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9. Proposed Changes to the Constitution 13 - 14 10. Recording of Meetings 15 - 16 11. Appointment of Representatives on Outside Bodies 17 - 18

12. Review of Polling Districts and Polling Places 19 - 80 13. Localised Council Tax Support Scheme 2015/16 81 - 84

14. Notices of Motion (if any)

15. Questions from Members of the Council DELEGATED DECISIONS 16. (a) Policy and Finance Committee – 4th December 2014 To Follow (b) Economic Development Committee – 12th November 2014 ED1 – ED8 ED9 Exempt (c) Homes and Communities – 24th November 2014 HC1 – HC8 (d) Leisure & Environment Committee (i) 18th November 2014 LE1 – LE10 LE11 Exempt (ii) 9th December 2014 To Follow (e) General Purposes Committee – 20th November 2014 GP1 – GP5 (f) Licensing Committee – 20th November 2014 L1 – L3 (g) Planning Committee

(i) 4th November 2014 PL1 – PL6 (ii) 2nd December 2014 PL7– PL13 (h) Audit & Accounts – 5th November 2014 AA1 – AA4 (i) Councillors’ Commission – 1st December 2014 CC1 – CC2 (j) Standards Committee – 20th October 2014 ST1 – ST3 NOTES: (1) The Conservative Group and Newark and Sherwood Independent Group will meet at 4.30pm

in Room G21 prior to the Council Meeting. (2) The Labour Group will meet at 4.30pm in the Room G23 prior to the Council Meeting. (3) The Liberal Democrat Group will meet at 4.30pm in Room F21 prior to the Council Meeting.

(4) The Independent Group will meet at 4.30pm in Room F19 prior to the Council Meeting. (5) Tea and coffee will be available in the Group Meeting Rooms.

NEWARK AND SHERWOOD DISTRICT COUNCIL Minutes of the Meeting of NEWARK & SHERWOOD DISTRICT COUNCIL held in the Council Chamber, Kelham Hall, Newark on Tuesday, 14 October 2014 at 5.30pm. PRESENT: Councillor Mrs R. Crowe (Chairman) Councillor G.S. Merry (Vice- Chairman) Councillors: T.S. Bickley, R.V. Blaney, J. Bradbury, R.L. Bradbury, Mrs

B.M. Brooks, Mrs C. Brooks, G. Brooks, Mrs I. Brown, Mrs G.E. Dawn, Mrs M. Dobson, Mrs T. Gurney, J.E. Hamilton, G.P. Handley, P.R.B Harris, R.J. Jackson, D. Jones, R.B. Laughton, D.P. Logue, D.J. Lloyd, Mrs S.M. Michael, J. Middleton, J.L. Osborne, D.R Payne, J.M. Peck, M. Pringle, A.C. Roberts, Mrs C. Rose, Mrs S.E. Saddington, M. Shaw, Mrs L.A. Shilling, R. Shillito, D. Staples, F. Taylor, D. Thompson, Mrs L.J. Tift, Mrs M. Tribe, Mrs A.A. Truswell, I. Walker, B. Wells, T. Wendels and Mrs Y. Woodhead.

APOLOGIES FOR Councillors: N.R. Allsopp, P.C. Duncan and Mrs S. Soar ABSENCE: The Chairman welcomed Councillors M. Pringle and R. Shillito on to the Council following their election at the two by-elections held on 11th September 2014. 23. MINUTES

AGREED that the minutes of the Meeting held on 15th July 2014 be approved as a

correct record and signed by the Chairman.

24. DECLARATIONS OF INTERESTS BY MEMBERS AND OFFICERS

NOTED: - (a) the interests declared as shown in the schedule circulated at the meeting.

(b) additional interest declared as follows:

Member Interest Declared

Councillor R.B. Laughton Agenda Item No. 14 – Delegated Decisions –

Planning Committee – 7th October 2014 – Minute No. 64 – Land North of Eakring Road, Eakring (14/00839/FULM) – Disclosable Pecuniary Interest as the landowner.

25. DECLARATION OF INTENTION TO RECORD THE MEETING

NOTED: that Councillors Hamilton and Harris intended to record the proceedings.

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26. COMMUNICATIONS FROM THE CHAIRMAN AND CHIEF EXECUTIVE The Chairman advised that a letter had been circulated to all Members in relation to a Murder Mystery event she was hosting on 7th November 2014 to raise funds for her chosen charities. She also advised of the date for the Civic Carol Service which was to be held on 3rd December 2014 at 5.30pm. The Chairman referred members to the three Motions which had been submitted to the last meeting of the Council held on 15th July 2014 which had now been considered by the Councillors’ Commission in accordance with Council Procedure Rule 34.1. She advised that recommendations in relation to these were covered in Agenda Item No. 10 but she asked Councillor J.E. Hamilton if he wished the three Motions to be put separately to the Council. Councillor J.E. Hamilton confirmed that he wished them to be considered so the Chairman sought the Council’s consent to take the motions as Item No. 9a on the agenda.

27. POLITICAL COMPOSITION OF THE COUNCIL AND ALLOCATION OF SEATS ON COMMITTEES TO POLITICAL GROUPS The Council considered the report of the Chief Executive in relation to the allocation of seats on Committees to Political Groups, as required by Council Procedure Rule No. 17.6. The allocation of seats required review following the two District Ward by-elections held on 11th September 2014. Given the results of the two by-elections it was noted that the political composition of the Council remained unchanged. The political groups were invited to propose any changes in committee membership.

AGREED (with 38 votes for and 5 abstentions) that: (a) the allocation of seats to political groups in accordance with

Appendix A to the report be approved; and (b) the following changes in committee membership be approved:

Economic Development Committee

Councillor R. Shillito to replace Councillor D.R. Payne (Councillor D.R. Payne to replace Councillor Mrs R. Crowe as Substitute Member) Councillor M. Pringle to replace Councillor Mrs Y. Woodhead (Councillor Mrs Y. Woodhead to replace Councillor Mrs S. Soar as substitute Member) Human Resources Committee

Councillor R. Shillito to replace Councillor N.R. Allsopp Licensing and General Purposes Committees

Councillor M. Pringle to replace Councillor Mrs A.A. Truswell (Councillor Mrs L.A. Shilling to replace Councillor Mrs A.A. Truswell as Vice-Chairman)

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28. NOTICES OF MOTION POLICY COMMITTEE In accordance with Rule No 13.1, Councillor J.E. Hamilton moved and Councillor Mrs C. Rose seconded a motion to the following effect:

“That the number of seats on the Policy Committee be increased from 7 to 9 in order to encompass a wider range of political Grouping on that Committee.” In accordance with Rule 24.1 Councillor R.V. Blaney moved and Councillor D.J. Lloyd seconded that the motion now be put. This was agreed with 38 votes for, 3 against and 2 abstentions. The motion, on being put to the vote was declared lost with 5 votes for, 36 against and 2 abstentions. CAPITAL EXPENDITURE In accordance with Rule No 13.1, Councillor J.E. Hamilton moved and Councillor Mrs C. Rose seconded a motion to the following effect:

“That in order to provide an adequate benchmark for future monitoring and control a full business plan shall be created and presented to Full Council for all New Capital Expenditure Projects over £1M, giving expected future income and expenditure with evaluated options and marketing assessment, before any significant capital expenditure takes place.” In accordance with Rule 24.1 Councillor R.V. Blaney moved and Councillor D.J. Lloyd seconded that the motion now be put. This was agreed with 36 votes for, 5 against and 2 abstentions. The motion, on being put to the vote was declared lost with 5 votes for, 36 against and 2 abstentions. EXEMPT INFORMATION In accordance with Rule No 13.1, Councillor J.E. Hamilton moved and Councillor Mrs C. Rose seconded a motion to the following effect:

“That the Constitution be amended. A new paragraph is added after Item 10.4.4 on Page 107 before section 11.

"Any such exempt information item will be assumed to require renovation and rejustification by a minute of the full Council at the meeting next following the expiration of 3 months from the date of the original or previous exemption otherwise such exempt information under this item will be available for public distribution and will no longer be treated as exempt." In accordance with Rule 24.1 Councillor R.V. Blaney moved and Councillor D.J. Lloyd seconded that the motion now be put. This was agreed with 39 votes for and 4 against.

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The motion, on being put to the vote was declared lost with 4 votes for, 37 against and 2 abstentions.

29. PROPOSED CHANGES TO THE CONSTITUTION The Council considered the report of the Deputy Chief Executive which put forward a number of proposed changes to the Constitution as recommended by the Councillors’ Commission at their meeting held on 25th September 2014. The report summarised the recommendations which related to changes to the committee structure, procedures around exempt information, amendments to the Planning Protocol and procedures, and changes to the procedures in respect of reservation of decisions of committees and sub-committees. The report also indicated that the Councillors’ Commission were proposing that an additional cycle of meetings be added to the meeting schedule in the autumn and suggested that the new Council may wish to consider meeting start times. It was noted that these matters would be referred to the Annual Council Meeting in May 2015 for consideration.

AGREED Committee Issues (unanimously) that: (i) the Policy Committee be renamed as the Policy and Finance

Committee; and (ii) the functional committee agendas be structured so as to split items

for decision and items for noting; and (iii) the Human Resources Committee be dissolved from the May 2015

Annual General Meeting and its remit transferred in its entirety to the Policy Committee.

Exempt Information (unanimously) that: (i) officers provide additional information in the body of the report

explaining the reasons for the recommendation to treat the report as exempt;

(ii) officers provide a fuller minute in the summary contained in the

open minutes; (iii) wherever practicable, reports be presented in two parts with a

public report and with the exempt information contained in a separate report;

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(iv) the Access to Information Procedure Rules be amended as set out in the report; and

(v) all Committees undertake an annual review of their exempt items. Planning Issues (unanimously) that paragraph 11.8 of the Protocol for Members dealing with planning matters and Council Procedure Rule 24.7 be amended as detailed in the report. Reservation of Decisions (unanimously) that Council approve the amendment to Council Procedure Rule No. 22 as set out in the report.

