Decisions

The Director - Resources / Deputy Chief Executive presented a report which informed Members of the joint venture agreement with MF Strawson Ltd for the redevelopment of the Robin Hood Hotel. Further to the decision of the Committee at their meeting held on 29 November 2019 and the delegation given to the Director – Resources / Deputy Chief Executive the Council had now: formed the joint venture company, RHH Newark Limited, with Newark & Sherwood District Council and MF Strawson Limited being equal shareholders, with each holding 500 Ordinary Shares of £1 each; agreed the Articles of Association; received the Letter of Commitment from MF Strawson; and agreed the Shareholders Agreement. The terms agreed in respect of the maximum capital contribution, onward sale and the retail / leisure units were summarised in the report.

AGREED (with 5 votes for and 2 against) that:

(a)        the Articles of Association (Appendix A) be noted;

(b)        the Shareholders Agreement (Exempt Appendix C) be noted; and

(c)        the inclusion of £3.3m to the Council’s Capital Programme, profiled over 2019/20 and 2020/21 be approved.

Reason for Decision

To keep Members informed of the progress of the redevelopment of the former Robin Hood Hotel and to establish the budget of £3.3m in the Council’s Capital Programme.

The Committee considered the exempt report presented by the Director – Growth & Regeneration regarding land on the south side of Moor Lane, South Clifton.

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

The Business Manager – Housing Strategy & Development presented a report which provided a progress update on the masterplan proposals developed for the Yorke Drive Estate and the Lincoln Road Playing Fields in Bridge Ward, Newark using funding secured from the Ministry of Housing, Communities & Local Government’s (MHCLG) Estate Regeneration Programme.

The Business Manager – Housing Strategy & Development reported that outline planning application submitted for the masterplan proposal had been granted by the Planning Committee at their meeting held on 2 April 2019. The outline planning application had been submitted on the basis of delivering up to 320 homes, both market and affordable units.

In December 2018, all residents on the Yorke Drive Estate received a letter inviting comments on the regeneration proposals and formal planning application. The letter also contained details of the 'residents offer' for council tenants and homeowners whose homes were affected by the demolition and redevelopment. In addition, as part of the statutory process, all Council tenants affected by the proposed demolition had now been served with an ‘Initial Demolition Notice’ as prescribed under the Housing Act 1985. Consultation was undertaken with the Yorke Drive Resident Panel prior to this being hand delivered to each affected tenant.

It was reported to the Committee in November 2018 that Homes England had made a provisional funding offer to the Council of £2m under the Accelerated Construction Programme and subsequently further development appraisals had been submitted to Homes England as part of their technical due diligence process. Discussions continued with Homes England to gain further clarity on the detail of the programme so that all the necessary due diligence work was undertaken, which would then determine whether the funding conditions were acceptable to the Council. The report advised of the ongoing funding gap and set out proposed measures as to how the Council were to mitigate that risk.

AGREED (unanimously) that:

(a)        the progress made with the masterplan proposals for the regeneration and development of the Yorke Drive Estate and the Lincoln Road Playing Fields in Bridge Ward, using funding from the Ministry of Housing, Communities & Local Government’s Estate Regeneration Programme, be noted; and

(b)        delegated authority be given to the Director - Governance & Organisational Development, in consultation with the Director - Resources, to enter into the Accelerated Construction Programme funding agreement with Homes England, subject to the satisfactory conclusion of all due diligence work.

Reason for Decision

To progress the ‘transformational project, focussing on the regeneration of the Yorke Drive estate and Lincoln Road playing fields.

The Director – Governance & Organisational Development presented a report following the completion of the Strategic Housing Liaison Panel’s (SHLP) review of the options for managing the Council’s housing stock. At their meeting held on 29 November 2018, the Committee agreed to initiate a review of the housing management arrangements for the Council’s housing stock and it tasked the Strategic Housing Liaison Panel to undertake the review looking at options to either retain the current arrangements whereby Newark & Sherwood Homes (NSH) manage and maintain the stock; or reintegrate the housing landlord service into the Council. To assist SHLP in its work the Council engaged specialist housing consultancy support (Savills) to assess and advise on the optimal way forward taking into account the Council’s objectives for the review. The two options had been assessed against objectives which were grouped into four headings around tenants, operational, financial and reputational. 

