate to implement at the current time. The Commission also wished to consider further the report findings in respect of the Planning Committee, but this would not impact on any implementation.

AGREED      (with 34 votes for and 1 against) that:

(a)          the Council thank the Independent Remuneration Panel for their report;

(b)          the recommendations of the Independent Remuneration Panel be approved in full; and

(c)          the changes recommended by the Panel to the Members Allowances Scheme are not implemented at the current time given the ongoing pandemic, the constraints on public sector pay and the current review of the Council’s governance arrangements. 

The Council considered the report of the Director – Governance & Organisational Development which sought approval of the Pay Policy Statement for 2021/22.  In accordance with Section 38(1) of the Localism Act 2011, the Council was required to produce a Pay Policy Statement for each financial year.  The Pay Policy Statement set out the authority’s policies for the financial year relating to:

•   the remuneration of the authority’s lowest-paid employees (together with a definition of “lowest-paid employees”) and the reasons for adopting that definition;

•   the relationship between remuneration of Chief Officers and that of other officers (pay multiples); and

•   the remuneration of Chief Officers.

The report summarised the minimal changes to the Statement and it was noted that given the Trade Unions had yet to present a pay claim for 2021/22, the document showed pay scales as of April 2020.

The Policy & Finance Committee, at their meeting held on 22 February 2021, recommended the Pay Policy Statement to the Council for adoption.

AGREED      (unanimously) that the Pay Policy Statement 2021/22 be approved.

The Council considered the report of the Deputy Chief Executive / Director – Resources and Section 151 Officer which sought approval for the Investment Strategy for 2021/22. This Investment Strategy met the requirements of statutory guidance issued by the Ministry of Housing, Communities and Local Government (MHCLG) Investment Guidance in January 2018.  The definition of an investment covered all of the financial assets of the Council, as well as the other non-financial assets that the organisation holds, primarily or partially to generate a profit including investment property portfolios. The Strategy therefore, may include investments that were not managed as part of normal treasury management processes or under treasury management delegations. A copy of the Investment Strategy was attached as Appendix A to the report.

AGREED      (unanimously) that:

(a)     the Investment Strategy 2021/22 be approved; and

(b)     the Investment Prudential Indicators and Limits be approved.

The Council considered the report of the Deputy Chief Executive / Director - Resources and Section 151 Officer which sought approval for the Treasury Management Strategy Statement for 2021/22. This Statement incorporated the Borrowing Strategy, Investment Strategy and Treasury Prudential Indicators updated in accordance with the latest guidance. The Statement was attached as Appendix A to the report.

AGREED      (with 34 votes for and 1 against) that:

(a)     the Treasury Management Strategy 2021/22, incorporating the Borrowing Strategy and the Annual Investment Strategy be approved;

(b)     the Treasury Prudential Indicators and Limits be approved; and

(c)     the Authorised Limit Treasury Prudential Indicator be approved.

The Council considered the report of the Deputy Chief Executive / Director – Resources and Section 151 Officer which set out the proposed Capital Programme for the period 2021/22 to 2024/25.  Following the Policy & Finance Committee’s consideration of the Capital Programme at its meeting on 22 February 2021 and in accordance with Financial Regulation 6.2.3, the final programme was recommended to Council for approval.  Attached as Appendix 1 to the report was the report submitted to Policy & Finance Committee held on 22 February 2021 which detailed the resources available, the Council’s existing committed programme and the priority schemes identified.

The Capital Programme for 2021/22 to 2024/25 proposed investment of £116.534m over the 4 year programme, including Housing Services £56.895m (made up of Property Investment and the New Build Programme) and General Fund £59.639m (made up of various general fund projects). The expenditure was financed by a combination of Government Grants, Third Party Contributions, Capital Receipts, Revenue Support (through the HRA Major Repairs Reserve, General Fund reserves) and borrowing.

AGREED      (unanimously) that:

(a)          the General Fund schemes shown in Appendix A and the Housing Services Programme shown in Appendix B be approved as committed expenditure in the Capital Programme;

(b)          the Capital Programme be managed in accordance with Financial Regulation 6.2.3;

(c)          in accordance with the delegation to the Section 151 Officer in the Council’s Constitution to arrange financing of the Council’s Capital Programme, the Capital Programme for the financial years 2021/22 to 2024/25 be financed to maximise the resources available, having regard to the provisions of the Local Government and Housing Act 1989 and subsequent legislation; and

(d)          any changes above the limit delegated to the Section 151 Officer (i.e. £10,000), either in funding or the total cost of the capital scheme, be reported to the Policy & Finance Committee for consideration.

The Council considered the report of the Deputy Chief Executive / Director – Resources and Section 151 Officer which sought approval for the Council’s Medium Term Financial Plan (MTFP) for the four financial years between 1 April 2021 and 31 March 2025 (2021/22 to 2024/25).  A copy of the Plan was attached as an Appendix to the report. The MTFP aimed to provide both Members and officers with a clear financial framework for delivering the Council’s Community Plan objectives over the next four years. Updating the MTFP was an essential pre-requisite to the annual budget setting for future years.