28. COMMUNITY GOVERNANCE REVIEW- NEWARK AND SURROUNDING AREAS The Council considered the report of the Chief Executive which sought to approve and publish final proposals for the Community Governance Review of the Newark area in the context of the new housing development arising from the Growth Point. The Council approved draft proposals for the review of Newark and the surrounding areas at their last meeting held on the 15th July 2014. These were published for a period of consultation which closed on 19th September 2014 in accordance with the review timetable. Only two responses (from Newark Town Council and Coddington Parish Council) were received during this final consultation process and these were considered by the Community Governance Review Working Party at their meeting held on 3rd October 2014. As these representations supported the draft proposals, the Working Party recommended the draft proposals, with no change, to Council for approval. A copy of the final proposals and associated maps were attached as Appendix A to the report. Subject to the Council approving the proposals the Council would adopt a Reorganisation of Community Governance Order. This Order would require the consent of the Local Government Boundary Commission for England. The Community Governance Order would take effect from 1st April 2015 to enable the changes in precepting arrangements, with electoral arrangements to be in place for the elections to be held on 7th May 2015.

AGREED (unanimously) that: (a) the proposals for the Community Governance Review of Newark and

surrounding areas as set out in the appendix to the report be approved; and

(b) following consent from the Local Government Boundary Commission

for England, Officers draw up the Community Governance Order to take effect form 1st April 2015.

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29. QUESTIONS FROM MEMBERS OF THE COUNCIL Details of two questions put forward by Councillor Mrs T. Gurney and the replies given are attached at Appendix A to these minutes.

21. DELEGATED DECISIONS (a) Policy Committee – 18th September 2014

(i) Minute No. 27 – Kelham Hall Lease and Sale Councillor P.R.B. Harris referred to the request from Averham, Kelham and Staythorpe Parish Council to have Kelham Hall listed as an asset of community value and asked for clarification of what the Council’s policy was on this. Councillor R.V. Blaney advised that the policy on such applications, as governed by the Localism Act, had been taken through committee and he added that the application would be determined prior to any exchange of contracts for a sale.

(ii) Minute No. 29 – Living Wage Update

Councillor P.R.B. Harris asked how the Council were to encourage and monitor contractors paying at least the Living Wage. Councillor Mrs T. Gurney added that it was Living Wage Week in November and she hoped the Council would do some promotional work to support this. Councillor R.V. Blaney advised that the Council were a Living Wage employer but he didn’t think it would help local businesses by making them Living Wage employers. However he added that the Council would do all it can to ensure the Living Wage is being paid.

(iii) Minute No. 34 – Feasibility Report Into Integration Opportunities at the Palace Theatre, National Civil War Centre and Tourist Information Centre Councillor Mrs M. Dobson suggested that the Council should revisit plans considered 5 or 6 years ago in relation to joining the Palace Theatre with the new National Civil War Centre.

(b) Economic Development Committee – 10th September 2014

(i) Minute No. 20 – Minutes of the Meeting held on 25th June 2014 –

Minute No. 8 – Railway Connectivity within the District

Councillor P.R.B. Harris welcomed the update in relation to rail connectivity and referred to the investment to improve the connectivity between Nottingham – Newark – Lincoln.

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(c) Homes and Communities Committee – 15th September 2014

(i) Minute No. 14 – Minutes of the Meeting held on 16th June 2014 – Housing Allocation Workshop Councillor R.B. Laughton advised that the Housing Allocation workshop would be held on 13th November 2014 and all Members would be invited. Councillor D. Jones stated that questions concerning service charges in supported housing had never been answered and asked what the Chairman was intending to do about these unlawful charges. Councillor R.B. Laughton advised that this matter would be considered at a future meeting of the Committee.

(ii) Minute No. 17 – Demand Management Project – Housing Options

Councillor Mrs A.A. Truswell asked if the Council had sufficient facilities to house the increasing numbers of homeless. Councillor R.B. Laughton advised that two officers were working in this area and if necessary extra provision for the homeless would be commissioned.

(d) Leisure and Environment Committees – 2nd September and 29th September

2014 (i) Minute No. 25 – Mansfield and District Crematorium Joint Committee –

Annual Statement of Accounts Councillor J.E. Hamilton questioned the ability of the Crematorium to manage the increasing competition within the sector and suggested that the Policy Committee should evaluate the future potential of the Crematorium.

(ii) Minute No. 26 – Garden Waste Collection Update Councillor P.R.B. Harris asked for an update in respect of the percentage of green waste going to landfill. He also asked for an update in respect of the meeting which took place with Nottinghamshire County Council’s Waste Disposal team regarding this matter. Councillor A.C. Roberts agreed to provide Councillor P.R.B. Harris with a written reply.

(e) General Purposes Committee – 24th July 2014

(f) Licensing Committee – 24th July 2014

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(g) Planning Committees – 5th August, 9th September and 7th October 2014

(i) Minute No. 50 – Abbey Close, May Lodge Drive, Rufford (14/01114/FUL Councillor D. Jones stated that this application was refused but was put back on the agenda for the 7th October meeting. Councillor D.R. Payne advised that it was an officer decision to bring the item back to the Committee following inaccurate information being given in the original report.

(ii) Minute No. 64 – Land North of Eakring Road, Eakring (14/00839/FULM) Councillor P.R.B. Harris asked about the nature of the advisory note in respect of the Community Benefit Fund given with the consent as there were likely to be more of these in the future. Councillor D.R. Payne advised that such notes regarding Community Benefit Fund could not be a condition of the planning consent but that making reference to them at the meeting would publicly highlight them.

(h) Audit & Accounts Committee – 11th September 2014

(i) Councillors’ Commission Meetings – 23rd July and 25th September 2014

Meeting closed at 7.28pm. Chairman

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APPENDIX A

COUNCIL PROCEDURE RULE NO. 14 QUESTION BY MEMBERS

Question from Councillor J. M. Peck to the Chairman of the Planning Committee: "Would the Chairman of the Planning Committee agree with me that it is essential that Newark and Sherwood District Council makes every effort to ensure that the rules relating to conservation areas are enforced? In particular, because of the importance of Edwinstowe as the gateway village to Sherwood Forest and the surrounding tourist and visitor attractions, would the Chairman please assure me that the Planning Department will undertake enforcement in the Edwinstowe conservation area, due to the increasing number of shops which have inappropriate colour schemes, fascia’s, signage and display multiple A boards and plastic banners? Is the Chairman satisfied that the District Council is putting sufficient resources into enforcement and if not, will he give me an assurance that the Planning Department will be resourced sufficiently to enable enforcement of conservation area guidelines to be one of its priorities?" Reply from Councillor D.R. Payne: “Firstly I agree that Planning Enforcement, especially within the historic environment (including within Conservation Areas and Listed Buildings) is fundamental to ensuring that the District maintains its very good reputation as a heritage and tourism destination and that the Planning Service has ‘teeth’. It is true that Planning Enforcement is not a statutory service, which I find difficult to accept, albeit I agree with the Business Manager - Development that it is an essential service. Equally, however, the service must be balanced against the resource available. The Planning Department currently has 1 FTE Senior Conservation Officer, 1 FTE Conservation Officer and 2 x FTE Enforcement Officers. This is a greater resource than many Nottinghamshire Authorities, but I would expect this to be the case given the number of listed buildings within the District. The Business Manager - Development has advised that whilst an Enforcement Service can always be tailored to be more proactive with additional resource one must balance this against budgetary constraints. At present the enforcement service concentrates, like most other Authorities, on complaints submitted to them (both internal and external). The Conservation Team also liaise on enforcement matters but additionally are required to respond to planning application consultations. Other areas to explore which may occasionally require additional resource would include renewals of Conservation Area Character Appraisals (there are 15 CACA’s at present for the 47 Conservation Areas in the District) and targeting direct action works. With respect to Planning Enforcement the Business Manager - Development has advised that we will be producing shortly an Enforcement Policy which will identify priorities for targeting the resource and set options for greater intervention if there is a sound business and/or political case for doing so. Members will be consulted on such a Policy, with a decision ultimately being taken by the Economic Development Committee (having also been presented to the Planning Committee). Such guidance will look to prioritise matters such as

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works to protected trees and to Listed Buildings and within Conservation Areas but will equally also explore whether Town Centres should be offered a greater priority. Councillor Peck may be aware that the Planning Committee recently visited Edwintowe High Street as part of its annual review (this was scheduled prior to this question having been tabled). The Committee noted the importance of the High Street to Edwinstowe and the large numbers of independent retailers. Both myself, the Leader and Business Manager - Development discussed with the local Member, Councillor Mrs Brooks two issues which we consider will be of importance to address, one of which is linked to Planning and Enforcement and the other which could be part of a wider business community initiative. 1. Planning Issue It should be noted that this Authority has been pro-active in setting out what it considers to be best practice for shop front design (including signage). All Members and Parish/Town Councils have been recently consulted and the Shop Fronts & Advertisements Design Guide Supplementary Planning Document (SPD) which will be presented, with the consultation event now having closed, to the Economic Development Committee in November. It is important to understand this guidance details what is expected when development requires planning permission/advertisement consent and also offers best practice to steer development which does not fall within the planning regime. In terms of Conservation Areas it is important to note that a change in colour scheme does not require planning permission (it is deemed to be permitted development unless a building is Listed). There are no Listed buildings within Edwinstowe High street, albeit that should not detract from its importance as a designated Conservation Area. New shop fronts (as opposed to direct like for like replacements) generally require planning permission as they materially affect the character and appearance of a building. However new signage does not unless its height or overall width is increased. Even then it is for the LPA to determine whether this materially affects the character and appearance of the building. 2. The Role of the Business Community Both the Leader and I discussed with Councillor Mrs Brooks when visiting the high street the option for the Parish to potentially engage more with the local business community, especially given the large range of independents on the high street. A business forum would enable the views of the Parish Council and local Members to be communicated and would equally allow unit owners/occupiers to understand how to best fit into the area whilst also allowing them an opportunity to explain their decisions for design of signage and colour schemes. In relation to the siting of ‘A’ Boards and other signage on the public highway, this is a matter for Nottinghamshire County Council who have a relevant protocol on the matter. However, if the signage is on private property but considered to be inappropriate then this would be a matter for the Council as the Local Planning Authority. The Business Manager – Development is looking into both these matters.”