The report detailed the work undertaken by the SHLP and summarised the overall conclusions of the Savills report. It was noted that Savills had estimated that a minimum of £0.95m annually could be realised through the discontinuation of NSH and through the reintegration of landlord and the associated support services into the Council and further opportunities arose from the potential release of feed in tariff income up to £0.5m per annum from the HRA, which was currently ‘pass ported’ through to NSH.

The Committee considered the conclusions and recommendations which were set out in the report. The fundamental question was whether there was good reason to retain NSH given the scale of the efficiencies that could be released to the Housing Revenue Account through integrating the service within the Council, particularly given that the initial reason for setting up the Company, to access funding for the Decent Homes Programme, had now ended.

In respect of tenant consultation it was considered that tenants were key to the review process and one of the overriding factors on the future of the housing service must be the benefits provided to tenants. There was also a statutory requirement for tenants and leaseholders to be consulted on any proposal to re-integrate the housing service back into the Council and dissolve the Company as a consequence. The proposals for the wide ranging consultation exercise were detailed in the report. A letter addressed to the Leader of the Council from members of the Tenant Scrutiny Panel expressing concerns over a possible diluted housing service and the desire to be consulted in the process was circulated to the Committee.

During the debate Councillor D Staples proposed and Councillor P Peacock seconded slight amendments to remove the word ‘independent’ in recommendation (b) and add the wording ‘if needed’ at the beginning of recommendation (d). Both of these amendments were lost with 2 votes for and 5 against.

AGREED (unanimously) that:

(a)        the Committee agree in principle to the decision to bring the housing management services in-house for direct service provision by the Council, such decision to involve the consequential winding up of Newark and Sherwood Homes Ltd (NSH);

(b)        the Council undertake an independent consultation exercise with its tenants and leaseholders, (the cost of which is to be met from the Housing Revenue Account (HRA)), and a staff programme to take into account their views on the future of the housing service;

(c)        the Chief Executive consider and design a revised management and staffing structure for the Council to incorporate the housing landlord service, and associated support services;

(d)        temporary housing/project management resource and support be engaged to manage the period between now and the formal end of the contract with NSH to ensure the smoothest service transfer, the cost of which was to be met from the HRA;

(e)        the temporary transition arrangements referred to in paragraph 8.4 of the report be put in place from the date of approval of this report;

(f)        temporary HR resource be approved to provide the capacity to support the proposal as indicated in paragraph 8.3 of the report, the cost of which would be met from the HRA;

(g)        new tenant arrangements be drawn up for their future input into the housing service; and

(h)        a further report on the outcome of the consultations with tenants and staff be submitted to the Policy & Finance Committee for final consideration and determination.

Reason for Decision

To enable the Council to progress the optimum means of delivery of the Housing Management Services for its Council housing stock.

The Business Manager – Community Safety presented a report which sought approval for the establishment of a capital replacement programme for the Council’s existing public space CCTV cameras.  The Council’s existing network of public space cameras dated back to 1999 with many cameras, situated in key locations, unable to be repaired give their age. In addition many cameras were approaching seven years old and these required upgrading to digital technology.

Currently cameras were replaced on an ad-hoc basis from funding within the CCTV budget and some repairs being covered by the maintenance contract held within the CCTV partnership. In addition to ongoing camera repairs, it was noted that the expansion to a wireless network when the control room was relocated had meant that the Council now had greater reliability on wireless transmission equipment such as dishes and routers which also required repair and replacement which had an impact on budget. There were also four redeployable cameras, used in areas where ASB emerges as a problem, which also required replacement.

The Committee noted that each time a camera was due to be replaced it was subject to a Camera Needs Assessment to determine if it was still needed in that location. In respect of the location of fixed cameras across the District it was considered that these were allocated dependent upon an evidence base and directions by the police. It was proposed that a capital replacement programme be set up for the cameras based on a seven year life span per unit. The full programme was set out in Appendix One to the report.

