Decisions

The Executive Manager – Transformation and Operations presented a report which provided the Group with an update on the work that had been undertaken regarding the digitising of various services across the Council and on the future objectives for the digital by design programme.

The Executive Manager advised that prior to 2014 the Council had encouraged residents to move towards online or email to access the Council’s services and it was noted that the ‘channel shift’ from face to face to online services was then rebranded as ‘digital by default’ from 2014 – 2017. This further initiative had seen the development of e-forms and the implementation of Hybrid Mail which allowed documents to be sent remotely, which in turn released capacity for the Business Support Unit team to complete more complex tasks. It was also noted that although the majority of residents had contacted the Rushcliffe Contact Community Centre through face to face or telephone channels there had been an increase in email communication and online transactions since the implementation of the digital by default initiative in 2014.

The Executive Manager noted that the digitisation agenda was now referred to as ‘digital by design’ which aimed to maximise the use of technology designed into the service provision. 

The Executive Manager and the ICT Manager delivered a presentation to the Group which outlined:

·       Pre 2018 Web Update

·       The 2015 – 2017 Customer Access Strategy

·       External Validations of the website

·       Competitive results from Nottinghamshire Districts

·       Statistics about current website usage

·       Digital by Design 2018 Onwards

Members of the Group asked several specific questions regarding face to face services and whether the Council was continuing to improve face to face customer services as well as digital accessibility. The Executive Manager noted that services were still available for residents who visited the Rushcliffe Community Contact Centre and contact points and that there were now additional office staff from departments such as licensing, planning, revenues and benefits who were able to assist residents face to face on the more complex enquiries which were more difficult to resolve online.

Members of the Group also asked questions regarding online services available for residents. The Executive Manager confirmed that each resident would have access to an account online which would enable them to access all online services such as council tax, planning applications and benefit claim forms. Members of the Group also raised concerns over the verification of identification documents if residents were given the option to scan and send them online. The ICT Manager assured the Group that the systems in place would require a secondary verification. The Group asked to be provided with additional information regarding fraud prevention and identification verification. The Group were also informed that procedures were in place for business continuity if the Council’s online systems were to stop working efficiently.

The Group requested that the grass cutting calendar to be placed online for residents to refer to, as as ward members they received many enquiries about grass cutting. The Executive Manager – Communities noted that it would be difficult for officers to keep this information up to date and that the date of grass cutting was dependant on weather conditions throughout the year.

The Group were pleased to note that savings in printing had been made since the introduction of Hybrid Mail and the move from the Civic Centre to Rushcliffe Arena. The ICT Manager stated that the number of printers had reduced from 18 to 4 and that Hybrid Mail had systems in place which stopped letters duplicating.

It was RESOLVED that:

a)    the report of the Executive Manager – Transformation and Operations be noted.

b)    the Group be provided with additional information regarding fraud prevention and identification verification.

The Executive Manager – Communities presented the report of the Executive Manager - Finance and Corporate Services requesting the Group considered it’s Work Programme. It was agreed that the Group would receive a report regarding the Council’s draft empty property strategy before being considered by Cabinet.

The Group asked questions regarding the funds raised from the disposal of the Borough Art Collection of £15,000. The Executive Manager noted that a sculpture had been considered but that no designs had yet been accepted.

It was RESOLVED that the work programme as detailed below be approved.

20 November 2018

·         Rural Broadband Update

·         Armed Forces Community Covenant

·         Draft Empty Property Strategy

·         Work Programme

26 February 2018

·         Tree Protection and Promotion in Rushcliffe Update

·         Diversity in Rushcliffe

·         Work Programme

Action Sheet

Community Development Group – Tuesday 18 September 2018

The Environmental Health Manager presented the report of the Executive Manager – Neighbourhoods which provided the Group with an update of the work undertaken by the Council and its partners to reduce the use of single use plastics. It was noted that since it was resolved on the 7 December for the Council to tackle its use of single use plastics an updated action plan had been completed which identified the detailed tasks across four theme areas:

a)    Audit of the single use plastic currently used across the Council in normal council activities

b)    Identifying ways of seeking support from key partners and contractors to encourage them to commit to support similar actions

c)     Run relevant communications and campaigns to influence and challenge behaviour of residents and businesses in the Borough on these issues

d)    Identify how we prohibit the use of lanterns and helium balloons in Council assets and parks following good practice from other agencies such as Nottinghamshire County Council