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Supplementary question from Councillor J.M. Peck “Thank you for the helpful repIy, I remain concerned about District Council’s ability to enforce this proliferation of banners and A Boards on our high streets. Would you agree from what you saw on Edwinstowe high street that there are examples of inappropriate signage? The document to be presented to the Economic Development Committee will only be as effective as the level of enforcement and we must attempt to do whatever we can as an authority to stop this in order to preserve the appearance of our conservation areas.” Reply from Councillor D.R. Payne “I agree that there remains cause for concern but hope that peer pressure from other shopkeepers / traders will begin to gradually make others realise the importance of maintaining their shop frontage to the required Local Planning Authority standard and hope that the current situation can be resolved in due course.”

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COUNCIL MEETING – 16TH DECEMBER 2014 AGENDA ITEM NO. 9 PROPOSED CHANGES TO THE CONSTITUTION 1.0 Purpose of Report 1.1 To approve changes to the remits of the Policy & Finance and Leisure & Environment

Committees. 2.0 Introduction 2.1 The Councillors’ Commission, at its meeting on 1st December 2014, considered

amendments to the remits of the Policy & Finance and Leisure & Environment Committees to facilitate the appointment of directors to the proposed new Council owned leisure company.

2.2 The Councils constitution was structured such that the Policy & Finance Committee takes

all key strategic decisions and approves all key strategic policies to be adopted by the Council including the Leisure and Culture Strategy.

2.3 The Leisure & Environment Committee was then responsible for policy development

implementation and review and in particular in developing and adopting policies and procedures in accordance with the Leisure and Culture Strategy approved by the Policy & Finance Committee.

2.4 The Commission considered that the proposal to create a new council owned leisure

company clearly falls within the remit of the Policy & Finance Committee as being a key strategic decision on the part of the Council.

2.5 However the Commission suggested that once the decision in principle as to whether to

create the new company has been made any further decision making in respect of the new company should fall clearly within the remit of the Leisure & Environment Committee. This would then mean that members of the Policy & Finance Committee would be able to take up positions, should they so choose, as directors of the new council owned company without frequent conflicts of interest arising.

2.6 The Commission also considered the position in respect of the budget implications, both

revenue and capital and performance management. 2.7 The Commission accordingly recommended the following changes to the remits of the two

Committees. 3.0 Proposed Changes to the Committee Remits

3.1 Policy & Finance Committee

Remit to be amended as follows:

• Formulating the Council’s budget proposals and recommending the same to Council for approval (but excluding any matters relating to the Council’s leisure company which shall be formulated by the Leisure & Environment Committee)

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• Formulating the Council’s capital programme and recommending the same to Council for approval (but excluding any matters relating to the Council’s leisure company which shall be formulated by the Leisure & Environment Committee)

3.2 Leisure & Environment Committee Remit to be amended as follows:

• Decision making in respect of the following: Leisure Centres (including managing the Council’s leisure company)

• Performance Management

Monitoring the overall management and performance of the Councils Leisure Company

3.3 The proposed changes were agreed in principle by the Councillors’ Commission and

recommended to Council for adoption, subject to the Policy & Finance Committee on Thursday, 29th January 2015 resolving to create a new Council owned leisure company, with the changes to the Committee remits taking effect immediately following the Policy & Finance Committee’s decision.

4.0 RECOMMENDATION That the proposed changes to the remits of the Policy & Finance Committee and the

Leisure & Environment Committee as set out in Paragraph 3 to the report be approved, the changes to take effect immediately following any decision by the Policy & Finance Committee to create a new Council owned leisure company.

Background Papers Nil For further information please contact Kirsty Cole on extension 5210. Kirstin H Cole Deputy Chief Executive

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COUNCIL MEETING – 16TH DECEMBER 2014 AGENDA ITEM NO. 10 RECORDING OF MEETINGS 1.0 Purpose of Report 1.1 To advise Members of the provisions in the Openness of Local Government Bodies

Regulations 2014 regarding the recording of meetings. 2.0 Introduction 2.1 The Councillors’ Commission, at its meeting on 1st December 2014, considered the position

regarding recording of meetings following the questioning by a Member of whether Members should be required to declare their intention to record the meeting following the introduction of the new legislative provisions.

2.2 Members of the Councillors’ Commission considered that both members of the public and

Councillors should be asked to declare whether they intend to record any part of the meeting as a courtesy at the start of the meeting. However they acknowledged that, in the case of members of the public, they were not compelled to do so. In the case of Members of the Council, a Standing Order or Protocol could be introduced requiring a Member to declare their intention to record the meeting but the Commission considered that such a step was not necessary at this stage.

2.3 However the Councillors’ Commission felt that it would be helpful if a report could be

produced for the Council Meeting clarifying the provisions in the legislation regarding the recording of meetings and to make clear that such a right did not extend to any exempt or confidential part of the meeting or to informal meetings and Working Parties/Task & Finish Groups.

2.4 Officers have been testing audio recording equipment at meetings of the Planning and Full

Council Meetings. This will now be extended to all Committee Meetings following a request by the Councillors’ Commission.

3.0 Background Information 3.1 The Openness of Local Government Bodies Regulations 2014 came into force on 6th August

2014. The new Regulations give the public and the press the right to film, audio-record, take photographs and use social media such as tweeting and blogging to report the proceedings of meetings which are open to the public.

3.2 The Government have produced guidance on the interpretation of the Regulations under

the title “Open and accountable Local Government – A guide for the press and public on attending and reporting meetings of Local Government August 2014”.

3.3 The guidance does emphasise that although no prior permission is required to carry out

this activity it is advisable that any person who wishes to record the meeting informs the Council that they intend to do so. Moreover there is nothing in the legislation or guidance which expressly prohibits the Council from asking members of the public and press (and indeed Councillors) to inform the meeting, at the start of the meeting, if they are intending to record the proceedings in whole or in part.

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3.4 Some Councils have adopted protocols which aim to ensure that people are aware that they are being filmed or recorded and that the recording is of the meeting and not of the public gallery. Protocols may also seek to prevent people roaming around the room, making too much noise, using special lighting or flash photography or disrupting the meeting in some other way and members of the public can be excluded if they are disruptive. However it should be emphasised that as these are public meetings, there can be no expectation of privacy. The Government guidance does provide that the Council should consider adopting a policy on the filming of members of the public and ensure that they protect children, the vulnerable and other members of the public who actively object to being filmed, without undermining the broader transparency of the meeting. The Councillors’ Commission has taken the view that a protocol is not necessary at this stage.

3.5 The guidance contains the following relating to tweeting and blogging by Councillors:-

“The national rules do not prevent Councillors from tweeting and blogging at meetings, so they should be able to do so provided it is not disruptive and does not detract from the proper conduct of the meeting. Whilst Councillors are expected to comply with their body’s Code of Conduct, this should not prevent Councillors from tweeting or blogging when appropriate”.

3.6 It should be noted that the right to record only extends to public meetings. If the press and public are excluded in order to consider exempt information, there is no right to record the private part of the meeting and no right to leave a recording device in the room to broadcast events at a private meeting.

3.7 If a Member were to record and broadcast any part of a meeting held in private it is

considered that this would constitute a breach of confidentiality under the Member Code of Conduct.

3.8 As the legislation only applies to public meetings it should be noted that there is no right

on the part of the press, public or Councillors to record informal meetings, briefing meetings or meetings of Working Parties / Task and Finish Groups. Again, were a Member to do so, this is likely to constitute a Code of Conduct breach unless the express consent of the meeting is first sought and obtained.

4.0 RECOMMENDATION That the provisions of the Openness of Local Government Bodies Regulations 2014 and

the current arrangements being operated at the Council be noted. Background Papers Open and accountable Local Government – A guide for the press and public on attending and reporting meetings of Local Government August 2014. For further information please contact Kirsty Cole on extension 5210. Kirstin H Cole Deputy Chief Executive & Monitoring Officer

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COUNCIL MEETING – 16TH DECEMBER 2014 AGENDA ITEM NO. 11 APPOINTMENT OF REPRESENTATIVES ON OUTSIDE BODIES 1.0 Purpose of Report 1.1 To nominate one District Council representative to the Newark & Sherwood Clinical

Commissioning Group (CCG) Stakeholder Reference Group Sub Committee. 2.0 Newark and Sherwood CCG Stakeholder Reference Group Sub Committee 2.1 The Newark & Sherwood CCG Stakeholder Reference Group Sub Committee has recently

revised their terms of reference for their Stakeholder Reference Group, which has resulted in an invitation for one representative of the Council to be appointed to the Group for the period 2014/15.

3.0 RECOMMENDATION

That the Council nominates a representative to the Newark & Sherwood CCG Stakeholder Reference Group Sub Committee for the remainder of 2014/15.

Background Papers Nil. For further information please contact Nigel Hill on Ext. 5243. A.W. Muter Chief Executive

17

18

COUNCIL MEETING – 16TH DECEMBER 2014 AGENDA ITEM NO. 12 REVIEW OF POLLING DISTRICTS AND POLLING PLACES 1.0 Purpose of Report 1.1 To approve the final scheme following the review of Polling Districts and Polling Places. 2.0 Background Information 2.1 The Electoral Registration and Administration Act 2013 introduced a change to the timing

of compulsory reviews of UK Parliamentary polling districts and polling places. 2.2 This required that the next compulsory review must be started and completed between 1st

October 2013 and 31st January 2015 inclusive. The last full review was undertaken in August/September 2011.

3.0 Consultation 3.1 The formal consultation period was from the 1st September 2014 to 31st October 2014. The

General Purposes Committee agreed the timetable for the review at their meeting held on 24th July 2014 and were invited to consider the representations received and proposed scheme at their meeting held on 20th November 2014.

3.2 The specific representations received have been incorporated into the proposals for each

Ward which are attached as the Appendix to the report. Consultations received have been from members of the public, elected members and Parish Councils.

3.3 The Electoral Registration Officer/Returning Officer has also taken the opportunity to

review certain polling districts and polling places in order to simplify some of the existing electoral arrangements. These changes have also been highlighted in the proposals.