AGREED (unanimously) that the CCTV replacement programme budget be added to the Capital Programme as set out in the report and at Appendix One.

Reason for Decision

To allow for a capital replacement programme of the Councils CCTV cameras to be established thereby creating a planned and predictable expenditure budget for this area of work.

The Committee considered the exempt report presented by the Director – Communities & Environment regarding the Castle Gatehouse.  

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

The Director – Growth & Regeneration presented a report which sought to extend the current contract for the provision of the Council’s building control functions by the East Midlands Building Consultancy (EMBC) for a further 12 month period. The partnership ran for three years and was due to end in April 2019 but could be extended by agreement.

It was reported that following three years of operation EMBC had successfully arrested the previous financial decline of the service. The report demonstrated the reduction in the net costs of the service however the Director – Growth & Regeneration agreed to provide Members with a fuller explanation of the figures provided. EMBC had demonstrated success since its inception by increasing market share, fee income, staff resiliency, and reducing the level of deficit for all three partners. The forecast was that two of the partners would be in a position to clear any deficit within the 2018/19 financial year.

The report advised that the EMBC were turning their attention to future opportunities and on that basis a one year extension was recommended at this time. EMBC were to commission specialist advice for growth options which would be appraised in order to ensure they continued to meet the requirements of high quality, efficient service, reduce general fund contributions and generate profit.  It was noted that the commission would broadly focus on two options (continue with the three way partnership and ‘as is’ and servicing other Councils or a company model as a wholly owned trading company) accepting that there was a third option to bring the service back in-house.

AGREED (unanimously) that:

(a)        the existing contract with East Midlands Building Consultancy to continue to deliver Building Control Services in partnership with Rushcliffe Borough Council and South Kesteven District Council be extended until April 2020; and

(b)        the commission to explore growth opportunities as detailed in paragraphs 3.3 – 3.5 of the report, and the intention to bring such options back to the Committee when complete, be noted.

Reason for Decision

To provide a sustainable Building Control service in partnership with neighbouring authorities.

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

The Committee considered a report whichdetailed the exempt business considered by the Committee from 15 May 2018 to date. The report identified which reports, in the opinion of report authors, could now be released into the public domain.

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

Reason for Decision

To advise Members of the exempt business considered by the Policy & Finance Committee for the period 15 May 2018 to date and those items which could now be released into the public domain.

The Chief Executive presented a report which provided a summary of the District/Borough Council elements contained within the proposed Nottinghamshire Local Offer for Care Leavers. The proposed local offer was attached as an appendix to the report.

Section 2 of the Children & Social Care Act 2017 required each local authority (including District Councils) to publish a local offer for its care leavers (18 – 25 years).  This would provide information about all the services and support, statutory and discretionary that was available to care leavers from each local authority. Through the Nottinghamshire Local Authorities Chief Executives’ Group, the County Council and District/Borough Councils had agreed to create one joint single Care Leaver Offer for Nottinghamshire. The District/Borough Councils’ Chief Executives had expressed an ‘in principle’ support for the proposals subject to the relevant approval of their respective Councils.

The elements of the local offer relevant to the District Council were detailed in the report and related to employment, skills and apprenticeships, housing, and physical and mental health. In addition, all Nottinghamshire Borough/District Councils had previously agreed to exempt care leavers from council tax up to their 25th birthday as part of the development of this local offer.

Members noted that the draft local offer did not include the Dukeries Academy within the list of Further Education Colleges within easy access to Nottinghamshire care leavers.

AGREED (unanimously) that:

(a)        Members express their commitment to, and support for, the proposed Nottinghamshire Local Offer for Care Leavers and refer approval of the various Borough/District Council elements to the relevant committees; and

(b)        future consideration be given to how Borough/District Councils might work with Nottinghamshire County Council to support Looked After Children and those at risk/vulnerable of becoming so.

