MINUTES of a meeting of the PLANNING COMMITTEE held in the

					MINUTES of a meeting of the EXECUTIVE BOARD held in the Board Room, Council
Offices, Coalville on TUESDAY, 29 JULY 2003.

Present: Councillor F Straw (Chairman) (In the Chair)

Councillors M J Chadbourn, A J Geary, A H Harrop, D Howe, G Tacey and R Woodward.


In attendance: Councillor P A Hyde and Mr D Taylor MP.

Officers: Messrs I Arkinstall, B Birkett, M R Davis, M J Diaper, S Dibnah, Mrs L Gill, Messrs D
Halstead, D Heath, C A North, Miss S R Newton and Mr D Swallow.

An apology for absence were received from Mr D T D Knox.

The following declarations of personal and prejudicial interests were received:

Councillor A J Geary declared a personal interest in item 16 - Improvements to the Reactive
Maintenance Service as he was an active trade union representative.

Councillor A H Harrop declared a personal interest in items 16 - Improvements to the Reactive
Maintenance Service, 12 – Licensing Act 2003 – Partnership Working and Staffing
Requirements, 13 – Resourcing the Legal Service and 14 – Resourcing the IT Service as she
was a trade union representative.

Councillor D Howe declared a prejudicial interest in item 11 – Report into the Drainage
Blockages at Blackfordby Lane, Moira, Castle Rock Drive, Coalville and Crusader Close,
Whitwick as he had relatives living in Crusader Close. He withdrew from the meeting taking
no part in the discussion and voting thereon.

Councillor P A Hyde declared a personal interest in items 10 – Creation of the Post of
“Homelessness Prevention and Resettlement Officer”, 13 – Resourcing the Legal Service and
14 – Resourcing the IT Service as he was a member of Unison.

Mr Arkinstall declared a pecuniary interest in item 14 - Resourcing the IT service. In
accordance with standing orders members agreed to allow him to remain in the meeting.

#.        ANNOUNCEMENT

          The Chairman reported that Gail Marsden who had been the scheme manager at
          Howe Court, Brooks Lane, Whitwick had died today from cancer and requested that
          members stand for one minute’s silence.

#.        MINUTES

…         Consideration was given to the minutes of the meeting held on 1 July 2003 (copy
          previously circulated and retained with the official copy of the minutes).




                                                                             Chairman’s initials
      RESOLVED:

      That the minutes be approved and signed as a correct record subject to the
      following amendments:

      Councillor A J Geary’s declaration be altered to read as follows “Councillor A J
      Geary declared a personal interest in item 9 – Direct Leisure Services – Allocation
      of Financial Surplus as a trade union member and a personal interest in Desford
      Colliery Band as an employee at Snibston Discovery Park where he arranged for a
      practice and storage area 13 years ago for the second band.”

      Reason for decision: To comply with the Constitution.

#.    FORWARD PLAN

…     Consideration was given to the forward plan (copy previously circulated and
      retained with the official copy of the minutes).

      It was reported that, in respect of the grading review, it had been anticipated that a
      report would be brought to this meeting however this would now happen in October
      2003. A letter had already been sent to members giving the details of this. In
      addition the following amendments were reported:

      The deletion of D T D Knox as contact officer on the Community Strategy and to
      change the date of decision from October 2003 to January 2004.

      The replacement of D T D Knox with S B Town under racial equality contact officer.

      A member queried why the District Supports Action Plan at Coalville Urban Area
      Park and Open Spaces Development Plan had not been put on this agenda. The
      Acting Manager of Community Services explained that both reports had been taken
      to the Policy Review and Development Board last week and members had
      requested that the items go back to a future meeting of that board before they were
      presented before the Executive Board. It was hoped that these reports would come
      to the Executive Board in October 2003.

      RESOLVED:

      That the forward plan be approved subject to the amendments noted above.

      Reason for decision: To comply with the Constitution.

#.    REFERENCES FROM BOARDS

(a)   Homelessness Strategy

…     Consideration was given to the report of the Manager of Housing (copy previously
      circulated and retained with the official copy of the minutes).

      The purpose of the report was to present the proposed Homelessness Strategy.




                                                                        Chairman’s initials
      RESOLVED:

(a)   That the Homelessness Strategy and improvement plan be approved.

(b)   That any amendments before submission to the Government Office be approved by
      the portfolio holder for quality of life issues.

(c)   That the strategy and improvement plan be presented to the Primary Care Trust
      Board for endorsement.

      Reason for decision: To comply with statutory requirements.