4.0 Comments of the General Purposes Committee 4.1 At the General Purposes Committee held on 20th November 2014 the Local Member for

Edwinstowe advised that she was in favour of the proposed relocation of the two current stations at King Edwin Primary School and St. Mary’s Church Rooms to Edwinstowe Village Hall. It is therefore proposed that Edwinstowe Village Hall which is in polling districts OOOO2 and OOOO3, will replace St. Mary’s Church Rooms and King Edwin Primary School.

4.2 The General Purposes Committee also noted that Southwell Town Council had requested

that an alternative Polling Place be found to Easthorpe Hall. They had suggested a return to the previously used station at the ACF Centre, or as an alternative suggested the Hearty Goodfellow or the Lecture Room at Southwell Fire Station. The Local Member for Southwell West advised that he was concerned with accessibility issues for the ACF Centre as the only access to the building was over a gravelled drive. In addition it was noted that when the building had been used for previous elections the Returning Officer had received complaints about the access. The Hearty Goodfellow was not considered by the Returning Officer as it was felt that it was too remote for the majority of electors. In terms of using the Fire Station at Southwell this building, following a site inspection, was considered

19

inappropriate due to Health and Safety issues. The fire station operates as a retained station and it was considered that the road adjacent to the station would need to be coned off directly in front of the station to prevent parking to enable the fire engine to turn out of the station and onto the road in the event of an emergency call out. This would lead to limited on-street parking as the car park to the rear of the station would not be available. There were also safety concerns for voters entering or leaving the front of the building in the event of an emergency resulting in the fire engine having to leave the station, or fire service staff driving down the side of the station to access the rear car park. It is therefore proposed to continue to use Easthorpe Hall as a polling station.

4.3 In terms of Rainworth the report recommended that Rainworth Village Hall be used as a

polling station for future elections for the Parish of Rainworth – North and South Wards MMMM1 and MMMM2. This would replace Python Hill Primary School, Kirklington Road, Rainworth, Mansfield. This was supported by the local Ward Member.

4.4 Since the meeting of the General Purposes Committee the Returning Officer received

information that the private house used as a polling station in Spalford (Collingham and Meering Ward - WWWW9) was no longer available for use as the previous owners had sold the property. As such alternative arrangements will be required in Spalford. Possible alternatives being to find an alternative property in the village, or to use the neighbouring polling station in the parish of Girton. The views of the local Ward Members will be sought.

5.0 Proposals 5.1 The General Purposes Committee recommend the proposed scheme, as set out in the

Appendix, to Council for approval. 5.2 The recommendation proposes that delegated authority be given to the Chief Executive to

make any change to polling districts/places at any time in the event that such changes are required prior to an election. Under legislation all such changes are a Council function (undertaken through the Council’s General Purposes Committee) however during election periods when changes need to be made in a restricted timeframe this is not always practicable.

5.3 Specific delegation is also required to resolve the current issue in Spalford as indicated in

paragraph 4.4 of the report. 5.4 Due to the requirement to conclude the polling station review by 31st January 2015 it was

necessary to undertake the review on the existing wards and polling districts. The new District Ward polling district boundary information arising from the Further Electoral Review will be published in February.

6.0 RECOMMENDATIONS that:

(a) the polling station and polling district proposals, as set out in the Appendix to the report, be approved;

(b) delegated authority be given to the Chief Executive to implement appropriate

changes in the Parish of Spalford, following consultation with Ward Members; and

20

(c) delegated authority be given to the Chief Executive, following consultation with the Chairman of the General Purposes Committee and relevant Ward Members, to make any changes required to polling districts/polling places in the event that time does not allow for full consultation with the General Purposes Committee.

Background Papers Responses received in respect of the consultation. For further information please contact Nigel Hill on Ext 5243 K.H. Cole Deputy Chief Executive

21

22

District Ward Summary: Balderton North

Parliamentary Constituency Newark

Number of Polling Districts Two (FFFF1, FFFF2)

Number of Polling Places Two

Number of properties (as at 07/07/14) 2343

Number of properties with no electors registered (as at 07/07/14)

150

Electorate (as of 07/07/14) 4052

Polling District Information: FFFF1

Parish Parish of Balderton – North Ward

County Division Balderton

Polling Place Balderton Village Centre, Coronation Street, Balderton, Newark, Notts, NG24 3BD

Polling Place comments This building has good car parking facilities and excellent access for all electors.



49

Number of Electors (as of 07/07/14) 1892

Number of Postal Voters (as at 07/07/14 – these electors would not vote in person)

318

Number of Voters in Person 1574

Summary/Recommendation No proposed change

Polling District Information: FFFF2

Parish Parish of Balderton – North Ward


Polling Place St Giles Church Hall, Main Street, Balderton, Newark, Notts, NG24 3LN

Polling Place comments This building has good car parking facilities and access for all electors.



101


Number of Postal Voters (these electors would not vote in person)

327


Number of Stations 2


23

District Ward Summary: Balderton West


Number of Polling Districts Two (GGGG1, GGGG1A, GGGG2)




188


Polling District Information: GGGG1

Parish Parish of Balderton – West Ward


Polling Place William Ghent House, Gibson Crescent, Balderton, Newark, Notts, NG24 3EB

Polling Place comments This building has limited car parking facilities and access for all electors.



113



331



Summary/Recommendation No proposed change Polling District Information: GGGG1A


County Division Farndon & Muskham

Polling Place William Ghent House, Gibson Crescent, Balderton, Newark, Notts, NG24 3EB




4



13


Number of Stations 0 (merged into one of the polling stations in GGGG1)


24

Polling District Information: GGGG2



Polling Place John Hunt Primary & Nursery School, London Road, Balderton, Notts, NG24 3BN

Polling Place comments Used the old nursery building for 05/06/14 by-election and proposed to continue to use this for future elections. This enables the school to remain open. This building, which is adjacent to the school, has limited car parking facilities and access for all electors.



71



271




25

District Ward Summary: Beacon


Number of Polling Districts Four (AAAA1, AAAA2, AAAA3, AAAA4)

Number of Polling Places Three



794


Polling District Information: AAAA1

Parish Newark Town – Beacon Ward

County Division Newark East

Polling Place Charles Street Methodist Church, Charles Street, Newark, Notts, NG24 1RN

Polling Place comments This building has on street parking only and access for all electors.



437



383







Polling Place Coddington Community Centre, Beckingham Road, Coddington, Newark, Notts, NG24 2TP

Polling Place comments This building has good car parking facilities, however a complaint was raised by a District Councillor following the European and Parliamentary By-Elections in 2014 as parents of pupils at Coddington Primary School were using the car park when taking and collecting children from school. The school has been contacted and they will advise parents for future elections not to use Coddington Community Centre car park when an election is taking place. The building has good access for all electors.



268



374




26



County Division Collingham

Polling Place Sherwood Avenue Bowling Pavilion, Sherwood Avenue, Newark, Notts




81



158





Parish Parish of Coddington – West Ward


Polling Place Coddington Community Centre, Beckingham Road, Coddington, Newark, Notts

Polling Place comments This building has good car parking facilities and access for all electors. See comments in relation to AAAA2.



8



17


Number of Stations 0 (merged into one of the polling stations in AAAA2)


27

District Ward Summary: Blidworth

Parliamentary Constituency Sherwood

Number of Polling Districts Four (LLLL1, LLLL2, LLLL2A, LLLL3)




342


Polling District Information: LLLL1

Parish Parish of Blidworth – North Ward

County Division Blidworth

Polling Place St Andrews Mission Hall, The Crescent, Blidworth, Notts, NG21 0SE




144



179



Summary/Recommendation No proposed change Polling District Information: LLLL2

Parish Parish of Blidworth – South Ward


Polling Place Blidworth Methodist Church, Main Street, Blidworth, Notts, NG21 0QD

Polling Place comments This building has good car parking facilities and access for all electors. The access and egress from the car park is located on a junction with a limited view, however, there have been no reported problems with the use of this building.



66



131




28

Polling District Information: LLLL2A

Parish Parish of Blidworth – South Ward


Polling Place St Andrews Mission Hall, The Crescent, Blidworth, Notts, NG21 0SE




132



222




Polling District Information: LLLL3

Parish Parish of Lindhurst


Polling Place Blidworth Methodist Church, Main Street, Blidworth, Notts, NG21 0QD

Polling Place comments This building has good car parking facilities and access for all electors. The access and egress from the car park is located junction with a limited view, however, there have been no reported problems with the use of this building.



0



3


Number of Stations 0 (merged into one of the polling stations in LLLL2)


29

District Ward Summary: Boughton


Number of Polling Districts Four (QQQQ1, QQQQ1A, QQQQ2, QQQQ3)

Number of Polling Places Four



184


Polling District Information: QQQQ1

Parish Ollerton & Boughton Town – Boughton Ward

County Division Ollerton

Polling Place The Dukeries Young Peoples Centre, Main Road, Boughton, Notts, NG22 9JE




97



270




Polling District Information: QQQQ1A

Parish Ollerton & Boughton Town – Boughton Ward


Polling Place Boughton and District Social Club, Hallam Road, Boughton, NG22 9TT.




42



89




30


Parish Parish of Kirton


Polling Place Kirton Hall Farm, Main Street, Kirton, Notts, NG22 9LP




13



28





Parish Parish of Walesby


Polling Place Walesby Village Hall, New Hill, Walesby, Notts, NG22 9PB




32



191




31

District Ward Summary: Bridge


Number of Polling Districts Three (BBBB1, BBBB2, BBBB3)




650


Polling District Information: BBBB1

Parish Newark Town – Bridge Ward


Polling Place Bishop Alexander Primary School, Wolsey Road, Newark, Notts, NG24 2BQ

Polling Place comments This building has good car parking facilities and access for all electors. There is no ramp, but alternative disabled access is available and signed.



118



133







Polling Place Bridge Community Centre, Lincoln Road, Newark, NG24 2DQ




272



320




32



County Division Newark West

Polling Place 7th Newark Scout Group Hall, Lovers Lane, Newark, Notts, NG24 1HZ




260



77




33

District Ward Summary: Castle


Number of Polling Districts Three (CCCC1, CCCC2, CCCC3)




652


Polling District Information: CCCC1

Parish Newark Town – Castle Ward


Polling Place Thomas Mann Pavilion, Between 89 & 91 Valley Prospect, Newark, Notts NG24 4QN

Polling Place comments The building has good car parking facilities and access for all electors.



