Agenda, decisions and minutes

The Leader declared an interest on item 6 as a member of the Kidsgrove Town Deal Board.

To consider the Minutes of the previous meeting.

That the Minutes of the meeting held on the 6 June, 2023 be agreed as

a correct record.

Resolved:    That the Minutes of the meeting held on the 6^th June 2023 be agreed as a correct record.

That the contents of the update report be noted.

The Chief Executive presented an update on Walleys Quarry’s odours including complaints received and information coming from the monitoring stations. After a rise in the spring the number of complaints was now back to a low level. The monitoring stations as for themselves were showing steady levels under the threshold set by the World Health Organisation. The Council was working closely with the operator.

Cllr Fear welcomed the overall good figures and expressed his confidence that small spikes should go down as well with additional expert input. The Leader reminded that the site had been caped which should bring even more positive results by the autumn. The issue should in all cases remain a key priority with regular updates to members.

Resolved:     That the contents of the update report be noted.

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(i)     That the Local Government Association’s Corporate Peer Challenge report on Newcastle under Lyme Borough Council, be received.

(ii)    That the Action Plan prepared in response to the LGA’s recommendations, be approved and regular reports be brought to Cabinet on their progress

(iii)   That Full Council receive a presentation at its next meeting, delivered by the Peer Review team.

The Leader introduced the Local Government Act Corporate Peer Challenge report consisting of a review and recommendations issued by councillors and officers from other local authorities. The inspection drew out some key points of which: strong financial management and stability; successful redesign of the delivery of services in the aftermath of the pandemic in terms of innovation, modernisation and Council saving plans; extreme positive feedback on the staff and tireless work undertaken on notably Walleys Quarry.

Mentioning the action plan which would be monitored going forward the Leader expressed his satisfaction over a reignited Council and thanked both members and officers for all their work. The review had also given good feedback on the future plans with regards to the regeneration of the Town Centre as well as ways to improve these in terms of medium term financial strategy.

Cabinet members expressed the following comments:

- Cllr Sweeney was pleased that the review highlighted the good financial management and said that there was also a recurring theme of functioning partnerships with everybody working together; the Leader followed up by quoting the Vulnerability Hub which was a good example of that.

- Cllr Fear wished to echo the Leader and said the report’s conclusions should be taken seriously; overall good relationships within the Council were to be praised with employees feeling they could voice their opinion and members able to engage with the process; the Leader commented that staff were signed up for the regeneration agenda and going the extra mile as required.

- Cllr Hutchison highlighted a reference to the availability of both the Chief Executive and the Leader, which was valued by the Council staff and all partners; the Leader thanked Cllr Hutchison for his kind words.

Resolved:

(i)     That the Local Government Association’s Corporate Peer Challenge report on Newcastle-under-Lyme Borough Council, be received.

(ii)    That the Action Plan prepared in response to the LGA’s recommendations be approved and regular reports be brought to Cabinet on their progress.

(iii)   That Full Council receive a presentation at its next meeting, delivered by the Peer Review team.

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(i)           That progress with delivery of the Kidsgrove Shared Service hub be noted and work continue with Kidsgrove Town Council and other partners to develop this project.

(ii)          That the Deputy Chief Executive, in consultation with the Portfolio Holder Finance, Town Centres and Growth be authorised to complete all legal documentation to complete the land transaction with the owners of Dales garage to purchase a part of the land in their ownership and build a replacement garage building. 

(iii)         That Cabinet continue to receive such updates on the Shared Service Hub as may be required.

The Deputy Leader introduced the update on progress made with the development of the Town Deal funded Shared Service Hub in Kidsgrove. Cabinet was asked to give authority to officers to complete all legal documentation for the land transaction with an adjacent landowner to enable the project to commence.

The Leader briefly described the project to create a Town Centre services Hub for which support had just been agreed by the Town Deal Board, expressing thanks to Cllr Waring as Mayor of Kidsgrove, Dan Gray as Chair of the Town Deal Board and Member of Parliament Jonathan Gullis for the work put in.

Resolved:

(i)           That progress with delivery of the Kidsgrove Shared Service Hub be noted and work continue with Kidsgrove Town Council and other partners to develop this project.

(ii)          That the Deputy Chief Executive, in consultation with the Portfolio Holder Finance, Town Centres and Growth be authorised to complete all legal documentation to complete the land transaction with the owners of Dales garage to purchase a part of the land in their ownership and build a replacement garage building. 

(iii)         That Cabinet continue to receive such updates on the Shared Service Hub as may be required.

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(i)         That the progress on the project to deliver Football Changing

facilities at the Wammy be noted.

(ii)       That Council funding and external grant funding as set out in the report be used to fund the development of the changing facilities.

(iii)       That Council enters into a contract with Dawn Building and Groundworks as the most economically advantageous tenderer to construct football Changing Facilities at the Wammy.

The Deputy Leader introduced the report on awarding a construction contract to the successful bidder for a changing room at the Wammy. This followed a competitive procurement exercise and was supported by Newcastle Town, the intention being to overcome barriers to participating in football on an open field.

Members raised the following comments:

- Cllr Fear welcomed the contract and more generally the support to group sports, which taught a lot of social skills.

- As local ward member Cllr J Williams expressed his concerns over the infrastructure surrounding the development including the flooding risks and car park not deemed appropriate. The area was also allowing for multiple sports who could benefit from the changing facilities – not just football. There was notably a cycle and pedestrian route and people were doing park runs.

The Leader suggested that extra money be sought through the Town Deal Board to enhance the local infrastructure.

Resolved:

(i)         That the progress on the project to deliver Football Changing facilities at the Wammy be noted.

