Agenda, decisions and minutes

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Contact: Emma Denny  Email: emma.denny@north-norfolk.gov.uk

Items
No. Item

40.

Minutes pdf icon PDF 349 KB

To approve, as a correct record, the minutes of the meeting of the Cabinet held on 01 February 2021 and the Special Meeting of Cabinet held on 23rd February 2021

Additional documents:

Minutes:

The minutes of the meeting held on 1st February and the Special meeting held on 23rd February were approved as a correct record.

41.

Public Questions and Statements

To receive questions and statements from the public, if any.

Minutes:

None received.

42.

Items of Urgent Business

To determine any other items of business which the Chairman decides should be considered as a matter of urgency pursuant to Section 100B(4)(b) of the Local Government Act 1972

Minutes:

None received.

43.

Declarations of Interest pdf icon PDF 233 KB

Members are asked at this stage to declare any interests that they may have in any of the following items on the agenda. The Code of Conduct for Members requires that declarations include the nature of the interest and whether it is a disclosable pecuniary interest. Members are requested to refer to the attached guidance and flowchart.

Minutes:

The Chairman drew Members’ attention to the flowchart that was attached. This would be included in all committee agendas from now on to assist members with the declaration of interests. Cllr G Hayman sought clarification on the criteria for declaring pecuniary interests, specifically that the flowchart only made reference to the member and their spouse / partner’s financial position. He queried whether this should be widened out to include other family members. The Monitoring Officer replied that the current legislative requirements for the declaration of pecuniary interests related only to the affected member and their spouse / partner. At present, declarations regarding any other family member may fall into the category of related pecuniary interests. She said that Members could seek advice from the Monitoring Officer if they were unsure as to what should be declared.

 

Cllr Hayman said that he would like to see the flowchart reviewed to include wider interests.

 

 

44.

Members' Questions

To receive oral questions from Members, if any

Minutes:

None received.

45.

Recommendations from Cabinet Working Parties pdf icon PDF 9 KB

To receive recommendations from the Planning Policy & Built Heritage Working Party meeting held on 22 February 2021 (attached)

Decision:

PLANNING POLICY & BUILT HERITAGE WORKING PARTY

 

DECISION

Resolved:

 

Local Plan Draft Policy HOU1: Housing Targets

 

A.    That the Authority uses the 2016 based National Household Projections as the starting point for deriving a Local Plan Housing Target

B.    That the Plan includes a target to deliver a minimum of 460 dwellings on average in each year of the Plan period.

C.    That the Plan includes policies and proposals which will ensure that more than the minimum target, and up to 560 new dwellings per year, could be delivered.

D.     That Working Party recommends revised Policy HOU1 to Cabinet.

 

 

Local Plan Draft Policy Approaches to Housing Standards

 

To endorse the revised Policies below, recommending to Cabinet and delegating responsibility for drafting such an approach, including that of finalising the associated policies to the Planning Manager:

 

HOU8:   Accessible and Adaptable Properties;

HOU9:   Minimum Space Standards;

HOU10: Water Efficiency;

HOU11: Sustainable Construction, Energy     Efficiency & Carbon Reduction.

 

 

Local Plan Draft Policy Approaches to Sustainable Development

 

To endorse the revised Policies below, delegating responsibility for drafting such an approach, including that of finalising the associated policies to the Planning Policy Manager:

 

SD13: Pollution & Hazard Prevention and Minimisation;

SD14: Transport Impact of New Development;

SD15: Parking Provision;

SD16: Electric Vehicle Charging;

SD17: Safeguarding Land for Sustainable Transport.

 

 

 

Minutes:

The Portfolio Holder for Planning and Enforcement, Cllr J Toye, introduced this item. He said that the officers had worked very hard on all of the proposals and he recommended them to Cabinet.

 

It was proposed by Cllr Toye, seconded by Cllr Gay and

 

Resolved:

 

Local Plan Draft Policy HOU1: Housing Targets

 

A.    That the Authority uses the 2016 based National Household Projections as the starting point for deriving a Local Plan Housing Target

B.    That the Plan includes a target to deliver a minimum of 460 dwellings on average in each year of the Plan period.

C.    That the Plan includes policies and proposals which will ensure that more than the minimum target, and up to 560 new dwellings per year, could be delivered.

