A B C D E F G H I J K L M N O P Q R S T U V W X Y Z

Council and councillors

Agenda, decisions and minutes

Venue: Via zoom - https://us06web.zoom.us/j/96663983965

Contact: Tom Delaney  01572 720993

Media

Items
No. Item

1.

APOLOGIES FOR ABSENCE

Minutes:

There were no apologies for absence.

 

2.

ANNOUNCEMENTS FROM THE CHAIRMAN AND/OR HEAD OF THE PAID SERVICE

Minutes:

Mark Andrews, Chief Executive and Head of Paid Service announced that the Statement of Persons Nominated had been recently published for the upcoming Ryhall and Catserton by-election, with Richard Foster standing as the Conservative Party candidate, and Rick Wilson standing as the Green Party candidate. The poll would be taking place between 07:00 and 22:00 on Thursday, 10 March.

 

3.

DECLARATIONS OF INTEREST

In accordance with the Regulations, Members are required to declare any personal or prejudicial interests they may have and the nature of those interests in respect of items on this Agenda and/or indicate if Section 106 of the Local Government Finance Act 1992 applies to them.

Minutes:

Councillors S Harvey declared personal family interests in respect of item 7, Fees and Charges, and Item 13, Home to School Transport Contract. Councillor Harvey confirmed she had been advised by the Monitoring Officer she would be able to participate in the debate but would abstain from any votes on the items and would leave the meeting if discussion became focused on the areas of the interests.

 

Councillor L Stephenson also declared a personal interest in respect of item 7, Fees and Charges, as a payee of the fee set for the placing of A-boards. Councillor Stephenson confirmed she would remain in the meeting but abstain from any vote on the item.

4.

RECORD OF DECISIONS pdf icon PDF 151 KB

To confirm the Record of Decisions made at the meeting of the Cabinet held on 18 January 2022.

Minutes:

Consideration was given to the minutes of the meeting held on 18 January 2022.

 

RESOLVED

 

That the minutes of the meeting held on 18 January 2022 be APPROVED.

5.

ITEMS RAISED BY SCRUTINY

To receive items raised by members of scrutiny which have been submitted to the Leader and Chief Executive.

Minutes:

There were no items raised by Scrutiny for consideration.

 

6.

REVENUE AND CAPITAL BUDGET 2022/23 pdf icon PDF 1 MB

To receive Report No. 09/2022 from the Portfolio Holder for Finance, Governance and Performance, Change and Transformation.

Decision:

In consultation with Cabinet Councillor Karen Payne, Portfolio Holder for Finance, Governance and Performance, Change and Transformation recommended to Council that it:

 

·         APPROVES the General Fund Budget for 2022/23 of £42.345m (Section 11)

·         APPROVES an increase in Council Tax of 4.99% including 3% for the Adult Social Care precept resulting in a Band D charge of £1,917.36 (Section 10)

·         APPROVES use of the remaining Government hardship fund to provide further council tax discounts to the most vulnerable residents (10.2.2)

·         DELEGATES authority to the Strategic Director for Resources in consultation with the Portfolio Holder with responsibility for Finance to administer the Council Tax energy rebate scheme using new burdens funding as appropriate.

·         DELEGATES authority to the Strategic Director for Resources and Strategic Director for Adult Services and Health to use any new burdens funding for adult social care charging reforms as required to enable the Council to meet the October 2023 target dates.

·         DELEGATES authority for the Chief Executive or Strategic Director for Resources in consultation with the Portfolio Holder with responsibility for Finance to continue discussions with cost reduction consultants and spend up to £100k on a viable project (8.3.7).

·         APPROVES additions/deletions to the capital programme as per 12.1.2

·         APPROVES changes to earmarked reserves as per 9.2.3

·         NOTES that additional revenue or capital expenditure may be incurred in 2022/23 funded through 2021/22 budget under spends to be carried forward via earmarked reserves. The use of reserves for budget carry forwards is not currently shown in the budget but will have no impact on the General Fund

·         APPROVES the estimated surplus of £186k on the Collection Fund as at 31 March 2022 (Section 10.3) of which £159k is the Rutland share

·         NOTES the responses to consultation (Section 15)

·         NOTES the position on the Dedicated Schools Grant budget (Section 14)

·         DELEGATES authority to the s151 Officer to make any necessary changes to the budget arising from the Council tax decision and/or any additional funding received.