(ii)       That Council funding and external grant funding as set out in the report be used to fund the development of the changing facilities.

(iii)      That Council enters into a contract with Dawn Building and Groundworks as the most economically advantageous tenderer to construct football Changing Facilities at the Wammy.

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(i)            That the process for procurement for the supply and delivery of temporary staffing for both Recycling and Waste, and Streetscene service areas, be approved.

(ii)          That Cabinet approve and delegate authority to the Service Director – Sustainable Environment for the award of contract on the completion of the procurement process to be undertaken.

The Portfolio Holder for Sustainable Development presented the report on the procurement process and establishment of a new framework for the supply and delivery of temporary staffing for recycling and waste, and Streetscene services for a period of two years with possible two one-year extensions.

The Leader wished to highlight the need to protect this contract and more particularly so in the context on sickness absences. The Deputy Leader echoed the statement emphasizing the necessity to ensure a regular service.

Resolved:

(i)            That the process for procurement for the supply and delivery of temporary staffing for both Recycling and Waste, and Streetscene service areas, be approved.

(ii)          That Cabinet approve and delegate authority to the Service Director – Sustainable Environment for the award of contract on the completion of the procurement process to be undertaken.

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(i)            That the process for going out to procurement for the transportation of recycling and waste materials for re-processing or disposal at designated sites, be approved.

(ii)          That a procurement process using open procurement arrangements be approved and delegated authority be given to the Service Director - Sustainable Environment in consultation with Portfolio Holder for Sustainable Environment for the award of contract on the completion of the procurement and evaluation process. Within the available budget.

The Portfolio Holder for Sustainable Environment introduced the report on the procurement of transports for recycling and waste materials for re-processing and disposal. The current transport contract was at an end and an open tender was required for the transport of materials coming from recycling and waste collections, streets cleaning and grounds maintenance.

The Leader and the Deputy Leader expressed their satisfaction over the work undertaken and use of available resources.

Resolved:

(i)              That the process for going out to procurement for the transportation of recycling and waste materials for re-processing or disposal at designated sites, be approved.

(ii)             That a procurement process using open procurement arrangements be approved and delegated authority be given to the Service Director for Sustainable Environment in consultation with the Portfolio Holder for Sustainable Environment for the award of contract on the completion of the procurement and evaluation process within the available budget.

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That the contract for processing separately collected food waste be awarded to bidder C with a contract start date of the 1^st August 2023, for a two year term, with an option to extend by a further two year extension, subject to satisfactory performance as deemed by the Council.

The Portfolio Holder for Sustainable Development introduced the report on the award of a separate food waste processing contract to the successful bidder of the related tendering process starting 1^st August 2023. The Borough Council had been collecting food waste separately since 2010, leading the way as one of the first authorities in the Country to do so long before the government plans to make it mandatory in England, which should apply from 2025.

The Leader expressed his satisfaction about the current system which was working well with recycling rates that were up while other councils’ in Staffordshire were down. The system was also praised at County level and could be used as a template for other contracts.

Cllr Fear echoed the Leader’s enthusiasm and underlined the importance of getting in the contract while the market was vibrant to get the best value. The Deputy Leader supported Cllr Fear and the Leader’s statements.

Resolved:     That the contract for processing separately collected food waste be awarded to bidder C with a contract start date of the 1^st August 2023, for a two year term, with an option to extend by a further two-year extension, subject to satisfactory performance as deemed by the Council.

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That the General Fund outturn and key issues in respect of the Council’s financial position as at 31 March 2023, be noted.

The Deputy Leader presented the report on the financial outturn for 2022/23 highlighting key issues, including a commentary on the General Fund outturn, the Balance Sheet the Collection Fund, the Capital Programme and the Council’s reserves. The regulation required that the draft statement be submitted by the 1^st June and the deadline had been respected.

Cllr Brockie asked if it was possible to make the reports generated by these reviews more frequent so that all members involved in the scrutiny process be involved.

The Leader responded that officers were trying to include reviews in the reports going to the related scrutiny committee. There was also a Capital Assets Commercial Investment Group, which was an officer portfolio holder group and for which it may be appropriate to produce minutes to be brought to the Finance, Assets and Performance Scrutiny Committee along with financial updates.

Resolved:     That the General Fund outturn and key issues in respect of the Council’s financial position as at 31 March 2023, be noted.

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That the Debt Recovery Policy be approved.

The Deputy Leader presented the Debt Recovery Policy relating to the collection and recovery of debtors, Council Tax and National Non-Domestic Rates (NNDR).

Resolved:     That the Debt Recovery Policy be approved.

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The Leader presented the Cabinet Forward Plan up to October 2023.

Resolved:     That the Forward Plan be received and noted.

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There was no Urgent Business.

To resolve that the public be excluded from the meeting during consideration of the following reports, because it is likely that there will be disclosure of exempt information as defined in the paragraphs of Part 1 of Schedule 12A (as amended) of the Local Government Act 1972.

That the public be excluded from the meeting during consideration of the following matters because it is likely that there would be disclosure of exempt information as defined in paragraphs contained within Part 1 of Schedule 12A of the Local Government Act, 1972.

Resolved:                 That the public be excluded from the meeting during consideration of the following matter because it was likely that there would be disclosure of exempt information as defined in paragraphs 1, 2, and 7 in Part 1 of Schedule 12A of the Local Government Act, 1972.

That the Confidential Appendix be received and noted

Resolved:     That the Confidential Appendix be received and noted.

That the recommendations, as set out in the report be agreed.

Resolved:     That the recommendations, as set out in the report be agreed.