D.     That Working Party recommends revised Policy HOU1 to Cabinet.

 

 

Local Plan Draft Policy Approaches to Housing Standards

 

To endorse the revised Policies below, recommending to Cabinet and delegating responsibility for drafting such an approach, including that of finalising the associated policies to the Planning Manager:

 

HOU8:   Accessible and Adaptable Properties;

HOU9:   Minimum Space Standards;

HOU10: Water Efficiency;

HOU11: Sustainable Construction, Energy     Efficiency & Carbon Reduction.

 

 

Local Plan Draft Policy Approaches to Sustainable Development

 

To endorse the revised Policies below, delegating responsibility for drafting such an approach, including that of finalising the associated policies to the Planning Policy Manager:

 

SD13: Pollution & Hazard Prevention and Minimisation;

SD14: Transport Impact of New Development;

SD15: Parking Provision;

SD16: Electric Vehicle Charging;

SD17: Safeguarding Land for Sustainable Transport.

 

 

 

46.

Recommendations from Overview & Scrutiny Committee

To consider any recommendations referred to the Cabinet by the Overview & Scrutiny Committee consideration by the Cabinet in accordance within the Overview and Scrutiny Procedure Rules

Minutes:

The Chairman of Overview & Scrutiny Committee, Cllr N Dixon, confirmed that there were no recommendations.

47.

Budget Monitoring 2020/21 Period 10 pdf icon PDF 831 KB

Summary:

 

 

 

 

Options considered:

This report summarises the budget monitoring position for the revenue account and capital programme to the end of January 2021. The report also provides an update on the financial impact of Covid-19 on the Council’s Financialposition.

 

Not applicable.

Conclusions:

The overall position at the end of January 2021 shows an £8,443,191 underspend for the current financial year on the revenue account, this is however currently expected to deliver a full year overspend of £164,729 which, as per the previous COVID update, is to be funded from the General Fund reserve if required.

Recommendations:

 

 

 

 

 

 

 

Reasons for Recommendations:

It is recommended that Cabinet:

 

1)    note the contents of the report and the current budget monitoringposition;

2)    agree to fund any deficit from the General Fund reserve at the year-end ifrequired

3)    Approve the capital programme funding as identified fromreserves.

 

To update Members on the current budget monitoring position for the Council.

 

  LIST OF BACKGROUND PAPERS AS REQUIRED BY LAW

(Papers relied on the write the report and which do not contain exempt information)

Text Box: System budget monitoring reports

 

 

Cabinet Member(s) Cllr Eric Seward

Ward(s) affected

 

Contact Officer, telephone number and email: Duncan Ellis, 01263 516330, Duncan.ellis@north-norfolk.gov.uk

 

 

Additional documents:

Decision:

DECISION

Resolved to:

 

1)     note the contents of the report and the current budget monitoringposition;

2)     agree to fund any deficit from the General Fund reserve at the year-end ifrequired

3)     Approve the capital programme funding as identified fromreserves.

 

Minutes:

The Director for Resources introduced this item. He explained that the report summarised the budget monitoring position for the revenue account and capital programme to the end of January 2021. The report also provided an update on the financial impact of Covid-19 on the Council’s financial position.

 

He said that the revenue budget was showing an estimated full year overspend for the current financial year of £164,729 and it was anticipated that the overall budget for the current year would be achieved. It was proposed that the deficit would be funded from the General Fund reserve, if required. The Director of Resources went onto say that the Council had submitted a fees and charges support claim for £750,000 which included the loss of car parking income.

 

On a positive note, he said that investment income had held up well in recent months.  In addition, the Government had provided the funding for Covid support grant payments in advance and this had meant that in excess of £60m had been received to finance the grant scheme. Consequently, the Council had not had to borrow to finance projects such as the Splash Leisure Centre and the purchase of additional waste vehicles, as there had been the cashflow available. This meant that the interest that would have been paid on the additional borrowing had been saved.