#.    CREATION OF THE POST OF “HOMELESSNESS PREVENTION AND
      RESETTLEMENT OFFICER”

…     Consideration was given to the report of the Manager of Housing (copy previously
      circulated and retained with the official copy of the minutes).

      The purpose of the report was to seek members’ approval for the creation and
      retention of the post and their support for its intended outcomes.

      RESOLVED:

(a)   That the implications of the Homelessness Act 2002 be noted.

(b)   That the creation of the post entitled “Homelessness Prevention and Resettlement
      Officer” be approved.

      Reason for decision: To discharge the Council’s statutory duties.

#.    REFERENCES FROM BOARDS CONTINUED

(b)   Housing Renewal Policy

…     Consideration was given to the report of the Manager of Housing (copy previously
      circulated and retained with the official copy of the minutes).

      The purpose of the report was to inform members of the proposed new policy for
      housing renewals.

      RESOLVED:

      That the policy be approved in its draft form with a finalised version being presented
      for approval at a future meeting.

      Reason for decision: To take account of new Government guidelines.

(c)   Private Sector Housing Enforcement Policy

…     Consideration was given to the report of the Manager of Housing (copy previously
      circulated and retained with the official copy of the minutes).



                                                                          Chairman’s initials
      The purpose of the report was to determine a policy document dealing with the
      Council’s approach to private sector housing enforcement issues.

      RESOLVED:

      That the private sector housing enforcement policy be approved.

      Reason for decision: Comply with statutory requirements.

(d)   PC Facilities for Members

      The Chairman drew members’ attention to the addendum which had been
      previously circulated. The Manager of Central Support explained that this was a
      copy of the report which had previously been submitted to the Policy Review and
      Development Board.        She explained that members had approved the
      recommendations detailed on page 3 of the report.

      In response to a query the Manager of Central Support stated that she would hope
      that the Council could save up to £10,000 next year as a result of the proposals in
      the report.

      RESOLVED:

(a)   That the measures detailed in paragraph 3.1 of the report be approved.

(b)   That the Council adopt a policy of providing all members with PC equipment at the
      commencement of each new Council.

(c)   That the E-Government Working Party be asked to consider the most appropriate
      arrangements for the current Council.

      Reason for decision: Implementation of e-government strategy

#.    MINUTES – E-GOVERNMENT WORKING PARTY

…     Consideration was given to the minutes of a meeting of the E-Government Working
      Party held on 2 July 2003 (copy previously circulated and retained with the official
      copy of the minutes).

      The Chief Executive drew members’ attention to the item on IEG3 and because of
      the tight timescale for submission of the Council’s IEG3 Statement to Government
      requested that the Working Party be given delegated powers to approve the
      statement before submission.

      RESOLVED:

(a)   That the minutes of the meeting of the E-Government Working Party held on 2 July
      2003 be received and the recommendation adopted.




                                                                        Chairman’s initials
(b)   That the E-Government Working Party be granted delegated powers to approve the
      Council’s IEG3 statement before submission.

      Reason for decision: Implementation of E-Government strategy.

#.    SINGLE CAPITAL POT – 2004/05
      CAPITAL STRATEGY 2003, QUARTERLY REPORT ON THE CAPITAL
      PROGRAMME AND A REPORT ON THE COUNCIL’S PERFORMANCE
      AGAINST THE NATIONAL PPI’S

…     Consideration was given to the report of the Director of Resources (copy previously
      circulated and retained with the official copy of the minutes).

      The purpose of the report was to consider the Council’s capital strategy for
      submission to GOEM under the single capital pot requirements for 2004/05.
      Additionally, to receive reports on the progress and performance of the capital
      programme and performance against the 5 national property performance indicators
      (PPIs). Members’ attention was drawn to the recommendations on pages G3, G13
      and G18.

      RESOLVED:

(a)   That the capital strategy 2003 be approved for submission to GOEM.

(b)   That members note the current position on the current capital programme.

(c)   That members receive the report on the Council’s performance against the national
      property performance Indicators and note the contents.

      Reason for decision: To comply with the Single Capital Pot requirements.

#.    CASTLE DONINGTON FARMER’S MARKET

…     Consideration was given to the report of the Manager of Regeneration (copy
      previously circulated and retained with the official copy of the minutes).

      The purpose of the report was to transfer the ownership of equipment for Castle
      Donington Farmer’s Market to the Leicestershire Food Links Ltd.