The MTFP showed that the Council was able to set a balanced budget for 2021/22, whilst being able to contribute funds to reserves in order to mitigate future anticipated shortfalls in funding. The Council would need to continually consider how best to manage demand for its services, as well as monitoring and reviewing how best to deliver services.

AGREED      (unanimously) that the Medium Term Financial Plan (MTFP) for 2021/22 to 2024/25 be approved.

The Council considered the report of the Leader of the Council relating to the Revenue Budget and Council Tax Setting for 2021/22.

The report indicated that, in setting the level of Council Tax for 2021/2022, it was necessary to consider the requirements of the Council Tax Collection Fund for 2021/2022.  This incorporated the District Council’s Council Tax Requirement, Parish Council Precepts and the Council Tax requirements of Nottinghamshire County Council, the Nottinghamshire Police & Crime Commissioner and the Nottinghamshire Fire & Rescue Service.

The Policy & Finance Committee, at its meeting held on 22 February 2021, recommended that the District Council's Council Tax Requirement for 2021/2022, excluding Parish Council precepts, should be £15,917,480.00as detailed in the Council's Budget Book for 2021/2022.  As part of the budget process, the views of the operational committees had been taken into account along with views of the Commercial Ratepayers through the statutory consultation.

It was reported that all Parish Council precepts had been received.  Parish precepts totalled £3,237,196.84. Consequently the total Council Tax Requirement for the District Council was £19,154,676.84.

Nottinghamshire County Council had set a precept on Newark & Sherwood District Council’s Collection fund for 2021/2022 of £63,237,241.00.  The Nottinghamshire Police & Crime Commissioner had set a precept on Newark & Sherwood District Council's Collection fund for 2021/2022 of £9,770,900.73, and the Nottingham and Nottinghamshire Fire & Rescue Service had proposed a precept on Newark & Sherwood District Council’s Collection fund for 2021/2022 of £3,318,170.03.

AGREED      (unanimously) that the recommendations as set out in the report and attached as Appendix A to these minutes be approved.

In accordance with Procedure Rule No. 28a.1 a recorded vote was taken as follows:

The Council considered the joint report of the Deputy Chief Executive, Director – Resources and Section 151 Officer and Director – Housing, Health & Wellbeing which sought approval of the Housing Revenue Account (HRA) budget for the 2021/22 financial year and proposed changes in rent levels and service charge levels for 2021/22.

The Policy & Finance Committee, at their meeting held on 21 January 2021,

recommended approval of the HRA budget for 2021/2022, financial plan to 2024/25

and proposed changes in rent and service charge levels for 2021/22. These were detailed in Appendix A to the report.

Councillor T Wendels, as Chairman of the Homes & Communities Committee, confirmed his support for the recommendation of an increase of 1.5% (Consumer Price Index (CPI) + 1%) in the 2021/22 rents of all properties in the HRA.  The proposed increase would provide funds to build new homes and fulfil the needs of the current and future tenants. He added that the district wide housing need survey had identified a need of 243 new homes per year, over the next four years.

AGREED             (unanimously) that:

(a)                the Housing Revenue Account (HRA) budget for 2021/22, as set                out in Appendix A1 to the report, be approved;

(b)                an increase of 1.5% (Consumer Price Index (CPI) + 1%) in the                           2021/22 rents of all properties in the HRA as at 31 March 2021, be approved;

(c)                 an increase of 1.5% (CPI + 1%) in all 2021/22 service charges,                except for the television (TV) licence costs payable by tenants                        of Gladstone House, be approved; and

(d)                that the TV licence costs payable by tenants of Gladstone House                           in 2021/22 remain at £0.21 per week.

The Council considered the report of the Chief Executive which proposed a change to the membership of the Homes & Communities Committee.

AGREED             (unanimously) that Councillor Robert Crowe replace Councillor Mrs S.                         Saddington on the Homes & Communities Committee.

The Council considered the report of the Director – Resources, Deputy Chief Executive and Section 151 Officer which set out proposed amendments to a number of financial policies and procedures which formed part of the Council’s Constitution.

A number of financial policies and procedures were due for review and a report was presented to the Councillors Commission at their meeting held on 11 January 2021, which recommended updates to the various documents detailed below.  The Commission recommended all of these changes to the Full Council for approval. 

The policies concerned were the Anti-Fraud and Corruption Strategy; Anti-Money Laundering Policy; Guidance for Dealing with Irregularities; Financial Procedure Rules; and Contract Procedure Rules.

AGREED             (unanimously) that the refreshed policies and procedures as detailed in the report, as    recommended by the Councillors’ Commission, be            approved and updated in the Council’s Constitution.

Councillor L Brailsford joined the meeting during consideration of this item.