 

It was proposed by Cllr E Seward, seconded by Cllr J Toye and

 

Resolved to:

 

1)     note the contents of the report and the current budget monitoringposition;

2)     agree to fund any deficit from the General Fund reserve at the year-end ifrequired

3)     Approve the capital programme funding as identified fromreserves.

 

48.

Project Governance & Management Framework pdf icon PDF 514 KB

Summary:

 

 

 

 

 

Options considered:

This report seeks to outline new project governance and management processes.  The proposal seeks to satisfy recommendations made within recent audit reports and reflect responsibilities of various officers within the new management structure.

 

Various options for improvements to Project Management and governance were considered as part of the proposal to form a Corporate Delivery Unit (CDU). These proposals were discussed by the Senior Leadership Team and Cabinet whose comments and steer have culminated in this paper.

 

 

Conclusions:

 

The proposals provide a robust framework for improved project management across the Council and aim to satisfy recent audit recommendations. Supported by clear governance and reporting processes the proposal offers a solid foundation for moving forward, whilst also providing flexibility to refine and improve further as the process evolves. Training will be provided to officers and members on the process once approved.

 

 

Recommendations:

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Reasons for

Recommendations:

 

1.    To approve the project management and governance processes detailed within this report.

2.    To agree to establish a Cabinet Working Party to oversee key projects that form the delivery of the Corporate Plan, making recommendations to Cabinet as and when required and to agree the Terms of Reference for the Working Party as outlined on page 5 of the report

3.    That the North Walsham Heritage Action Zone Working Party be dissolved, with oversight of the project now being undertaken by the Cabinet Working Party for Key projects

 

The Council recognises the need to improve and formalise Project Management practice across the Council.  The proposal will satisfy Audit recommendations NN2001 Project Management.

 

 

Cabinet Member(s)

Sarah Butikofer

 

Ward(s) affected

Potentially All

 

Contact Officer, telephone number and email:

Steve Blatch, Chief Executive

Tel:- 01263 516232; Email:- steve.blatch@north-norfolk.gov.uk

 

Decision:

DECISION

Resolved:

 

1.     To approve the project management and governance processes detailed within this report.

2.     To agree to establish a Cabinet Working Party to oversee key projects that form the delivery of the Corporate Plan, making recommendations to Cabinet as and when required and to agree the Terms of Reference for the Working Party as outlined on page 5 of the report

3.     That the North Walsham Heritage Action Zone Working Party be dissolved, with oversight of the project now being undertaken by the Cabinet Working Party for Key projects

 

 

Minutes:

The Chief Executive introduced this item. He explained that a new project management and governance framework had been developed following receipt of a number of Internal Audit Position Papers and reports prepared during 2019 and 2020. In August 2020, the Chief Executive proposed the creation of a Corporate Delivery Unit (CDU) to improve project governance and management across the Council. He then outlined the process for the management of projects and explained that they would be divided into categories for large, medium and small projects. Large projects are those that aimed to directly deliver the Corporate Plan. They would involve multiple stakeholder and required corporate sign off and an allocated lead member. There would be a themed panel for overview and scrutiny which would monitor and review these projects as they progressed.

 

He concluded by saying that the proposals aimed to provide a workable framework for improved project management across the organisation. The clear governance and reporting processes would ensure a solid foundation going forwards whilst also offering the flexibility to refine and improve as projects came forward.

 

Cllr V Gay said that she was supportive of the recommendations. She welcomed the separation of power throughout the project management process. She added that large projects required a great deal of support – from both within and outside the Council and she felt that these proposals facilitated this. She thanked everyone associated with the North Walsham Heritage Action Zone Working Party for their hard work and input to date.

 

Cllr A Fitch-Tillett said that she had been involved as Portfolio Holder for two successful multi-million pound schemes that had been delivered on time and within budget. She felt that some less successful projects may not have faltered if this proposed framework had been in place.