The Environmental Health Manager delivered a presentation to the Group which covered:

·       The Council Motion

·       The Action Plan

·       Refill Rushcliffe

·       What’s Next

Members of the Group raised concerns as a result of their visit to Veolia Materials Recovery Facility regarding the types of plastic that the facility could process for recycling. Members of the Group advised that while they were aware that the Borough Council was not responsible for the recycling contract it was suggested that Nottinghamshire County Council should look again their recycling contract with Veolia to ensure it was fit for purpose. Members of the Group requested that a letter be sent to Nottinghamshire County Council which expressed their concerns which had arisen during their visit to the Veolia Materials Recovery Facility.

Members of the Group were pleased with the implementation of Refill Rushcliffe scheme which allowed residents to refill their reusable water bottles for free from different businesses and facilities within the Borough. The Group were informed that posters had been placed in windows to inform residents where they would be able to refill their water bottles and that the Council were hoping to target rural areas within the Borough with the initiative.  

The Group were informed by the Principal Community Development Officer that the Council had stopped purchasing balloons for events such as Lark in the Park and that traders were discouraged to use single use plastics. It was suggested that the Council should write to supermarkets to discourage them from selling balloons. The Executive Manager – Communities noted that national supermarkets were taking action on the national agenda to reduce single use plastics and that it was instead the Borough Council’s aim to tackle single use plastics by influencing local businesses and residents.

It was RESOLVED that:

a)    the report of the Executive Manager – Neighbourhoods be noted.

b)    a letter be sent to Nottinghamshire County Council expressing the concerns of the Group their regarding the input specification for Veolia Materials Recovery Facility.

The Principal Community Development Officer presented the report of the Executive Manager – Communities that provided the Group with an overview of Diversity of Rushcliffe and its impact on service delivery. It was noted that the Equality Act 2010 had challenged Local Government organisations to know how age, disability, gender reassignment, marriage, civil partnership, pregnancy and maternity, race, religion/belief, sex and sexual orientation influenced local communities both individually and collectively. It was also was noted that the Equality Framework for Local Government comprised of five performance areas:

·       Knowing your communities

·       Leadership, partnership and organisation commitment

·       Involving your communities

·       Responsive services and customer care

·       A skilled and committed workforce

The Health Development Officer delivered a presentation to the Group which focused on the ‘knowing your communities’ section of the equality framework. The presentation also highlighted the Council’s actions to address health inequalities within the Borough. The presentation covered:

·       Knowing your communities data

·       Mosaic Groups in Rushcliffe

·       Indices of Multiple Deprivation

·       Child Poverty

·       Health Determinants

·       Health Profile

·       Lifestyle Behaviour

·       Health inequalities

·       Health Priorities

·       Health Ambitions

·       Dementia

·       Recommendations

Following the presentation the Group raised suggestions of subjects for further investigation such as child obesity, dementia and mental health. It was noted that although the diversity of the Council’s workforce was scrutinised at Performance Management Board the Group wanted to know about the Borough’s local communities and how the Council could engage with isolated communities. The Principal Community Development Officer advised the Group to visit the Nottinghamshire Insight website which helped the Council identify the communities most in need. The Executive Manager – Communities noted that funding was disappearing for small community groups and the Group suggested that they could use funds from their community support scheme grant to support minority groups within the Borough. The Group also asked several specific questions regarding the Rushcliffe Respectful Relations document.