31



205







Polling Place Christ Church Infants School, Victoria Street, Newark, Notts, NG24 4UT

Polling Place comments This building has on-street parking only and access for all electors. The school has asked the Council to seek an alternative venue due to the closure of the school on polling day. Millgate Community Centre had been considered as an alternative but is felt not to be suitable due to no on-street parking facilities.



224



306



Summary/Recommendation The proposal is to continue to use Christ Church Infants School as a polling station but to continue to source other alternatives if possible.

34




Polling Place 7th Newark Scout Group Hall, Lovers Lane, Newark, Notts, NG24 1HZ




397



161




35

District Ward Summary: Caunton


Number of Polling Districts Eleven (RRRR1, RRRR2, RRRR3, RRRR4, RRRRR5, RRRR6, RRRR7, RRRR8, RRRR9, RRRR10, RRRR11)

Number of Polling Places Nine



124


Polling District Information: RRRR1

Parish Parish of Caunton

County Division Southwell & Caunton

Polling Place Caunton Village Room, Dean Hole C of E School, Manor Road, Caunton, Notts, NG23 6AD




25



58



Summary/Recommendation No proposed change Polling District Information: RRRR2

Parish Parish of Egmanton


Polling Place Egmanton Village Hall, Tuxford Road, Egmanton, Newark, Notts, NG22 0HA




18



34




36


Parish Parish of Hockerton


Polling Place Caravan, Spread Eagle Public House, Caunton Road, Hockerton, Southwell, Notts, NG25 0PL

Polling Place comments No disabled access but no alternative to the temporary solution offered here within the Parish.



8



24





Parish Parish of Kneesall, Kersall & Ompton – Kersall Ward


Polling Place Bill Hemsley Community Centre, Kneesall, Notts, NG22 0AE

Polling Place comments This building has car parking facilities (with additional spaces at the Old Church Hall if required) and access for all electors.



1



9





Parish Parish of Kneesall, Kersall & Ompton – Kneesall Ward






17



28


Number of Stations 0 (merged into the polling station in RRRR4)


37


Parish Parish of Kneesall, Kersall & Ompton – Ompton Ward






0



6


Number of Stations 0 (merged into the polling station in RRRR4)



Parish Parish of Laxton & Moorhouse


Polling Place Laxton Village Hall, Main Street, Laxton, Notts. NG22 0NX

Polling Place comments This building has on street parking only and access for all electors (ramp in place for disabled access).



15



35




38


Parish Parish of Maplebeck


Polling Place Turton Memorial Hall, Maplebeck, Newark, Notts, NG22 0BS (Notification provided 17.07.14 that the Hall will be ready for use as from October 2014.) The Beehive Inn, Main Street, Maplebeck, Newark, NG22 0BS was used as a temporary station whilst the permanent station was being re-built.




3



14



Summary/Recommendation Turton Memorial Hall, Maplebeck will be used as the permanent station for future elections.


Parish Parish of Ossington


Polling Place Ossington Village Hall, Main Street, Ossington, Notts, NG23 6LJ




7



7




39


Parish Parish of Wellow


Polling Place Wellow Memorial Hall, Maypole Green, Wellow, Notts, NG22 0EF

Polling Place comments This building has some car parking facilities and access for all electors.



22



55





Parish Parish of Winkburn


Polling Place Winkburn School, Winkburn, Newark, Notts, NG23 8PQ




8



4




40

District Ward Summary: Clipstone


Number of Polling Districts Three (NNNN1, NNNN2, NNNN3)

Number of Polling Places One



293


Polling District Information: NNNN1

Parish Parish of Clipstone – Clipstone Village Ward

County Division Rufford

Polling Place Clipstone Village Hall, Church Road, Clipstone, Notts, NG21 9DF




103



382



Summary/Recommendation No proposed change Polling District Information: NNNN2

Parish Parish of Clipstone – Cavendish Ward






180



159




41

Polling District Information: NNNN3

Parish Parish of Kings Clipstone






10



79




42

District Ward Summary: Collingham & Meering


Number of Polling Districts Ten (WWWW1, WWWW2, WWWW3, WWWW4, WWWW5, WWWW6, WWWW7, WWWW8, WWWW9, WWWW10)

Number of Polling Places Ten



190


Polling District Information: WWWW1

Parish Parish of Collingham


Polling Place Collingham Memorial Hall, Collingham, Newark, Notts, NG23 7LB




114



376



Summary/Recommendation No proposed change Polling District Information: WWWW2

Parish Parish of Besthorpe


Polling Place Besthorpe Trinity Hall, Low Road, Besthorpe, Newark, Notts. NG23 7HJ

Polling Place comments This building has on street parking and there is good access for all electors.



14



22




43


Parish Parish of Girton


Polling Place Girton Village Hall, High Street, Girton, Notts, NG23 7JA

Polling Place comments This building has on street parking only and access for all electors (ramp in place for disabled access).



5



11





Parish Parish of Harby


Polling Place Harby Village Hall, High Street, Harby, Notts, NG23 7EQ




11



37





Parish Parish of North Clifton


Polling Place Room At Hall Farm, North Clifton, Newark, Notts, NG23 7AP

Polling Place comments This property has parking space and access for all electors.



8



17




44


Parish Parish of South Clifton


Polling Place South Clifton Coronation Hall, South Clifton, Newark, Notts, NG23 7BG




7



49





Parish Parish of South Scarle


Polling Place South Scarle Community Centre, South Scarle, Newark, Notts, NG23 7JH




8



9





Parish Parish of Thorney


Polling Place St. Helen's Church, Thorney, Newark, Notts, NG23 7BS




13



24




45


Parish Parish of Spalford


Polling Place Room At Chapel House, Chapel Lane, Spalford, Notts, NG23 7HD

Polling Place comments Room at Chapel House is a private house and is no longer available for use as the previous owners have sold the property. As such alternative arrangements will be required in Spalford. Possible alternatives being to find an alternative property in the village, or to use the neighbouring polling station in the parish of Girton.



5



14



Summary/Recommendation Alternative arrangements will be required in Spalford. Possible alternatives being to find an alternative property in the village, or to use the neighbouring polling station in the parish of Girton. The views of the local Ward Members will be sought.


Parish Parish of Wigsley


Polling Place Harby Village Hall, High Street, Harby, Notts, NG23 7EQ

Polling Place comments This building has good car parking facilities and access for all electors. There is no accessible building available to use as a polling station in the Parish of Wigsley.



5



20


Number of Stations 0 (merged into the polling station in WWWW4)


46

District Ward Summary: Devon


Number of Polling Districts Two (DDDD1, DDDD2)




346


Polling District Information: DDDD1

Parish Newark Town – Devon Ward


Polling Place Hawtonville Community Centre, St. Mary's Gardens, Newark, Notts, NG24 4JQ




203



338




Polling District Information: DDDD2

Parish Newark Town – Devon Ward


Polling Place Bowbridge Primary School, Bailey Road, Newark, Notts, NG24 4EP

Polling Place comments This building has good car parking facilities and access for all electors (ramp in place for disabled access).



143



203




47

District Ward Summary: Edwinstowe


Number of Polling Districts Three (OOOO1, OOOO2, OOOO3)




121


Polling District Information: OOOO1

Parish Parish of Edwinstowe


Polling Place Abbey Road Community Centre, 25 Abbey Road, Edwinstowe, Mansfield, Notts, NG21 9LQ




27



214







Polling Place St Marys Church Rooms, Mansfield Road, Edwinstowe, Mansfield, Notts, NG21 9QT

Polling Place comments This building has good car parking facilities and access for all electors. It is however proposed to relocate St Marys Church Rooms and King Edwin Primary School to Edwinstowe Village Hall.



59



341



Summary/Recommendation Edwinstowe Village Hall will be used as a polling station instead of St Marys Church Rooms.

48




Polling Place King Edwin Primary School, Fourth Avenue, Edwinstowe, Mansfield, NG21 9NS

Polling Place comments This building has good car parking facilities and access for all electors. It is however proposed to relocate King Edwin Primary School and St Marys Church Rooms to Edwinstowe Village Hall.



35



128



Summary/Recommendation Edwinstowe Village Hall will be used as a polling station instead of King Edwin Primary School.

49

District Ward Summary: Farndon


Number of Polling Districts Eleven (HHHH1, HHHH2, HHHH3, HHHH4, HHHH5, HHHH6, HHHH7, HHHH8, HHHH9, HHHH10, HHH11)

Number of Polling Places Seven



346


Polling District Information: HHHH1

Parish Parish of Farndon


Polling Place Farndon Memorial Hall, Marsh Lane, Farndon, Newark, Notts, NG24 4SZ




44



335





Parish Parish of East Stoke & Thorpe – Stoke Ward


Polling Place East Stoke W.I. Hall, School Lane, East Stoke, Newark, Notts, NG23 5QL

Polling Place comments This building has on street parking only and some access difficulties as we are unable to build a disabled access ramp because the contours of the building would make it too steep. However there is no alternative within the Parish.



13



17




50


Parish Parish of East Stoke & Thorpe – Thorpe Ward


Polling Place East Stoke W.I. Hall, School Lane, East Stoke, Newark, Notts, NG23 5QL

Polling Place comments This building has on street parking only and some access difficulties as we are unable to build a disabled access ramp because the contours of the building would make it too steep. However there is no alternative within the Parish.



1



15


Number of Stations 0 (merged into the polling station in HHHH2)



Parish Parish of Elston


Polling Place Elston Village Hall, Elston, Newark, Notts, NG23 5NP

Polling Place comments This building has good car parking facilities (adjacent to the building) and access for all electors.



24



68





Parish Parish of Syerston


Polling Place Syerston Village Hall, Moor Lane, Syerston, Notts, NG23 5NB

Polling Place comments This building has limited car parking facilities and access for all electors. Two emails were received in support of the continuous use of Syerston Village Hall as a polling station.



9



26




51


Parish Parish of Hawton


Polling Place All Saints Church, Hawton, Notts, NG24 3RN

Polling Place comments This building has limited car parking facilities and access for all electors (ramp in place for disabled access).