 

Cllr G Hayman said that there had been previous projects that had not been successful and it was important to learn how and why these had failed. He asked if match-funding was withdrawn from a project, whether there would be an opportunity for the Council to walk away from it without repercussions. He also asked whether projects could be ‘insulated’ from the personal interests of both officers and members. The Chief Executive replied that the Council needed to balance ambition with strong governance and this framework sought to achieve the difficult balance between delivering ambition and managing risk.

 

Cllr C Cushing said that he felt the framework was positive overall. He wanted reassurance regarding the tracking of projects and ensuring that they were achieving what they set out to do. He said that most project management frameworks were based on a ‘gating’ system. This meant that the funding was released in tranches as each stage of the project progressed and the business case was reviewed. He sought reassurance that gating milestones would be implemented. The Chief Executive agreed that this was the pathway that would be followed. A detailed business case would be drawn up and scoped and the relevant risks would be identified within a  ...  view the full minutes text for item 48.

49.

Purchase of Further Temporary Accommodation Units - Using Underspends pdf icon PDF 257 KB

Summary:

 

 

 

 

 

Options considered:

This report seeks support to use £546,270 of underspends from other housing related budgets in the 2020/21 Capital Programme to be used to fund purchase of further properties to be used as Temporary Accommodation for homeless households.

 

Do not use this underspend for purchase of Temporary Accommodation but instead carry the funding forward (in the case of Disabled Facilities Grant budget) or do not use this underspend for the purpose it was allocated (in the case of Next Steps Accommodation Programme budget).

 

Conclusions:

 

The Council has a duty to provide temporary accommodation for homeless households. The Council purchases much of this accommodation from the private sector with a significant net cost to the Council. Using housing related underspend to purchase further properties will enable the Council to provide quality, flexible homes for temporary accommodation. Use of Disabled Facilities Grant underspend from 2020/21 to purchase accessible homes is in line with the Council’s agree Better Care Fund spending. Use of the 2020/21 underspend will not put additional pressure on the 2021/22 adaptations budget as sufficient funding is expected to meet demand. A longer term review of use Disabled Facilities Grant is planned to identify options for better ways of providing adapted homes. 

 

Recommendations:

 

 

 

 

 

 

 

 

 

Reasons for

Recommendations:

 

That Cabinet allocate £546,270 of budget in the 2020/21 capital programme to be used for future purchase of temporary accommodation.

That Cabinet gives delegated authority to a Chief Officer, in consultation with the Portfolio Holder for Housing & Benefits, for the purchase of the specific properties within the overall re-allocated budget of £546,270 (with all purchases subject to an independent valuation and survey).

 

To provide authority for expenditure over £100,000.

LIST OF BACKGROUND PAPERS AS REQUIRED BY LAW

(Papers relied on to write the report, which do not contain exempt information and which are not published elsewhere)

 

Purchase of two properties for use as Temporary Accommodation for homeless households – Cabinet, 2 March 2020

Purchase of further property for use as Temporary Accommodation for homeless households - Cabinet 18 May 2020 and Cabinet 7 July 2020

Purchase of four units of Temporary / Move-on accommodation for Rough Sleepers – Purchase recommendations - Cabinet 7 December 2020

 

 

               

Cabinet Member(s)

Cllr Greg Hayman

 

Ward(s) affected:

District-wide

Contact Officer, telephone number and email:

Nicky Debbage, Housing Strategy & Delivery Manager, 01263 516027, nicky.debbage@north-norfolk.gov.uk

 

 

 

Decision:

DECISION

Resolved

 

1.     To allocate £546,270 of budget in the 2020/21 capital programme to be used for future purchase of temporary accommodation.

2.     That Cabinet gives delegated authority to a Chief Officer, in consultation with the Portfolio Holder for Housing & Benefits, for the purchase of the specific properties within the overall re-allocated budget of £546,270 (with all purchases subject to an independent valuation and survey).

 

Minutes:

The Portfolio Holder for Housing, Cllr G Hayman, introduced this item. He explained that support was sought to use £546,270 of underspends from other housing-related budgets in the 2020/21 Capital Programme to be used to fund the purchase of further properties as temporary accommodation for homeless households. He said that using the Disabled Facilities Grant underspend from 2020/21 to purchase accessible homes was in line with the Council’s agreement regarding ‘Better Care Fund’ spending.