Reason for Decision

To fulfil statutory Corporate Parenting duties, improve lifetime outcomes for Nottinghamshire’s care leavers and to reduce lifetime local and national spend on care leavers.

The Business Manager – HR & Organisational Development presented a report which sought to review the content of the Pay Policy Statement for 2019 and subject to any necessary revisions to recommend the Statement to the Council for approval.

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 must 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.

A copy of the Pay Policy Statement for 2019 was attached as an appendix to the report. It was noted that the statement had been updated to:

·         include a link to the new pay and grading arrangements for officers engaged on NJC terms to reflect the nationally agreed scale points negotiated as part of the two year settlement;

·         include amendments to the paragraph on Living Wage given that the Council will be paying an amount equivalent to the Living Wage (£9.00 agreed during November 2018) as part of its substantive pay and grading arrangements following implementation of the revised pay scale; and

·         reflect revisions to the management structure arising from the recent restructure.

AGREED (unanimously) that the content of the Pay Policy Statement for 2019/20 be recommended to Council for approval.

Reasons for Decision

To comply with Section 38 (1) of the Localism Act 2011.

The Business Manager – HR and Organisational Development presented a report which provided Members with an opportunity to comment on the final draft of a new Community Plan.

The Council’s current Corporate Plan had been reviewed and refreshed. In part, this was in response to a renewed focus on the ‘Cleaner, Safer, Greener’ agenda and also in recognition of the need for greater clarity and understanding about what the Council was trying to achieve which was one of the recommendations from the 2016 Peer Review. The development of the revised objectives included within the plan had been updated and refined following consultation with a range of stakeholders and the results of the residents survey had been used to sense check the objectives within the plan and where appropriate refinements made.

It was proposed that the plan be renamed Newark and Sherwood’s Community Plan to better reflect the largely outward facing nature of the plan and acknowledging that its delivery was not something that the Council could achieve on its own. The Community Plan set out the purpose and values of the Council and included eleven objectives underpinned by supporting actions. A copy of the final draft was attached as an appendix to the report.

In respect of the objective contained within the Community Plan titled ‘Enhance and Sustain Newark Town Centre’ the Committee considered that such an objective was appropriate for all town centres in the District and not just Newark, and it was agreed (with 4 votes for and 3 against) that this be amended to read ‘Enhance and Sustain Town Centres’. 

AGREED (unanimously) that the Community Plan 2019 – 2023 be recommended to Council for approval and adoption.

Reason for Decision

To enable the Council to adopt a revised plan which in turn will provide focus around delivering what matters most to our communities.

The Organisational Development Officer presented a report which provided Members with the results of the corporate objectives consultation undertaken between October and December 2018. The report set out how the results of the consultation had shaped the content of the corporate objectives included within the Community Plan for 2019-2023.

A copy of the Corporate Objectives Consultation report was attached as Appendix to the report. The consultation consisted of a Parish and Town Council questionnaire, stakeholder feedback, and a resident survey completed by 11,224 residents. This equated to an 11.3% response rate.  The corporate objectives were initially drafted by senior officers and Members.  The corporate objectives were then shaped to reflect the points raised by residents and the key activities under each objective were prioritised to reflect feedback from residents on those areas identified as requiring the most improvement.

The survey confirmed how important it was for residents to feel safe in their local area and also highlighted the importance of tackling anti-social behaviour and the blights of fly tipping, littering and dog fouling. Residents also expressed their wish for improved care and support for vulnerable groups. The report detailed a number of actions the Council had taken to directly address these issues, including working with the Police for a Town Centre Police Officer, employing two Community Protection Officers and bidding for further funding to support rough sleepers.

The report also detailed the potential legacy as a result of the resident survey with 2,482 residents signing up to a mailing list and 820 residents expressing an interest in joining the newly created Resident Panel which had been created to help the Council understand the views and experiences of residents

The Members analysed some of the findings within the report and the relatio9nship with current service provision and welcomed the further analysis which was to be undertaken at a Ward level.  