      RESOLVED:

      That the transfer of ownership of the Castle Donington Farmer’s Market equipment
      to Leicestershire Food Links Ltd be approved subject to the necessary legal
      agreement being drawn up and signed by all relevant parties.

      Reason for decision: Promotion of Farmers Markets.

#.    AUDIT LETTER 2001/2002

…     Consideration was given to the report of the Management Team (copy previously
      circulated and retained with the official copy of the minutes).



                                                                      Chairman’s initials
      The purpose of the report was to advise members on how the points raised in the
      audit letter of 2001/2002 were being addressed. A previous report had been
      included in the Council’s Best Value Performance Plan where actions had been
      completed.

      Members’ attention was drawn to the action plan in the appendix to the report and it
      was reported that further actions had been completed.

      RESOLVED:

      That progress on the outstanding items be noted and that a report be submitted to a
      future meeting.

      Reason for decision: To comply with audit requirements.

#.    BEST VALUE REVIEW – SUPPORT SERVICES

…     Consideration was given to the report of the Manager of Central Support (copy
      previously circulated and retained with the official copy of the minutes).

      The purpose of the report was to confirm the action of the Chairman and Deputy
      Chairman in approving an amendment improvement plan for support services and
      to inform the board of the Inspector’s judgement.

      RESOLVED:

(a)   That the report be received.

(b)   That the action of the Chairman and Deputy Chairman be approved.

      Reason for decision: To comply with the Constitution.

#.    RACE EQUALITY SCHEME 2003-2005

      The Chief Executive reported that he had received correspondence from Unison
      who had requested more time to respond.

      RESOLVED:

      That the item be deferred to a future meeting of the Executive Board.

      Reason for decision: To enable Unison to respond.

#.    REPORT INTO THE DRAINAGE BLOCKAGES AT BLACKFORDBY LANE,
      MOIRA, CASTLE ROCK DRIVE, COALVILLE AND CRUSADER CLOSE,
      WHITWICK

…     Consideration was given to the report of the Manager of Housing (copy previously
      circulated and retained with the official copy of the minutes).




                                                                       Chairman’s initials
       The purpose of the report was to inform members of the cost of remedial action on
       the above sites.

       The Manager of Housing explained that with regard to the works for Castle Rock
       Drive, he had been quoted £7,250 from a new contractor and £4,000 from the
       original contractor. He pointed out that because these would be programmed works
       they could not be dealt with in the same way as blockages. The Council would have
       to get full agreement of all of the residents before works could be carried out.

       A member raised concerns that the private householders may object because they
       would not be able to afford the bill. Another member queried whether people could
       pay in instalments if they were struggling to pay the whole bill at once. The Director
       of Resources confirmed that if there was a willingness to pay then the Council would
       make the appropriate arrangements.

       RESOLVED:

(a)    That the works at Blackfordby Lane, Moira and Castle Rock Drive, Coalville be
       undertaken using the 4.5mm liner at the costs detailed in the report.

(b)    That the survey work required at Crusader Close, Whitwick be approved.

       Reason for decision: To assist local residents.

#.     EXCLUSION OF PRESS AND PUBLIC

       RESOLVED:

       That in pursuance of Section 100A (4) of the Local Government Act 1972 the
       press and public be excluded from the meeting for the following business on the
       grounds that it involves the likely disclosure of exempt information as defined in
       Paragraph 1, 7 and 9 of Schedule 12A to the Act.

#.**   LICENSING ACT         2003    –   PARTNERSHIP       WORKING        AND    STAFFING
       REQUIREMENTS

…      Consideration was given to the report of the Manager of Central Support (copy
       previously circulated and retained with the official copy of the minutes).

       The purpose of the report was to appraise members of discussions that had taken
       place with other Leicestershire authorities over the administrative arrangements for
       the implementation of the Licensing Act 2003 and as a result what staffing
       requirements would be necessary.

       Members were informed that the Licensing Act 2003 had now received Royal
       Assent and it was believed that 1 March 2004 would be the likely start date for the
       transition.




                                                                         Chairman’s initials
       RESOLVED:

(a)    That the stance made by officers in terms of the suggested partnership
       arrangements for licensing be supported.

(b)    That officers be authorised to explore further the joint working arrangements with
       Charnwood Borough Council.

(c)    That the proposed structure of a licensing unit and the suggested arrangements for
       filling the post of senior licensing officer be approved.

(d)    That the Manager of Central Support submit a report to the Executive Board with a
       further review of the licensing structure in the light of experience.

       Reason for decision: To implement the provision of the Licensing Act 2003

#.**   RESOURCING THE LEGAL SERVICE

…      Consideration was given to the report of the Manager of Central Support (copy
       previously circulated and retained with the official copy of the minutes).