It was RESOLVED that:

a)    the report of the Executive Manager – Communities be noted.

b)    the Group be provided with a further report covering dementia and mental health.

Mr Chris Williams, Head of Internal Audit at RSM, the Council’s internal auditors attended the meeting to present the Internal Audit Progress Report. It was noted that this was the first report for the financial year 2018/19. The report provided information on the current position on the audit programme, along with any significant recommendations with regards to the audits completed during this period. The report highlighted the completion and issue of five reports since April 2018: Risk Management, Business Continuity, General Data Protection Regulations, Council Tax and Asset Investment. It was noted that the programme was on track and all assignments had received a positive assurance with no high or medium risk recommendations and that any mitigating actions recommended had been agreed by management for implementation.

The Chairman requested further information in relation to the Business Continuity report. The Executive Manager – Finance and Corporate Services advised that he did not have that information available at the meeting, but advised he would circulate the information to the group after the meeting.

The Chairman and members of the Group thanked Mr Williams for attending the meeting and for answering their questions.

It was RESOLVED that:

a)    the report be noted.

b)    further information on the Business Continuity report be circulated to members of the Group.

Councillor Lawrence gave his apologies and left the meeting at this point and did not re-join the meeting for any further discussion.

The Financial Services Manager presented the report of the Executive Manager – Finance and Corporate Services detailing the Revenue and Capital Budget position for Quarter 1 2018/19. The report provided the budget position for revenue and capital as at 31 July 2018 along with the appropriate recommendations for referral to Cabinet.

The Financial Services Manager  advised that overall, the Council’s financial position was relatively stable with revenue efficiencies and additional grant income of £98,000 offset by the slightly less favourable business rates position of £161,000 providing a net position of £63,000 which represented a 0.6% variation against the net expenditure budget. It was also noted that £1.19m was expected to be transferred to reserves, so that the Council could meet significant challenges and risks going forward. The capital programme indicated a planned underspend of £10.237m, due to a slowdown in asset investment and the outcome of the relocation of the Abbey Road  Depot project is yet to be made.

Councillor Cooper enquired on what was contributing to the rising costs for additional items within the Streetwise primary contract. The Executive Manager – Finance and Corporate Services advised that the adverse variances were due to an increase in fly-tipping cases and the cost of cleaning up. The Executive Manager also advised that fly tipping was reported to the Performance Management Board for scrutiny, adding that efforts were being made to target hotspot areas for fly tipping. Councillor Walker questioned whether the Council had plans in place for Ratcliffe on Soar Power Station when it was due to be decommissioned in 2025 and the adverse effect this would have on business rates revenue. The Executive Manger advised that there were ongoing discussions happening regarding potential future use for the site and noted that the business rates pooling arrangement that operated with Nottinghamshire County Council and the other Districts may mitigate the risk of this loss of income.

The Chairman questioned the adverse variances in excess of £15,000 in respect of Transformation and Human Resources enquired about the causes of these increased costs. The Executive Manager advised these variances were due to extra staff being recruited in Property Services to meet an increased workload and the increase in occupational health counselling in respect of employees.

The Chairman requested more detailed information in future reports, in respect of the explanations for Revenue variances, in particular the Adverse Variances under £15,000. The Executive Manager agreed to include this information in the financial monitoring report that would be submitted to the group at the next meeting.

It was RESOLVED that the Revenue and Capital Budget Monitoring report be forwarded to Cabinet for approval noting:

a)    The projected revenue position for the year with minor 0.6% variation (£63K) in the revenue position (due to the expected business rates position; and

b)    The capital underspend of £10.237m as a result of capital scheme re-phasing and projected savings.

The committee considered its Work Programme.

It was RESOLVED that the Work programme, as detailed below be approved.