 

Cllr L Shires said that she welcomed the proposals. It was very difficult for people with additional needs and mobility issues to access suitable temporary accommodation. Homelessness didn’t discriminate and these proposals ensured that everyone was able to access suitable housing.

 

Cllr E Withington said that having been involved with Sheringham community support in recent months, she had seen the need for such accommodation. Whilst the high cost of provision should be acknowledged, the emotional cost to those needing to access temporary accommodation should also be recognised as it was often not pleasant.

 

It was proposed by Cllr G Hayman, seconded by Cllr L Shires and

 

RESOLVED

 

1.     To allocate £546,270 of budget in the 2020/21 capital programme to be used for future purchase of temporary accommodation.

2.     That Cabinet gives delegated authority to a Chief Officer, in consultation with the Portfolio Holder for Housing & Benefits, for the purchase of the specific properties within the overall re-allocated budget of £546,270 (with all purchases subject to an independent valuation and survey).

 

50.

Managing Performance Quarter 3 2020/2021 pdf icon PDF 219 KB

Summary:

 

 

 

 

 

 

 

 

 

Options considered:

The Managing Performance Report attached, as Appendix A, will enable the Council to assess delivery against objectives detailed in the Corporate Plan Delivery Plan 2019-2023 and operational service performance. It gives an overview, assesses the impact that Covid-19 has had on both these aspects of Council performance, and the actions being taken to address these issues and proposes any further action needed.

 

 

Options considering action regarding performance are presented separately, issue by issue, to the appropriate Council Committee where committee approval is required.

 

Conclusions:

 

With the second national Covid-19 lockdown in November 2020 (and subsequently the third lockdown from 4th January 2021), Coronavirus has continued to have a significant impact on the Council’s capacity and ability to achieve all of the objectives in the Corporate Plan Delivery Plan 2019-2023 and some impact on service operational performance during Quarter 3 covering the period October to December 2020.

 

Recommendations:

 

 

 

Reasons for

Recommendations:

 

To note this report, endorse the actions being taken by Corporate Leadership Team detailed in Appendix A – Managing Performance

 

To ensure the objectives of the Council are achieved.

 

Cabinet Member(s)

Cllr Sarah Bütikofer

Ward(s) affected

All

Contact Officer, telephone number and email: Steve Blatch, Chief Executive

Email:- steve.blatch@north-norfolk.gov.uk

Tel:- 01263 516232

 

 

Additional documents:

Minutes:

The Chief Executive introduced this item. He explained that it provided an overview and assessed the impact that Covid-19 had had on delivery against objectives in the Corporate Plan and operational service performance. He said that with the second national lockdown during November 2020 and then a third beginning in January 2021, the pandemic had continued to have a significant impact on the Council’s capacity and its ability to achieve all of the objectives in the Corporate Delivery Plan as well as across service area performance during Q3 (October – December 2020).

 

The Chief Executive said that performance was measured against the six themes of the Corporate Plan. Despite the continued impact of the pandemic, good progress had been made with the Sheringham Leisure Centre project and the North Walsham Heritage Action Zone. In addition, two new posts had recently been appointed to that would help deliver the Climate, Coast and Environment objectives.

 

Members’ attention was drawn to operational performance which  had been impacted by the Covid situation – particularly around access to the Council’s country parks and woods and income generation in areas such as Building Control.

 

He concluded by saying that the report had been considered by the Overview & Scrutiny Committee at its meeting on 10th February.

 

It was proposed by Cllr R Kershaw, seconded by Cllr J Toye and

 

RESOLVED

 

To note the report and endorse the actions being taken by the Corporate Leadership Team.

51.

Exclusion of Press and Public

To pass the following resolution:

“That under Section 100A(4) of the Local Government Act 1972 the press and public be excluded from the meeting for the following item of business on the grounds that they involve the likely disclosure of exempt information as defined in paragraphs _ of Part I ofSchedule 12A (as amended) to the Act.”

52.

Private Business