Minutes:

Report No. 09/2022 was presented by Councillor K Payne, Portfolio Holder for Finance, Governance and Performance, Change and Transformation. The report presented the final budget proposals for 2022/23 for recommending to Council for approval.  It was highlighted that the headline proposals were unchanged following the three-week public consultation, including market stalls in Oakham and Uppingham, and consideration of the budget proposals by the Scrutiny Committees. However, it was noted that the expected funding required from reserves to balance the budget had been reduced to £6000 following technical changes.

 

Members thanked the Section 151 Officer, the finance team, and all those involved in the budget setting process for their work in preparation of the budget.

 

RESOLVED

 

In consultation with Cabinet Councillor Karen Payne, Portfolio Holder for Finance, Governance and Performance, Change and Transformation recommended to Council that it:

 

·       APPROVES the General Fund Budget for 2022/23 of £42.345m (Section 11)

·       APPROVES an increase in Council Tax of 4.99% including 3% for the Adult Social Care precept resulting in a Band D charge of £1,917.36 (Section 10)

·       APPROVES use of the remaining Government hardship fund to provide further council tax discounts to the most vulnerable residents (10.2.2)

·       DELEGATES authority to the Strategic Director for Resources in consultation with the Portfolio Holder with responsibility for Finance to administer the Council Tax energy rebate scheme using new burdens funding as appropriate.

·       DELEGATES authority to the Strategic Director for Resources and Strategic Director for Adult Services and Health to use any new burdens funding for adult social care charging reforms as required to enable the Council to meet the October 2023 target dates.

·       DELEGATES authority for the Chief Executive or Strategic Director for Resources in consultation with the Portfolio Holder with responsibility for Finance to continue discussions with cost reduction consultants and spend up to £100k on a viable project (8.3.7).

·       APPROVES additions/deletions to the capital programme as per 12.1.2

·       APPROVES changes to earmarked reserves as per 9.2.3

·       NOTES that additional revenue or capital expenditure may be incurred in 2022/23 funded through 2021/22 budget under spends to be carried forward via earmarked reserves. The use of reserves for budget carry forwards is not currently shown in the budget but will have no impact on the General Fund

·       APPROVES the estimated surplus of £186k on the Collection Fund as at 31 March 2022 (Section 10.3) of which £159k is the Rutland share

·       NOTES the responses to consultation (Section 15)

·       NOTES the position on the Dedicated Schools Grant budget (Section 14)

·       DELEGATES authority to the s151 Officer to make any necessary changes to the budget arising from the Council tax decision and/or any additional funding received.

 

7.

FEES AND CHARGES 2022/23 pdf icon PDF 476 KB

To receive Report No. 03/2022 from the Portfolio Holder for Finance, Governance and Performance, Change and Transformation.

Additional documents:

Decision:

In consultation with Cabinet Councillor Karen Payne, Portfolio Holder for Finance, Governance and Performance, Change and Transformation recommended Council to:

 

1)    To APPROVE the level of fees and charges for 2022/23 as set out in Appendices 1-4 except for taxi and private hire vehicle licenses.

 

2)    To APPROVE new fees for:

·         Learning Disability Day Centre Places (para 3.5),

·         Highways Vehicle Access Permits (para 4.5), and s278 agreement minimum fee (para 4.3),

·         Parking of solo motorcycles, Blue Badge over 3 hours, permits for residents in zone A and U3A permits for visitors of residents in zones C, E & V, and permits for carers (paras 4.17 and 4.20),

·         Coach Parking at Kilburn Road (para 4.18),

·         New parking services delivery, collection and photocopying of permits/season tickets, (para 4.21)

·         Installation of Advisory Blue Badge bays on street (para 4.22),

·         S106 monitoring fees (para 4.23) and exceptional review of Community Infrastructure Levy (para 4.24),

·         Museum and Castle full day hire and exclusive hire of the Castle for ceremonies (paras 4.10 and 4.11)

·         Registrars diary amendments and bookings (para 4.13).

 

3)    To NOTE that taxi and private hire vehicle licenses fees will be subject to change based on the outcome of forthcoming consultation through a public notice procedure and be brought back for approval following that consultation.

 

Minutes:

Report No. 09/2022 was presented by Councillor K Payne, Portfolio Holder for Finance, Governance and Performance, Change and Transformation. The report set out the proposals for fees and charges for services provided by the Council for the financial year 2022/23, for recommending to Council for approval. It was highlighted that several informal queries from non-executive Members had been answered outside of the meeting.