AGREED (unanimously) that:

(a)               the Corporate Objectives Consultation Report, attached as Appendix 1 to the report, be noted;

(b)               the proposed actions outlined in paragraph 3 of the report ‘Legacy of the Resident Survey’ be approved and the resident satisfaction be used to inform the Council’s performance;

(c)                a copy of the Consultation Report be sent to Nottinghamshire County Council and Highways England highlighting the issues raised by residents surrounding road maintenance and congestion;

(d)               a copy of the Consultation report be sent to Nottinghamshire Healthcare NHS Foundation Trust highlighting the issues raised by residents regarding access to healthcare facilities;

(e)               a copy of the Consultation Report be sent to Nottinghamshire Police highlighting the issues raised by residents regarding reducing crime and lack of a police presence; and

(f)        the outcome of the survey be communicated to Residents via appropriate media including a section in the Corporate Plan and article in the Voice Magazine.

Reason for Decision

To enable Members to consider and take appropriate actions following the outcome of the consultation.

The Business Manager – Financial Services presented a report concerning the Medium Term Financial Plan (MTFP) for 2019/20-2022/23. A copy of the MTFP was attached as an appendix to the report.

The MTFP was a Corporate Plan to assist both Members and Officers to manage the Council’s finances within a clear framework. It set out the Council’s spending plans to support its strategic priorities over the current financial year and the following three years and detailed how that spend would be funded through grants, fees and charges, local taxation, reserves and other income.

The MTFP showed that whilst the Council managed to balance the budget for 2019/20 because of prudent decisions made in the past, future funding of its services would depend on its ability to raise additional income, otherwise it would need to make up funding gaps by increasing Council Tax or/and depleting its general fund reserves.

The MTFP was due to be refreshed during June 2018 to reflect the expectations of future income and expenditure however this was deferred to enable strategic input form the new Chief Executive and Leader of the Council.

AGREED (unanimously) that:

(a)                           the Medium Term Financial Plan for 2019/20 to 2022/23 be recommended to Council for approval; and

(b)                           Council approve the change in the minimum level of General Fund Balance, as set out in paragraph 1.8 of the Medium Term Financial Plan, from a 15% of Net Budget Requirement to a fixed balance of £1.5m.

Reason for Decision

To provide a framework to support the Councils future spending plans.

The Business Manager – Financial Services presented a report which detailed the available capital resources, the Council’s existing committed Programme and the priority schemes identified.  In accordance with Financial Regulations the Policy & Finance Committee was required to consider the Capital Programme and recommend to Council the final Programme.

In respect of the general fund capital expenditure the Council intended to spend £33.3m from 2019/20 to 2022/23 on the schemes as set out in Appendix A to the report. In respect of the Housing Revenue Account expenditure the Council intended to spend £57.9m from 2019/20 to 2022/23. This was made up of £20.9m on existing property investment and £37m on Affordable Housing.  The HRA property investment and development programme were set out in Appendix B to the report.

AGREED (unanimously) that:

a)      the Committee supports the General Fund Capital Programme 2019/20 – 2022/23 totalling £33.322m as detailed at Appendix A to the report, and recommends these to Full Council on 7 March 2019; and

b)      the Committee supports the Housing Revenue Account Capital Programme 2019/20 – 2022/23 totalling £57.969m, as detailed at Appendix B to the report, and recommends these to Full Council on 7 March 2019.

Reason for Decision

To enable the Capital Programme to be considered by the Policy & Finance Committee in accordance with Financial Regulation 6.2.3 prior to its submission to Council.

The Business Manager – Financial Services presented a report which enabled Members to consider spending proposals and recommendations to the Council for the budget in 2019/2020.

The report set out the details of the proposed budget for the Council in 2019/2020. The budget proposals had been formulated in accordance with the framework set out in the Council’s Constitution with the initial report having being presented to the Policy Committee on 20 September 2018.  It was noted that the level of discretionary fees and charges for services provided by the Council were considered as part of the budget process rather than being implemented piecemeal throughout the year. The proposed fees and charges for 2019 were detailed in the report and would be included in the budget book which forms part of the agenda for the full Council Meeting.