4 December 2018

·       Internal Audit Progress Report – Quarter 2 2018/18

·       Health and Safety Interim Report

·       Asset Investment Report 2018/19 – Six Monthly Update

·       Risk Management Progress Report

·       Revenue and Capital Budget Monitoring – Quarter 2 2018/19

·       Mazars Introduction and Presentation

·       Work Programme

7 February 2019

·       Internal Audit Progress Report – Quarter 3 2018/19

·       Treasury Management Strategy 2019/20

·       Revenue and Capital Budget Monitoring – Quarter 3 2018/19

·       Certification of Grants and Return Annual Report 2018/19

·       Work Programme

9 May 2019

·       External Audit Plan 2019/20

·       Internal Audit Progress Report 2018/19

·       Internal audit Annual Report 2018/19

·       Internal audit Strategy 2018 – 2021

·       IT Progress Report

·       Risk Management Progress Report

·       Annual Governance Statement

·       Work Programme

ACTION SHEET 

Corporate Governance Group - 20 September 2018

Mr Alistair Collston of KPMG, the Council’s external auditors, presented the Annual Audit Letter, which had been circulated prior to the meeting and attached as an appendix to the officer’s report. It was noted that the Annual Audit letter was positive and highlighted no areas of concern. Mr Collston thanked the Executive Manager and the finance team for their support throughout the audit process.

The Chairman requested further information on the Council’s Pension liabilities and a whether the audit risk variances were high, medium or low and what impact these variances would have in the long term. Mr Collston advised that pensions were the largest liability and were influenced by uncontrollable factors, for example interest rates, an increase in pension rates and Brexit, all of which could have a significant impact on pension liabilities. The Executive Manager – Finance and Corporate Services advised that the pension’s position was reported at the last meeting of the Corporate Governance Group and showed a positive position, but the aforementioned uncontrollable factors would have given rise to some uncertainty. One of the Actuaries roles and objectives is to ensure the fund is sustainable going forward and provide some certainty to Council’s regarding their contribution rates. He added that further information was expected next year and would be reported to the Group with the Statement of Accounts next year.

The Chairman and members of the group thanked Mr Collston and the team at KPMG for the audit work they had completed over the past 5 years.

It was RESOLVED that the Annual Audit letter be noted.

The sub-committee considered an application for a Premises Licence at The Griffin Inn, Main Road, Plumtree, NG12 5NB and relevant representations.as a result of objections to the application having been made.

Mr Mike Nickson of Inn Confidence Ltd addressed the sub-committee to present the applicants case and amended the operating schedule so as to add the following:-

“There shall be no regulated entertainment or external speakers operating in the outside area at any time.”

Mr S Brook, Mr R Eaton and Ms A Weir addressed the sub-committee to present their cases.

It was RESOLVED that a Premise’s Licence for The Griffin Inn, Main Road, Plumtree, NG12 5NB be granted subject to the following conditions.

1.       A CCTV system with recording equipment shall be installed and maintained at the premises. Cameras shall encompass all ingress and egress to the premises and all areas where the sale/supply of alcohol takes place. Equipment shall be maintained in good working order and: be of evidential quality and reproduce coloured images in all lighting conditions, particularly facial, indicate the correct time and date, be retained for 31 days, sufficient staff will be trained to use the system, the original images will be made available for inspection immediately upon request to officers of Responsible Authorities. Copies of the recordings shall be provided in a format which can be viewed on readily available equipment without the need for specialist software.

2.       A bound and sequentially paginated refusals book or electronic record shall be kept at the premises to record all instances where admission or service is refused.

·       Such records shall show:

·       The basis for the refusal;

·       The person making the decision to refuse; and

·       The date and time of the refusal.

Such records shall be retained at the Premises for at least 12 months, and shall be made available for inspection and copying by the Police or any other authorised person upon request.

3.       All members of staff involved in the retail sale of alcohol shall be fully trained. The training shall be on going and each member of staff shall be reviewed every six months. All details of the level of training will be recorded in an electronic or paper record. This information shall be made available for inspection and copying by the Police or any other authorised person immediately on request and all such records shall be retained at the premises for at least 12 months.