5



7





Parish Parish of Fernwood


Polling Place Fernwood Village Hall, Rubys Avenue, Ferwnood, Notts, NG24 3RS




231



346





Parish Parish of Cotham


Polling Place Room at the Staunton Arms, High Street, Staunton – in – the – Vale, Nottingham, NG13 9PE

Polling Place comments This building has good car parking facilities, access is available for disabled voters, however the path is gravelled. The Cotham Church School Room Hall was previously used as the polling place for the Parish but this building has now been closed and there is no suitable accommodation within the Parish which we are aware of.



9



19




52


Parish Parish of Alverton



Polling Place comments This building has good car parking facilities, access is available for disabled voters, however the path is gravelled. There is no suitable accommodation within the Parish which we are aware of.



3



9





Parish Parish of Kilvington






4



2





Parish Parish of Staunton-in-the-Vale






3



16


53



54

District Ward Summary: Farnsfield & Bilsthorpe


Number of Polling Districts Eight (KKKK1, KKKK2, KKKK3, KKKK4, KKKK5, KKKK6, KKKK7, KKKK8)

Number of Polling Places Eight



582


Polling District Information: KKKK1

Parish Parish of Bilsthorpe


Polling Place Bilsthorpe Village Hall, Cross Street, Bilsthorpe, Notts, NG22 8QY




321



225





Parish Parish of Bilsthorpe


Polling Place Building To Rear Of Copper Beech P.H., Kirklington Road, Bilsthorpe, Newark, Notts, NG22 8SS

Polling Place comments This building has good car parking facilities and access for all electors



53



126




55


Parish Parish of Eakring

County Division Farnsfield & Lowdham

Polling Place Eakring Cator Hall, Kirklington Road, Eakring, Notts, NG22 0DA




34



53





Parish Parish of Edingley


Polling Place Edingley Methodist School Room, Main Street, Edingley, Newark, Notts, NG22 8BE. This polling station will not be available after 2014 therefore alternative accomodation has been identified as The Old School Room, Edingley. The venue currently has a small step to the front of the building and toilets located outside the main building which have disabled access. There is a small car park, which would accommodate the polling staff vehicles and electors although care needs to be taken when leaving the car park due to poor visibility. The key holder has confirmed that plans for renovation work are imminent which include full disabled access and the toilet facilities will be located inside the main building. In the event of an election the key holder has confirmed that a temporary ramp will be provided.

Polling Place comments This building has some car parking facilities and access for all electors



15



70



Summary/Recommendation The Old School Room, Main Street, Edingley, NG22 8BE has been secured as a polling station for future elections.


Parish Parish of Farnsfield


Polling Place Farnsfield Village Centre, New Hill, Farnsfield, Notts, NG22 8JN

Polling Place comments This building has on street parking only and access for all electors



82


56


391





Parish Parish of Halam


Polling Place Halam Village Hall, The Turnpike, Halam, Notts, NG22 8AE

Polling Place comments This building has limited car parking facilities and access for all electors



20



49





Parish Parish of Kirklington


Polling Place Kirklington Village Hall, Main Street, Kirklington, Notts, NG22 8NF

Polling Place comments This building has limited car parking facilities and access for all electors



27



55





Parish Parish of Oxton


Polling Place Oxton Village Hall, Main Street, Oxton, Southwell, Notts, NG25 0SA

Polling Place comments This building has good car parking facilities and access for all electors



30



79




57

District Ward Summary: Lowdham


Number of Polling Districts Seven (JJJJ1, JJJJ2, JJJJ3, JJJJ4, JJJJ5, JJJJ6, JJJJ7)

Number of Polling Places Six



139


Polling District Information: JJJJ1

Parish Parish of Lowdham


Polling Place Lowdham Village Hall, Main Street, Lowdham, Notts, NG14 7BD




52



401





Parish Parish of Bulcote


Polling Place Bulcote Farm Committee Room, Bulcote, Nottingham, NG14 5HA

Polling Place comments This building has good car parking facilities. There are access issues as there is a ramp in place for disabled access but there is another step after the ramp. Whilst it is recognised that this is not an ideal polling venue, there are no other suitable alternative locations within the Parish.



6



42




58


Parish Parish of Caythorpe


Polling Place Caythorpe War Memorial Hall, Caythorpe, Notts




9



37





Parish Parish of Epperstone


Polling Place Epperstone Village Hall, Gonalston Lane, Epperstone, Nottingham, NG14 6AY




30



80





Parish Parish of Gunthorpe


Polling Place Gunthorpe Village Hall, Davids Lane, Gunthorpe, Notts, NG14 7EW




35



91




59


Parish Parish of Gonalston


Polling Place Hoveringham Village Hall, Gonalston Lane, Hoveringham, Notts, NG14 7JM

Polling Place comments This building has some car parking facilities (six spaces) and access for all electors.



3



16





Parish Parish of Hoveringham


Polling Place Hoveringham Village Hall, Gonalston Lane, Hoveringham, Notts, NG14 7JM

Polling Place comments This building has some car parking facilities (six spaces) and access for all electors.



4



25


Number of Stations 0 (merged into the polling station in JJJJ6)


60

District Ward Summary: Magnus


Number of Polling Districts Three (E1, E2, E2A, E3)




381


Polling District Information: EEEE1

Parish Newark Town – Magnus Ward


Polling Place Magnus Church Of England Acadamy, Earp Avenue, Newark, Notts, NG24 4AB

Polling Place comments This building has good car parking facilities and access for all electors. The old Caretakers bungalow was used for Newark By- election in June 2014 and is proposed to be used for all future elections.



159



202



Summary/Recommendation The old caretakers bungalow in the grounds of the Magnus Church of England Academy to be used for all future elections.




Polling Place Cleveland Square Community Centre, Carswell Close, Newark, NG24 4HW

Polling Place comments This building has car parking facilities and access for all electors.



60



142




61

Polling District Information: EEEE2A



Polling Place Cleveland Square Community Centre, Carswell Close, Newark, NG24 4HW

Polling Place comments This building has car parking facilities and access for all electors.



12



80


Number of Stations 0 (merged into the polling station in EEEE2)





Polling Place Castle & Falcon Public House, 10 London Road, Newark, Notts, NG24 1TW




150



173




62

District Ward Summary: Muskham


Number of Polling Districts Seven (YYYY1, YYYY2, YYYY3, YYYY4, YYYY5, YYYY6, YYYY7)

Number of Polling Places Six



94


Polling District Information: YYYY1

Parish Parish of North Muskham


Polling Place North Muskham Rural Community Centre, Nelson Lane, North Muskham, Notts, NG23 6HD

Polling Place comments This building has good car parking facilities and access for all electors. North Muskham Parish Council has confirmed their approval of the venue.



18



119





Parish Parish of South Muskham


Polling Place South Muskham Village Hall, Main Street, South Muskham, Newark, Notts, NG23 6EE




7



69




63


Parish Parish of Averham, Kelham & Staythorpe – Averham Ward


Polling Place Manners Sutton Primary School, Newark Road, Averham, Notts, NG23 5QZ



Number of properties with no electors registered (as at07/07/14)

15


Number of Postal Voters (as at07/07/14 – these electors would not vote in person)

27





Parish Parish of Averham, Kelham & Staythorpe – Staythorpe Ward


Polling Place Manners Sutton Primary School, Newark Road, Averham, Notts, NG23 5QZ




6



13


Number of Stations 0 (Merged into the polling station in YYYY3)



Parish Parish of Averham, Kelham & Staythorpe – Kelham Ward


Polling Place Room At Kelham Hall, Kelham, Newark, Notts, NG23 5QX




13

Number of Electors (as of07/07/14) 154


22




64


Parish Parish of Bathley


Polling Place Crown Inn Public House, Main Street, Bathley, Notts, NG23 6DA


Number of properties (as at07/07/14) 123


18



35





Parish Parish of Cromwell


Polling Place Cromwell Village Hall, Cromwell, Newark, Notts, NG23 6JE

Polling Place comments This building has good car parking facilities but there is no disabled access. However there is no alternative within the Parish.



17



35




65

District Ward Summary: Ollerton


Number of Polling Districts Five (PPPP1, PPPP2, PPPP3, PPPP4, PPPP5)

Number of Polling Places Five



620


Polling District Information: PPPP1

Parish Ollerton & Boughton Town – North Ward


Polling Place St Paulinus Church Hall, Church Circle, Briar Road, Ollerton, Notts, NG22 9SZ




100



337





Parish Ollerton & Boughton Town – South Ward


Polling Place Ollerton Jubilee Hall, Wellow Road, Ollerton, Notts, NG22 9AP

Polling Place comments This building has good car parking facilities and access for all electors. Ollerton & Boughton Town Council has commented that there is no polling station within an acceptable walking distance of the new housing developments on Newark Road i.e. The Miller Homes sites and the Kelsey Avenue area. These new developments encompass people of all ages and electors should not be expected to walk a long distance if they are old and infirm, disabled or a parent with babies and young children. The Town Council acknowledges the fact that there are no communal buildings in this vicinity to be utilised as a Polling Station. In light of the above the Town Council suggested that a mobile polling station could be set up on Beacon Court, or the Town Council could make available a section of their industrial unit on Beacon Court subject to health and safety measures being put in place to cope with public access. This will be reconsidered when the District Council considers the polling station boundaries.



105



180


66






Polling Place Ollerton Methodist Church Hall, Forest Road, New Ollerton, Notts




32



89







Polling Place Ollerton Town Hall, Sherwood Drive, New Ollerton, Notts, NG22 9PP




365



113





Parish Parish of Perlethorpe-Cum-Budby


Polling Place Perlethorpe Village Hall, Perlethorpe, Newark, Notts, NG22 9EF

Polling Place comments This building has limited car parking facilities and access for all electors. The Parish Meeting have indicated they are keen to see the continued use of the Village Hall as the polling station.



18



21




67

District Ward Summary: Rainworth


Number of Polling Districts Four (MMMM1, MMMM2, MMMM3, MMMM4)




306


Polling District Information: MMMM1

Parish Parish of Rainworth – North Ward


Polling Place Python Hill Primary School, Kirklington Road, Rainworth, Mansfield, Notts, NG21 0JZ

Polling Place comments This building has good car parking facilities and access for all electors. However an alternative venue was sought due to complaints from parents regarding the school having to close on polling days. Rainworth Village Hall has therefore been secured as a polling station for future elections. The Village Hall has a large car park and access for all electors.