The Local Government Finance Settlement provided key figures for Government Grant that formed part of the Council's budget. The draft settlement was announced on 13 December 2018 and was confirmed on 29 January 2019. It was reported that the overall Business Rates income was expected to rise by £1,262,100 due to an increase in the rateable value in the rating list.

The report had been prepared by the Resources Directorate in conjunction with the appropriate Committees and relevant budget holders. In accordance with the Constitution, all Members, Directors and Business Unit Managers had been involved with the preparation of the budget.

AGREED (unanimously) that it be recommended to Council on 7 March 2019 that:

(a)        the Employee Plan shown in Appendix C to the report be noted;

(b)        the following amounts be now calculated by the Council for the year 2019/2020 in accordance with Sections 31 to 36 of the Local Government Finance Act 1992 as amended by the Localism Act 2011:

(i)         £47,478,210    being the aggregate of the amounts which the Council estimates for items set out in Section  31A(2)(a) to (f) of the Act (the gross District Council expenditure for 2019/20);

(ii)        £35,499,020    being the aggregate of the amounts which the Council estimates for the items set out in Section 31A(3)(a) to (d) of the Act (the gross District Council income for 2019/20); and

(iii)       £11,979,190    being the amount by which the aggregate at (a)(i) above exceeds the aggregate at (a)(ii) above, calculated by the Council, in accordance with Section 31A(4) of the Act, as its Net Budget Requirement for the year;

(c)        the figures shown as (b)(i) and (b)(iii) above to be increased only by the amount of Parish Precepts for 2019/20;

(d)        the budget figures included in the report be the Council’s budget for 2019/20; and

(e)        the fees and charges shown in Appendices D to W to the report be implemented with effect from 1st April 2019.

Reason for Decision

To enable Policy & Finance Committee to make recommendations to Full Council of the amounts to be calculated in accordance with Sections 31 to 36 of the Local Government Finance Act 1992 as amended by the Localism Act 2011 for the purposes of setting Council Tax levels for the year 2019/20.

The Business Manager – Financial Services presented a report which compared the revised budgets for both the General Fund Revenue and Capital Programme, for the period ending 31 March 2019, with the Projected Outturn forecast for the period based on three quarters performance information.

The appendices to the report detailed anticipated performance against budget for the period to 31 March 2019. The overview of the General Fund Revenue budget showed a projected favourable variance against the revised budget of £213k on Service budgets, with an overall favourable variance of £959k. The main variations from the revised budget were detailed in the report.

In respect of the Capital Programme resources the estimated outturn of £26.425m would be financed through borrowing, external grants and contributions, capital receipts and revenue contributions as set out in the report. It was noted that any savings on capital projects would be assessed and used to meet additional demands or to fund the Capital Programme in future years.

AGREED (unanimously) that:

(a)        the General Fund projected favourable outturn variance of £959k be noted;

(b)        the variations to the Capital Programme at Appendix B to the report, totalling -£6.057m be approved; and

(c)        the Capital Programme projected outturn and financing of £26.425m be noted.

Reason for Decision

To update Members with the forecast outturn position for the 2018/19 financial year.

The Committee noted the decision to constitute a Chief Officers Appointment’s Panel to appoint the Director – Growth & Regeneration.

AGREED (unanimously) that the urgency item be noted.

Reason for Decision

To enable the implementation of the revised management structure.

The Business Manager – Housing Strategy & Development presented a report which sought approval to transfer the title of properties registered in the name of the District Council to Nottingham Community Housing Association (NCHA).

The Council, in the 1980’s, provided loans to NCHA combined with Housing Corporation funding to develop new build social housing in the District. Until the loans were re-paid by NCHA the Council retained a charge on the properties.  The Council provided such a loan to develop 19 properties at Bellmond Close, Lilac Close, Sycamore Close and Bailey Road, Newark and the loan was paid back in full in early 2004.  A schedule of these properties was set out at Appendix A. On repayment of the loan it was standard practice to return the Title Deeds for the properties to NCHA in order for them to transfer title with the Land Registry.  The Council sent the Title Deeds to NCHA for all 19 properties in April 2005.  However, it had recently been established that NCHA could not trace receipt of the Title Deeds and so the properties were still registered in the District Council’s name.