 

RESOLVED

 

In consultation with Cabinet Councillor Karen Payne, Portfolio Holder for Finance, Governance and Performance, Change and Transformation recommended Council:

 

1)    To APPROVE the level of fees and charges for 2022/23 as set out in Appendices 1-4 except for taxi and private hire vehicle licenses.

 

2)    To APPROVE new fees for:

·       Learning Disability Day Centre Places (para 3.5),

·       Highways Vehicle Access Permits (para 4.5), and s278 agreement minimum fee (para 4.3),

·       Parking of solo motorcycles, Blue Badge over 3 hours, permits for residents in zone A and U3A permits for visitors of residents in zones C, E & V, and permits for carers (paras 4.17 and 4.20),

·       Coach Parking at Kilburn Road (para 4.18),

·       New parking services delivery, collection and photocopying of permits/season tickets, (para 4.21)

·       Installation of Advisory Blue Badge bays on street (para 4.22),

·       S106 monitoring fees (para 4.23) and exceptional review of Community Infrastructure Levy (para 4.24),

·       Museum and Castle full day hire and exclusive hire of the Castle for ceremonies (paras 4.10 and 4.11)

·       Registrars diary amendments and bookings (para 4.13).

 

3)    To NOTE that taxi and private hire vehicle licenses fees will be subject to change based on the outcome of forthcoming consultation through a public notice procedure and be brought back for approval following that consultation.

 

8.

QUARTER 3 FINANCE UPDATE pdf icon PDF 624 KB

To receive Report No. 08/2022 from the Portfolio Holder for Finance, Governance and Performance, Change and Transformation.

Decision:

Councillor Karen Payne, Portfolio Holder for Finance, Governance and Performance, Change and Transformation and the Cabinet NOTED the updated financial position.

 

Minutes:

Report No. 08/2022 was presented by Councillor K Payne, Portfolio Holder for Finance, Governance and Performance, Change and Transformation. The report update Members on performance against the 21/22 budget and on any emerging finance issues that might affect the financial position in 2021/22 and beyond. It was noted that since the mid-year update there had been no significant concerns but savings had been made in respect of demand-led budgets in adult and children’s care, and in vacant positions across the Council currently unfilled. Continuing overspends were noted with regard to Commercial Properties and the Resource Directorate Management.

 

RESOLVED

 

Councillor Karen Payne, Portfolio Holder for Finance, Governance and Performance, Change and Transformation and the Cabinet NOTED the updated financial position.

 

9.

SUSTAINABLE WARMTH FUNDING ALLOCATION AND AWARD pdf icon PDF 486 KB

To receive Report No. 27/2022 from the Portfolio Holder for Communities, Environment and Climate Change.

Decision:

In consultation with Cabinet Councillor Ian Razzell, Portfolio Holder for Planning, Highways and Transport:

 

1)    Notes the resources available from the existing partnership with Peterborough City Council for housing retrofit.  

 

2)    Delegates the final decision regarding the Sustainable Warmth Funding Allocation from the Midlands Energy Hub for Local Authority Delivery Phase 3 and Home Upgrade Grant Phase 1, to the Strategic Director for Places, in consultation with the Portfolio Holder with responsibility for Planning, and the Section 151 Officer.

Minutes:

Report No. 27/2022 was presented by Councillor I Razzell, Portfolio Holder for Planning, Highways and Transport. Councillor Razzell explained that since the publication of the report a further delivery option had been explored by Leicestershire districts led by Leicestershire County Council and there was an opportunity for the Councill to accept the Sustainable Warmth funding via the shared Public Health service. It was requested that Cabinet support an amended recommendation to delegate the final decision regarding the Sustainable Warmth Funding Allocation from the Midlands Energy Hub to the Strategic Director for Places.

 

Members welcomed the report and amended proposals as a positive method to improve energy efficiency in Rutland homes.

 

RESOLVED

 

In consultation with Cabinet Councillor Ian Razzell, Portfolio Holder for Planning, Highways and Transport:

 

1)    NOTED the resources available from the existing partnership with Peterborough City Council for housing retrofit.  

 

2)    DELEGATED the final decision regarding the Sustainable Warmth Funding Allocation from the Midlands Energy Hub for Local Authority Delivery Phase 3 and Home Upgrade Grant Phase 1, to the Strategic Director for Places, in consultation with the Portfolio Holder with responsibility for Planning, and the Section 151 Officer.