75



190



Summary/Recommendation Rainworth Village Hall be used as a polling station for future elections.


Parish Parish of Rainworth – South Ward


Polling Place Python Hill Primary School, Kirklington Road, Rainworth, Mansfield, Notts, NG21 0JZ

Polling Place comments See comments above.



101



306



Summary/Recommendation Rainworth Village Hall be used as a polling station for future elections.


Parish Parish of Rainworth – South Ward


Polling Place Cambridge Close Community Centre, Cambridge Close, Rainworth,

68

Notts, NG21 0AY




88



359





Parish Parish of Rufford


Polling Place Rufford Country Park, Rufford, NG22 9DF




42



109




69

District Ward Summary: Southwell East


Number of Polling Districts Two(SSSS1, SSSS2)




99


Polling District Information: SSSS1

Parish Parish of Upton


Polling Place Upton Village Hall, Church Lane, Upton, NG23 5SR

Polling Place comments This building has limited parking facilities near the church and access for all electors (ramp in place for disabled access).



20



55




Polling District Information: SSSS2

Parish Southwell Town – East Ward


Polling Place Easthorpe Hall, Bramley Close, Southwell, Notts, NG25 0HQ

Polling Place comments Limited car parking and access for all electors. Southwell Town Council responded to the consultation stating that Easthorpe Hall is not a suitable venue due to its size and the potential for voters to have to queue outside. They also expressed concern about the cul-de-sac nature of the road which makes car parking difficult, especially for voters leaving, and inconvenience for local residents. As an alternative the Town Council have suggested that the Southwell ACF Centre is a better venue and also suggested further alternative venues of the Hearty Goodfellow or the Lecture Room at Southwell Fire Station. The RO has not received any complaints regarding the use of Easthorpe Hall as a polling station. The ACF Centre was previously used as a polling station and is a good venue but there were continual problems with access to the building over a gravelled driveway. The Hearty Goodfellow has not been considered as it is felt that it was too remote for the majority of electors. The Lecture Room at Southwell Fire Station was considered inappropriate due to Health and Safety issues.



79


70


323



Summary/Recommendation Continue to use Easthorpe Hall as a polling place.

71

District Ward Summary: Southwell North


Number of Polling Districts One (TTTT1)

Number of Polling Places One



95


Polling District Information: TTTT1

Parish Southwell Town – North Ward


Polling Place Kings Court Community Centre, King Street, Southwell, Notts, NG25 0EL




95



417




72

District Ward Summary: Southwell West


Number of Polling Districts Three (UUUU1, UUUU2, UUUU3)




154


Polling District Information: UUUU1

Parish Parish of Halloughton


Polling Place Holy Trinity Church, Westgate, Southwell, Notts, NG25 OLD




3



13


Number of Stations 0 (merged into the polling station in UUUU2)



Parish Southwell Town – West Ward


Polling Place Holy Trinity Church, Westgate, Southwell, Notts, NG25 OLD




57



183





Parish Southwell Town – West Ward


Polling Place Trebeck Hall, Bishops Drive, Southwell, Notts, NG25 0JP

Polling Place comments This building has limited car parking facilities and access for all electors (ramp in place for disabled access).



94



229




73

District Ward Summary: Sutton-On-Trent


Number of Polling Districts Five (VVVV1, VVVV2, VVVV3, VVVV4, VVVV5)




103


Polling District Information: VVVV1

Parish Parish of Sutton-On-Trent


Polling Place Sutton-On-Trent Methodist Community Centre, High Street, Sutton-On-Trent, Newark, Notts, NG23 6QG




46



164





Parish Parish of Grassthorpe


Polling Place Sutton-On-Trent Methodist Community Centre, High Street, Sutton-On-Trent, Newark, Notts, NG23 6QG




6



8


Number of Stations 0 (merged into the polling station in VVVV1)


74


Parish Parish of Carlton-On-Trent


Polling Place Carlton-On-Trent Village Hall, Carlton On Trent, Newark, Notts, NG23 6NW




11



32





Parish Parish of Norwell


Polling Place Norwell Village Hall, Norwell, Notts, NG23 6LF




31



47





Parish Parish of Weston


Polling Place Weston Village Hall, Weston, Newark, Notts, NG23 6ST




9



31




75

District Ward Summary: Trent


Number of Polling Districts Four (IIII1, IIII2, IIII3, IIII4)




56


Polling District Information: IIII1

Parish Parish of Bleasby


Polling Place Bleasby Village Hall, Gypsy Lane, Bleasby, Notts, NG14 7GG




12



118





Parish Parish of Fiskerton-Cum-Morton


Polling Place Fiskerton Chapel, Gravelly Lane, Fiskerton, Notts, NG25 0UW




16



133





Parish Parish of Rolleston


Polling Place Rolleston Village Hall, Staythorpe Road, Rolleston, Newark, Notts, NG23 5SG

Polling Place comments This building has good car parking facilities and access for all electors. Rolleston Parish Council has confirmed their satisfaction with this venue.



14



33



Summary No proposed change

76


Parish Parish of Thurgarton


Polling Place Thurgarton Village Hall, Bleasby Road, Thurgarton, Notts, NG14 7FW




14



65




77

District Ward Summary: Winthorpe


Number of Polling Districts Five (XXXX1, XXXX2, XXXX3, XXXX4, XXXX5)




87


Polling District Information: XXXX1

Parish Parish of Winthorpe & Langford – Winthorpe Ward


Polling Place Winthorpe Village Hall, Gainsborough Road, Winthorpe, Notts, NG24 2NN




25



76





Parish Parish of Winthorpe & Langford – Langford Ward






8



13


Number of Stations 0 (merged into the polling station in XXXX1)


78


Parish Parish of Holme



Polling Place comments This building has on street parking only and access for all electors. There is no provision for a suitable polling station within the Parish.



5



17


Number of Stations 0 (merged into the polling station in XXXX1)



Parish Parish of Coddington – East Ward


Polling Place Coddington Community Centre, Beckingham Road, Coddington, Newark, Notts, NG24 2TP

Polling Place comments This building has good car parking facilities, however a complaint was raised by a District Councillor following the European and Parliamentary By-Elections in 2014 as parents of pupils at Coddington Primary School were using the car park when taking and collecting children from school. The school has been contacted and they will advise parents for future elections not to use Coddington Community Centre car park when an election is taking place. The building has good access for all electors.



29



208





Parish Parish of Barnby-In-The-Willows


Polling Place Barnby-In-The Willows Village Hall, Barnby-In-The-Willows, Newark, Notts, NG24 2SO

Polling Place comments This building has good car parking facilities and access for all electors. Disabled access is separate but clearly signed.



20



26




79

80

COUNCIL MEETING – 16TH DECEMBER 2014 AGENDA ITEM NO. 13 LOCALISED COUNCIL TAX SUPPORT SCHEME 2015/16 1.0 Purpose of Report 1.1 Paragraph 5 of Schedule 1A to the Local Government Finance Act 1992 requires the local

authority to consider whether each financial year the scheme is to be revised or replaced. The authority must make any revision to its scheme, or any replacement scheme, no later than 31st January in the financial year preceding that for which the revision or replacement scheme is to have effect

1.2 This report asks Members to confirm the continuation of the current Localised Council Tax

Support Scheme implemented 1st April 2013 for the 2015/16 financial year with minor changes – that is to seek approval to uprate the income and disregard criteria in accordance with the annual uprating amounts applied by the Department for Works and Pensions.

1.3 The annual uprating of the income and disregard criteria will demonstrate that the Council

has continued to consider its obligations to vulnerable groups by maintaining the income disregards and premiums to protect families with children and claimants with disabilities.

2.0 Background Information 2.1 As part of the 2012 Welfare Reform Act the national Council Tax Benefit scheme was

abolished and in accordance with the Local Government Act 2013 local authorities were required to introduce Localised Council Tax Support schemes from 1st April 2013.

2.2 Government funding for the new schemes was reduced by approximately 10%, for Newark

and Sherwood claimants this amounted to around £1m. 2.3 Support for Council Tax is now offered as reductions within the council tax system with

claimants of state pension age receiving a discount of up to 100% thereby ensuring that they receive no reduction in support as a direct result of the reform.

2.4 Localisation provided local authorities with the flexibility to design Council Tax Support

schemes for working age claimants taking into account the needs of vulnerable groups and the importance of supporting work incentives. Following a full consultation exercise, the Council agreed at their meeting of 29th January 2013 to adopt a scheme that:-

a) Places a restriction of 80% of the maximum liability that Council Tax Support would

cover. b) Limits the maximum award of Council Tax Support to the equivalent of a council tax

band A charge where this is lower than a) above. c) No entitlement to Council Tax Support where claimants have in excess of £16,000 in

capital. d) Second Adult Rebate Scheme does not form part of the Localised Council Tax Support

Scheme. e) Non-dependant deductions were increased by 20%. g) Entitlement to extended payments was increased from the four weeks to six weeks.

81

3.0 Impact of the Changes 3.1 As at the end of November 2014, the number of working age claimants eligible for Council

Tax Support was 4,193 and the number of pensioners eligible for Council Tax Support was 4,157. The comparative figures at November 2013 were 4,315 and 4,415.

3.2 The value of support awarded to date is £6.53m, in line with the forecast expenditure for

the scheme. 3.3 The current year collection rate for Council Tax is slightly down compared to November

2013, equating to a shortfall of £282,263. 3.4 It should be noted however that council taxpayers can now opt to pay over 12 months

rather than 10 so a like for like comparison is difficult to achieve. 3.5 There has been a noticeable increase in recovery work subsequent to the introduction of

our localised council tax support scheme in 2013, however compared to last year (which was year 1 of the scheme) the number of recovery documents has decreased slightly with 8.3% fewer reminders, final notices and summons being issued so far this year.