AGREED (unanimously) that the Council enter into a transfer of the 19 listed properties (identified at Appendix A to the report) for the nominal sum of £1.

Reason for Decision

To transfer the legal title of properties (detailed in Appendix A) currently registered to the District Council to Nottingham Community Housing Association.

The Business Managers for Commercialisation & Major Projects and Transport & Waste Services presented a report which provided a business case for bringing the garden waste service back to an in-house provision. The current collection arrangement was delivered in partnership with Rushcliffe Borough Council and Mansfield District Council and had been operating since 2014.  The garden waste service currently had 11,500 customers and operated a mixed delivery approach within the District.

In June 2018 the Leisure & Environment Committee resolved to transfer the administration for the garden waste scheme from Rushcliffe Borough Council to an in-house provision and that officers should develop a business case detailing the option of bringing the garden waste service back to an in-house provision. This subsequent business case considering the option of brining all garden waste services back to an in-house provision was attached as Appendix A to the report. It was noted that any transfer to an in-house provision would generate a surplus for the Council; improve the customer experience; establish some of the infrastructure required if a national mandated garden waste service for all households with gardens was legislated following government consultation as part of the National Waste Strategy; and give the Council greater autonomy over the service.

When considering the business case, the Committee sought clarification that leasing the additional required collection vehicles would not be more cost effective than purchasing outright a had been proposed.

The Leisure & Environment Committee considered the garden waste business case at their meeting held on 22 January 2019 and recommended approval of it being brought back in-house. 

AGREED (unanimously) that:

(a)        the preferred option as set out in the business case (bringing the garden waste service back in-house) be approved and added into the revenue budget in 2019/20 and built into the base budget for future budgets; and

(b)        the capital costs of £450,000 be added to the Capital Programme in 2019/20 for the purchase of the new collection vehicles and the additional bins all to be financed by borrowing, subject to the alternative of leasing the two collection vehicles not being cheaper than outright purchase.

Reason for Decision

To approve the preferred option for bringing the garden waste service back in-house.

The Committee noted the decision to approve the appointment of Savills to undertake an analysis of relevant financial and other information to support the delivery of the review project.

AGREED (unanimously) that the urgency item be noted.

Reason for Decision

To deliver the review work within the proposed timeframe.

The Business Manager – Revenues & Benefits presented a report which sought adoption of a proposed new Business Retail Rates Relief Scheme for the 2019/20 and 2020/21.  The Government announced on 29 October 2018 that it would provide business rates relief of up to one third to all occupied retail properties with a rateable value of £51,000 or less in each of the years 2019/20 and 2020/21. As this measure was for two years only the government would reimburse local authorities that use their discretionary relief powers to grant relief. It was for individual local billing authorities to adopt a local scheme and decide in each individual case when to grant relief.

Properties that were occupied with a rateable value of £51,000 or less, which were wholly or mainly being used as shops, restaurants, cafes and drinking establishments would qualify for relief. The report set out a broad but not inclusive list of those businesses which would qualify. Equally the report identified the types of properties that would not qualify as they were being used for the provision of services such as banking and medical.

AGREED (unanimously) that the proposed new Business Retail Rates Relief Scheme for the 2019/20 and 2020/21 financial years be adopted. 

Reason for Decision

To establish a local business rates retail relief scheme for the financial years 2019/20 and 2020/21.

The Business Manager – Financial Services presented a report which informed Members of the budget and scale of fees and charges for the areas falling under the remit of the Policy & Finance Committee for 2019/20.  A summary of the Committee by Service Team was provided at Appendix A, together with a summary at subjective level for the whole Committee at Appendix B. A schedule of proposed levels of fees and charges pertaining to the Committee were given at Appendix C. 