 

10.

GROUNDS MAINTENANCE AND FORESTRY PROCUREMENT pdf icon PDF 418 KB

To receive Report No. 37/2022 from the Portfolio Holder for Communities, Environment and Climate Change.

Additional documents:

Decision:

In consultation with Cabinet, Councillor Lucy Stephenson: Deputy Leader and Portfolio Holder for Communities, Environment and Climate Change:

 

1)    APPROVED the re-procurement of a combined grounds maintenance and forestry contract as detailed in the Pre-Procurement Business Case attached at appendix A and in accordance with the service-led governance arrangements detailed in the report.

 

2)    NOTED that the Council has exercised a contractual option to extend the existing Grounds Maintenance contract to now expire on the 31st December 2023.

 

3)    NOTED that the Council has exercised a contractual option to extend the existing Forestry contract to now expire on 31st December 2023.

Minutes:

Report No.   was presented by Councillor L Stephenson, Portfolio

Holder for Communities, Environment and Climate Change. The report sought approval to the establishment of the required project structures to allow the undertaking of the re-procurement of grounds maintenance and forestry services and to progress with the re-procurement exercise. It was highlighted that the intention was where possible the Council would secure the best possible value for money when procuring a new contract but this would often be subject to external factors.

 

In consultation with Cabinet, Councillor Lucy Stephenson: Deputy Leader and Portfolio Holder for Communities, Environment and Climate Change:

 

1)    APPROVED the re-procurement of a combined grounds maintenance and forestry contract as detailed in the Pre-Procurement Business Case attached at Appendix A and in accordance with the service-led governance arrangements detailed in the report.

 

2)    NOTED that the Council has exercised a contractual option to extend the existing Grounds Maintenance contract to now expire on the 31st December 2023.

 

3)    NOTED that the Council has exercised a contractual option to extend the existing Forestry contract to now expire on 31st December 2023.

 

11.

PRIORITISED PROGRAMME FOR SPENDING OF COMMUTED SUMS FOR AFFORDABLE HOUSING pdf icon PDF 236 KB

To receive Report No. 26/2022 from the Portfolio Holder for Planning, Highways and Transport, and the Portfolio Holder for Health, Wellbeing and Adult Care.

 

Decision:

In consultation with Cabinet Councillor Ian Razzell, Portfolio Holder for Planning, Highways and Transport:

 

1)    APPROVED the priorities listed in section 3 of this report noting of the likely level of resources available for allocation through the bidding rounds.

 

2)    AUTHORISED the Strategic Director of Places to establish a bidding process for grant applications setting out in a separate document for bidders the priorities in section 3, other lower priority bids that may be accepted and the details of the scoring matrix to be used by the Council.

 

3)    AUTHORISED the Strategic Director of Places to determine grant applications in accordance with the bidding process.

Minutes:

Report No. 26/2022 was presented by Councillor I Razzell, Portfolio Holder for Planning, Highways and Transport. The report proposed a fresh bidding round for remaining resources in the Rutland Affordable Housing Fund and a process for future bidding rounds.

 

RESOLVED

 

In consultation with Cabinet Councillor Ian Razzell, Portfolio Holder for Planning, Highways and Transport:

 

1)    APPROVED the priorities listed in section 3 of this report noting of the likely level of resources available for allocation through the bidding rounds.

 

2)    AUTHORISED the Strategic Director of Places to establish a bidding process for grant applications setting out in a separate document for bidders the priorities in section 3, other lower priority bids that may be accepted and the details of the scoring matrix to be used by the Council.

 

3)    AUTHORISED the Strategic Director of Places to determine grant applications in accordance with the bidding process.

 

12.

EXCLUSION OF THE PRESS AND PUBLIC

Cabinet is recommended to determine whether the public and press be excluded from the meeting in accordance with Section 100(A)(4) of the Local Government Act 1972, as amended, and in accordance with the Access to Information provisions of Procedure Rule 239, as the following item of business is likely to involve the disclosure of exempt information as defined in Paragraph 2 of Part 1 of Schedule 12A of the Act.

 

Paragraph 3: Information relating to the financial or business affairs of any particular person (including the authority holding that information).