       The purpose of the report was to inform members on the current resourcing
       difficulties within the Legal Section.

       RESOLVED:

(a)    That an additional post of solicitor graded PO35-38 plus market supplements be
       approved.

(b)    That the same market supplements be applied to post RE291 with effect from the
       date of appointment to the new post.

(c)    That the number of market supplements be calculated using the corporate model
       and agreed with the Chairman of the Executive Board.

(d)    That the Manager of Central Support bring a further report detailing improvements
       made to the service, reviewing the resource level of the legal services and giving
       consideration to alternative procurement methods.

       Reason for decision: To adequately resource the demand for legal services.

#.**   RESOURCING THE IT SERVICE

…      Consideration was given to the report of the Manager of Central Support (copy
       previously circulated and retained with the official copy of the minutes).

       The purpose of the report was to inform members on the current resourcing
       difficulties within the IT section.

       With regard to the out of hours service, members requested that the response time
       be within 30 minutes of the call and not one hour.



                                                                      Chairman’s initials
       RESOLVED:

(a)    That an additional post of computer operator/PC support at scale 1/2/3 be
       approved.

(b)    That the post RE216 be given additional technical responsibilities and regraded to
       scale 4/5.

(c)    That an honorarium of £500 each be paid to post holders RE210, RE 211 and
       RE217 in recognition of their commitment to the provision of the service.

(d)    That the supplementary estimate of £10,500 for 2003/2004 to fund the proposals be
       approved.

(e)    That the IT support to leisure services be enhanced for a period of 4 months by the
       introduction of a temporary call out arrangement, covering the hours of operation of
       the leisure centres. A 30 minute response time will be required.

(f)    That post holders RE210, RE 211, RE212, RE213, RE216 and RE217 be
       compensated as detailed at paragraph 4.2.3 of the report.
(g)    That the cost of this arrangement be funded capital.

(h)    That the review of the trial include investigations into alternative ways to provide out
       of hours cover, should it be necessary.

       Reason for decision: To formalise current support arrangements and to ensure an
       effective implementation of the bookings system.

#.**   LAND AT FAIRFIELD COURT, HUGGLESCOTE – ACCESS

       The chairman informed members that the Head of Legal Services was not available
       at this time and suggested it would be advantageous to defer the item until his
       advice could be sought.

       RESOLVED:

       That the item be deferred until the next meeting of the Board.

       Reason for decision: To allow time for legal advice to be obtained.

#.**   IMPROVEMENTS TO THE REACTIVE MAINTENANCE SERVICE

…      Consideration was given to the report of the Manager of Housing (copy previously
       circulated and retained with the official copy of the minutes).

       The purpose of the report was to outline the proposed improvements and seek
       approval of a trial “repairs by appointment” in one half of the district.




                                                                           Chairman’s initials
           RESOLVED:

(a)        That the commitment to service improvement in line with District Audit reports and
           best practice be noted.

(b)        That the 3 month trial of introducing 2 zones from September 2003, with an
           appointment system operating in zone 1 be approved.

(c)        That the implementation of an appointment system in zone 2 from April 2004, with
           whatever contractual arrangements are recommended by the Best Value Review
           Panel be approved.

           Reason for decision: To improve the maintenance service.

#.**       HOUSING BENEFIT ENQUIRY UNIT – CLERICAL SUPPORT

…          Consideration was given to the report of the Manager of Housing (copy previously
           circulated and retained with the official copy of the minutes).

           The purpose of the report was to seek approval for the establishment of clerical
           support for the enquiry unit on a permanent basis.

           RESOLVED:

           That the Council establish a new post of part time (14.5 hours per week) clerk typist
           in the housing benefit enquiry unit on scale 1/2.

           Reason for decision: To assist with housing benefits.

#.**       WRITE OFFS OVER £500

…          Consideration was given to the report of the Manager of Housing (copy previously
           circulated and retained with the official copy of the minutes).

           RESOLVED:

           That the write offs detailed in the report be approved.

           Reason for decision: For accounting purposes.

Mr S Dibnah left the meeting at 7.10pm.

Mr B Birkett and D Taylor MP left the meeting at 7.20pm.

Councillor P A Hyde left the meeting at 8.28pm.

Mr I Arkinstall left the meeting at 8.45pm.

The meeting terminated at 8.48pm.
                                                                                      Min608cp




                                                                             Chairman’s initials
Chairman’s initials

				
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