The current draft budget showed an increase in 2019/20. Direct service expenditure and income excluding deferred and capital charges, and all central services recharges currently showed an overall increase of £171,430 against the 2018/19 budget.  This was an increase of 4.43%. The report showed the major variances between 2018/19 and 2019/20. 

The Committee questioned whether more information in respect of the budget process was required in the form of the in-year outturn figures but it was noted that this would require specific changes to the agreed Budget Strategy which was presented to the Committee on an annual basis in September.

AGREED (unanimously) that:

(a)        the final Committee budget as shown at Appendix A to the report be recommended to Policy & Finance Committee at its meeting on 21 February 2019 for inclusion in the overall Council budget; and

(b)        the scales of fees and charges as shown at Appendix C  to the report be recommended to Policy & Finance Committee at its meeting on 21 February 2019 and Council on 7 March 2019.

Reason for Decision

To ensure that the final budget proposals and the level of fees and charges for 2019/20 are recommended to Policy & Finance Committee on 21 February 2019.

The Business Manager - Financial Services presented a report in relation to the Housing Revenue Account Budget and rent setting for 2019/20.  The report showed the actual outturn of the Housing Revenue Account for the year 2017/18; examined the proposed income and expenditure on the Housing Revenue Account for 2019/20; and in accordance with Section 76 of the Local Government and Housing Act 1989, made recommendations to avoid a deficit on the Housing Revenue Account.  The report also set out indicative figures of income and expenditure for the financial years 2020/21 to 2022/23.

The report also made recommendations to set rent levels and service charges with effect from April 2019 and sought to determine charges for garage rents, plots and garage ports and housing support service charges.

In respect of the annual management fee payable to Newark and Sherwood Homes in accordance with the Management Agreement it was reported that this was still to be formally agreed with Newark & Sherwood Homes.

The setting of the Housing Revenue Account budget and the approval of rent levels would be presented to the Full Council Meeting in February 2019 which would allow the required time to notify tenants of proposed changes to rents in accordance with the legislation. 

Since April 2012, following the housing finance reforms, the Housing Revenue Account had been operating within a 30 year self-financing HRA Business Plan. Officers had been working with colleagues from Newark and Sherwood Homes to monitor and review the Business Plan, which informed the 2019/20 budget process and medium term financial plan 2020/21 to 2022/23.  The HRA budget proposed in the report was based on the Government announcement made on 8 July 2015, stating that local authorities must secure that the amount of rent in the relevant year by a tenant of social housing is 1% less than the amount that was payable by the tenant in the previous 12 months.  This 1% per year rent reduction commenced in 2016/17 and would continue for 2019/20. The cumulative impact of the 1% rent reduction had been factored onto the HRA Business Plan and was reflected in the proposed budget.

It was also noted that in 2019/20, 53 Mondays fall in the financial year which had created further issues which required consideration. In light of this the budget had been prepared with rent for 52 weeks which had also been factored into the HRA Business Plan.

AGREED (unanimously) that the following recommendations be made to Council at its meeting on 12 February 2019:

i.                    the Housing Revenue Account budget for 2019/2020 be approved; 

ii.                  delegated authority be given to the Director of Governance and Organisational Development to agree the Management and Maintenance Fee with Newark and Sherwood Homes which was to be included within the Housing Revenue Account budget for 2019/20;

iii.                additional payments for the management of Gladstone House be made to Newark and Sherwood Homes;

iv.                 the rent of all properties in the Housing Revenue Account, as at 31 March 2019,  be decreased by 1% in accordance with Welfare Reform and Works Act;

v.                   the rent on temporary accommodation be increased by CPI plus 1% (3.4% from 1 April 2019;

vi.                 that all services charges and support charges should be increased by CPI plus 1% (3.4%) with effect from April 2019; and

vii.       that garage, garage plot and garage port rents are increased by 3.4% in line with CPI + 1% with effect from 1st April 2019. 

Reason for Decision

To advise Members of the proposed HRA budget for 2019/2020, the rent levels, garage rent, garage plots, garage ports and Housing Support Service Charge levels and for all to be recommended to Full Council.