Minutes:

It was moved by the Chair that the meeting remain in a public session as it was felt Cabinet would be able to consider the following items without divulging the contents of the confidential appendices to the reports. This was seconded and upon being put to the vote the motion was unanimously carried.


RESOLVED

That the meeting continue in a public session without exclusion of the press or public.

 

13.

HOME TO SCHOOL TRANSPORT CONTRACT AWARD pdf icon PDF 417 KB

To receive Report No. 19/2022 from the Portfolio Holder for Planning, Highways and Transport.

Additional documents:

Decision:

In consultation with Cabinet Councillor Ian Razzell, Portfolio Holder for Planning, Highways and Transport:

 

1)    APPROVED the procurement model (section 4) and criteria for the award of home to school transport (Appendix B) contracts for academic year 22/23.

 

2)    DELEGATED authority to the Strategic Director for Places in consultation with the Portfolio Holder for Planning, Highways & Transport to award the contracts resulting from this procurement.

Minutes:

Report No. 19/2022 was presented by Councillor I Razzell, Portfolio Holder for Planning, Highways and Transport. The report set out the process and proposed award criteria for the procurement of home to school transport contracts, along with recommendations for approval and delegation of final award.

 

RESOLVED

 

In consultation with Cabinet Councillor Ian Razzell, Portfolio Holder for Planning, Highways and Transport:

 

1)    APPROVED the procurement model (section 4) and criteria for the award of home to school transport (Appendix B) contracts for academic year 22/23.

 

2)    DELEGATED authority to the Strategic Director for Places in consultation with the Portfolio Holder for Planning, Highways & Transport to award the contracts resulting from this procurement.

 

 

14.

BUS SERVICE IMPROVEMENT PLAN AND ENHANCED PARTNERSHIP pdf icon PDF 723 KB

To receive Report No. 36/2022 from the Portfolio Holder for Planning, Highways and Transport.

Additional documents:

Decision:

In consultation with Cabinet Councillor Ian Razzell, Portfolio Holder for Planning, Highways and Transport:

 

1)    APPROVED the draft Rutland Enhanced Partnership (EP) Plan and Enhanced Partnership (EP) for submission to Council for approval.

 

2)    DELEGATES authority to the Strategic Director for Places, in consultation with the Portfolio Holder for Planning, Highways and Transport to approve any amendments to the EP Plan and EP Scheme prior to Council and recommends Council to undertake the same delegation.

 

3)    NOTED that the Enhanced Partnership Plan and Enhanced Partnership Scheme once ‘made’ will be legally binding.

 

4)    NOTED that the Enhanced Partnership Plan and Enhanced Partnership Scheme are subject to statutory consultation prior to being ‘made’.

 

Minutes:

Report No. 36/2022 was presented by Councillor I Razzell, Portfolio Holder for Planning, Highways and Transport. The report recommended the approval of the draft Rutland Enhanced Partnership Plan and Scheme, produced in line with Government requirements. The report also highlighted the implications associated with the Enhanced Partnership Plan and Scheme, sought approval to formally ‘make’ the EP Plan and EP Scheme and their submission to the Department for Transport (DfT).

 

During discussion officers in the Transport team were thanked for their work on the preparation of the detailed BSIP and EP given the difficult and changing deadlines and subsequent available funding allocations set by central government, and the need to continue lobbying for a fairer and simpler bidding process was agreed. The commitment to operate within the funding set by central government was also welcomed and Members highlighted the importance of setting bus routes that were viable and most likely to be used.

 

RESOLVED

 

In consultation with Cabinet Councillor Ian Razzell, Portfolio Holder for Planning, Highways and Transport:

 

1)    APPROVED the draft Rutland Enhanced Partnership (EP) Plan and Enhanced Partnership (EP) for submission to Council for approval.

 

2)    DELEGATES authority to the Strategic Director for Places, in consultation with the Portfolio Holder for Planning, Highways and Transport to approve any amendments to the EP Plan and EP Scheme prior to Council and recommends Council to undertake the same delegation.

 

3)    NOTED that the Enhanced Partnership Plan and Enhanced Partnership Scheme once ‘made’ will be legally binding.

 

4)    NOTED that the Enhanced Partnership Plan and Enhanced Partnership Scheme are subject to statutory consultation prior to being ‘made’.

 

15.

ANY ITEMS OF URGENT BUSINESS

To receive items of urgent business which have previously been notified to the person presiding.

Minutes:

There were no items of urgent business for consideration.