4.       Challenge 25 posters will be displayed in prominent positions.

5.       A Challenge 25 or similar policy will be implemented and enforced at all times. Any person who appears to be under 25 years of age shall not be allowed to purchase alcohol unless they produce an acceptable form of photo identification. (e.g. a passport or driving licence, Military ID or PASS accredited card.)

6.       After 23:00hrs until close of business there will be no consumption of food and or drink in the outside areas to the front, the car park areas and rear beer garden. The outside area to the rear only after 23:00hrs shall be used for the purpose of smoking only.

7.       Signage shall be displayed advising customers to be respectful to              residents and to leave the area in a quiet and orderly manner.

8.       All doors and windows shall be kept closed except for access and egress when amplified regulated entertainment takes place after 2300hrs.

9.       Noise arising from the provision of the Regulated Entertainment shall not be audible at the boundary of the nearest residential property after

          23:00hrs.

10.     Alcohol will not be allowed to leave the premises in open bottles or open containers.

11.     The garden area will not be used for licensable activity after 2300 hrs on any day.

12.     No light on or from the property shall be provided where the lights causes a nuisance to nearby residents or businesses.

13.     The premises and public areas nearby are kept free from litter associated with operation of the business.

14.     Satisfactory arrangement will be put in place to supervise an orderly

dispersal of customers when leaving the property to ensure the minimum of noise and disturbance to local residents and businesses.

15.     Notices will be appropriately displayed, in a place where they can easily be read, asking customers to leave the premises and the area quietly and to dispose of waste responsibly.

16.     Deliveries to and waste removal from the site are undertaken at a time and in a manner that does not cause disturbance.

17.     Live or recorded music from regulated entertainment shall not be audible at the nearest noise sensitive boundary, so as to cause a disturbance to local residents or businesses.

18.     The premises licence holder or his/her representative shall conduct regular assessments of the noise coming from the premises on each occasion they are used for regulated entertainment. Appropriate steps shall be taken to reduce the level of noise where it is found to be heard at the boundary of the nearest residential property.

19.     Any complaints received about noise shall be logged and any appropriate remedial action taken as a matter of urgency.

20.     There shall be no regulated entertainment or external speakers operating in the outside area at any time.

It was RESOLVED that:

a)    the agreement entered into with the seven Nottinghamshire District/Borough Councils, Nottingham City Council and the Nottinghamshire and City of Nottingham Fire and Rescue Authority, to progress the bid to become a Business Rates Retention Pilot for 2019/20, be supported

b)    the Chief Executive and Executive Manager – Finance and Corporate Services be delegated authority to progress the final proposal if the application is successful.

c)     the progress regarding the bid is reported via the Council’s Medium Term Financial Strategy 2019/20 to all Councillors.

To consider a proposal for the future of the Abbey Road site

It was RESOLVED that:  

a)    officers undertake the necessary work to submit an outline planning application for housing on the Abbey Road site, accompanied by a design code.

b)    dependent on an appropriate planning permission for the site being secured, the Deputy Chief Executive be delegated authority to undertake a marketing exercise for the disposal of the site with the benefit of a planning permission for housing.

c)     a report on the results of the marketing exercise and detailing any other options for the Council to consider with regards the future development of the site be submitted to a future meeting of Cabinet.

It was RESOLVED that:

a)    the projected revenue position for the year,  with a minor 0.6% variation (£63,000) in the revenue position (due to the expected business rates position), be noted.

b)    the capital underspend of £10,237,000 as a result of capital scheme re-phasing and projected savings, be noted.

It was RESOLVED that:

a)    in accordance with the motion passed at Council on 27 September 2018, the Chief Executive facilitates the ongoing lobbying of Central Government in order to raise the impact of the lack of delivery of key strategic sites is having on Rushcliffe communities and the Council’s ability to achieve the Local Plan Part 1.

b)    the Chief Executive takes the necessary actions to facilitate delivery the Gamston Strategic Allocation in whole or part.