November 14 November 13 November 12 1st & 2nd Reminder 15,215 16,697 12,252 Final Notice 5,268 7,835 4,018 Summons 3,613 4,361 3,341

4.0 Equalities Implications 4.1 An equality impact assessment was completed prior to the Localised Council Tax Support

scheme being implemented in April 2013. 4.2 In consideration of the obligation to consider vulnerable groups within the design of a local

scheme child benefit continues to be disregarded as income and the disability premiums within the council tax benefit calculation were retained to protect families with children and people with disabilities.

4.3 Each year the Department for Works & Pensions uprates the income and disregard

amounts to account for inflation. By applying the annual uprating of income and disregards to the 2015/16 scheme the Council will continue to demonstrate that it has considered its obligations to consider vulnerable groups within the design of its local scheme.

5.0 RECOMMENDATION

That Council continues to adopt the existing Localised Council Tax Support Scheme for all potential claimants for the financial year 2015/16 and uprates the income disregards and premiums in accordance with the Departments for Works and Pensions annual uprating criteria for 2015/16.

82

Background Papers

Nil.

For further information please contact Phil Ward, Business Manager – Revenues & Benefits on extension 5347. David Dickinson Director – Resources

83

84

ED1

NEWARK & SHERWOOD DISTRICT COUNCIL

Minutes of the ECONOMIC DEVELOPMENT COMMITTEE held on Wednesday, 12th November 2014 in Room G21, Kelham Hall at 5.30pm. PRESENT: Councillor D.J. Lloyd (Chairman) Councillor P.C. Duncan (Vice-Chairman) Councillors: R.V. Blaney Mrs M. Dobson, G.P. Handley, J.M. Peck,

M. Pringle, R. Shillito, F.R. Taylor and T. Wendels Councillor P.C. Duncan welcomed the two new Members onto the Committee. 25. APOLOGIES FOR ABSENCE

Apologies for absence were received from Councillors: D. Jones and D. Thompson. In addition there were apologies from Councillor D.J. Lloyd for late attendance. As such, Councillor P.C. Duncan chaired the first part of the meeting.

26. DECLARATION OF INTEREST BY MEMBERS AND OFFICERS AND AS TO THE PARTY WHIP

NOTED: that the following Member declared an interested in the item shown below:

Member/Officer Agenda Item No.

Councillor J.M. Peck Agenda Item No. 12 – Nottinghamshire Minerals Local Plan (Additional Consultation on Sand & Gravel Provision (Shelford West)) – Personal Interest – as a County Councillor. Agenda Item No. 14 – Edwinstowe Car Parks - Personal Interest – as a Member of Edwinstowe Parish Council.

Councillor D.J. Lloyd Agenda Item No. 16 – Newark Market Stalls (Layout and Erection Arrangements) – Personal Interest – as a Member of Newark Town Council.

27. DECLARATION OF ANY INTENTION TO RECORD THE MEETING

NOTED: that no elected Member, Officer or member of the public declared any intention to record the meeting.

28. MINUTES OF THE MEETING HELD ON 10TH SEPTEMBER 2014

AGREED (unanimously) that the Minutes of the meeting held on 10th September 2014 be approved as a correct record and signed by the Chairman.

ED2

29. PERFORMANCE MANAGEMENT UPDATE – 2014/2015 TO DATE The Committee considered the report presented by the Business Manager – Performance which provided Members with a selection of performance information falling under the remit of the Economic Development Committee. It was noted that the number of jobs created through the Growth Investment Fund was noted as 7 for the reporting period, however, the overall total of jobs created was 50. Members requested that further commentary be provided with this statistic. In respect of the Performance Indicator relating to the average percentage of planning applications determined within the national target, the Business Manager – Development advised that the additional resource referred to was detailed as part of the budget report.

AGREED (unanimously) that the report be noted.

30. GENERAL FUND BUDGET PERFORMANCE REPORT TO 30TH SEPTEMBER 2014 The Committee considered the report presented by the Assistant Business Manager - Financial Services that provided a comparison of the General Fund for the Economic Development Committee’s net expenditure for the period ending 30th September 2014 with the profiled budget for the period. It was reported that the net expenditure for direct service showed an underspend of £710,168 and Members asked how much of this would be retained. Officers advised that this was difficult to predict as most budgets were on schedule and there were no significant variations and that when budget outturn figures were presented to the Finance & Policy Committee in January 2015, a more informed view would be available for Members’ consideration.

AGREED (unanimously) that:

(a) the overall position of the Economic Development Committee net expenditure compared to budget at 30th September 2014 be approved; and

(b) Officers continue to look for additional savings throughout the financial year.

Councillor Lloyd arrived at this point during the meeting and took over the role of Chairman.

31. COUNCIL’S DRAFT REVENUE BUDGET 2014/2015 – 2018/19

The Committee considered the report presented by the Assistant Business Manager – Financial Services which informed Members of the progress to date on the budget for 2015/2016 and future years.

The report provided information as to the current financial environment; savings already identified; the budget strategy; draft revenue budget proposals; revenue budget bids for 2015/2016; and proposed increases in fees and charges.

ED3

Members noted the work undertaken by Business Managers in relation to realising savings for the 2015/2016 budgets. It was also noted that work on devolving services and collaborative working would result in future budget savings. Members referred to the savings already identified and the projected savings which would be required for forthcoming budget rounds. Members considered that it was likely that Revenue Support Grants would cease at some point in the future. In relation to the Economic Growth budget (A11851) Councillor Lloyd advised that the increased budget was to promote growth and had been approved by the Committee. In relation to the budget for Development Management (A11604) it was noted that this budget had been increased. Members were advised by the Business Manager – Development that this had been due to changes in technical support and the use of flexible resources which, moving forward, may be converted into permanent resources given the considerable increase in planning activities. It was noted that the income target for planning application fees had increased to £600,000 due to the receipt of some major applications, however, this was not sustainable in the longer term. In relation to fees and charges, the Chief Executive stated that any proposed increases were still to be considered by CMT and as such a steer from Members would be welcomed. Councillor Lloyd advised that increases to fees and charges should be in line with inflation except in cases where this would result in uncompetitive pricing. Members considered that all income needed to be maximised as far as possible and that all discretionary services required review. Members requested that further reports be presented to the next meeting of the Committee in January 2015 to include the following information: Budgets for 2015/2016 – 2016/2017 which incorporate the proposed changes in the Development Management Budget; Savings resulting from the proposals in relation to the current TIC at Keepers’ Cottage; Proposals for increases in fees and charges in 2015/2016; Findings arising from the Mount Street car park tariff trial; Feasibility of the introduction of pay on exit car parks; It was noted that the Homes & Communities Committee were to look at the future role of cashiers based at Newark Town Hall and at their next meeting the Growth Investment Fund Task & Finish Group would consider the level of reserve they should retain.


(a) the Committee undertakes a review of fees and charges (excepting services which are subject to commissioning and devolution) discretionary services in light of the Council’s priorities and the minimum level for statutory services;

ED4

(b) the current draft Committee budget be incorporated into the overall service budget to be reported to the Policy & Finance Committee at its meeting on 4th December 2014; and

(c) the Director – Resources continues to formulate budget proposals for formal consideration at the next meeting of this Committee on 21st January 2015 for onward recommendation to the Policy & Finance Committee on 25th February 2015; and

(d) the items set out in the minute above also be the subject of reports to the next meeting of the Committee.

Councillor Mrs M. Dobson left the meeting prior to consideration of the following item. 32. ECONOMIC GROWTH – TOURISM UPDATE REPORT

The Committee considered the report presented by the Business Manager – Economic Growth which provided information on the running of the Tourist Information Centres (TIC), their activities and outline plans for the coming year. It also provided, for consideration, information as to a new partnership between Twitter and Visit England that was to be tailored for the TICs. The report provided information as to the location of each TIC within the district and an overview of how each centre operated. It also provided information as to issues which affected each centre e.g. location; visitor numbers; income from sales; presence at local events; plans for the future; promotional activity; and twittersphere and how this would operate, together with what the proposed next steps were. The Committee welcomed the ‘twittersphere’ proposal as developed by Twitter and Visit England which in essence delivered a real-time travel guide.

AGREED that:

(a) the report be noted; and

(b) the proposal to utilise Twittersphere as outlined in paragraphs 3.1.7 to 3.1.9 to the report be approved.

33. ECONOMIC DEVELOPMENT STRATEGY MONITORING REPORT The Committee considered the report presented by the Business Manager – Economic Growth which provided a progress update regarding activity planned or undertaken relating to Objective 2 of the Economic Development Strategy – to develop appropriate place marketing to visitors and investors. The report also provided information as to the Signage Project and the Think BIG Loan Fund. In relation to the MIPIN UK Event, the Business Manager – Economic Growth advised that this had led to 68 positive leads, 15 of which were being pursued.

ED5

In relation to the Tech Town Concept it was noted that this had the potential to build on the free Newark WiFi service. The Chief Executive advised that superfast broadband would only reach approximately 88% of the district. However, any new funding would target the districts of Newark & Sherwood, Bassetlaw and Rushcliffe.

AGREED (unanimously) that the progress made towards the following be noted: (i) Objective 2 of the Economic Development Strategy; (ii) the Signage Project; and (iii) Think BIG Loan Fund

34. DEPARTMENT FOR COMMUNITIES AND LOCAL GOVERNMENT CONSULTATION: PLANNING & TRAVELLERS The Committee considered the report presented by the Business Manager – Planning Policy which provided Members with a summary of a Department for Communities and Local Government (DCLG) consultation document: ‘Planning & Travellers’. The report also outlined the potential implications should the proposed measures be enacted. The report also sought Members approval for the proposed response to the consultation. Following consideration of the report, Members agreed with the proposed response but highlighted their concern in relation to the pitch requirement figures.

AGREED (unanimously) that the consultation responses as set out in Appendix A to the report be endorsed and approved.

35. LOCAL DEVELOPMENT FRAMEWORK PROGRESS REPORT The Committee considered the report presented by the Business Manager – Planning Policy which updated Members on the progress of various elements of the Local Development Framework (LDF) contained within the Local Development Schemes (LDS) timetable. It also reported the results of the Design SPDs consultation and sought to gain approval for the Consultation Responses Documents and adoption of the SPDs, with suitable amendments, as part of the LDF.


(a) progress towards meeting the timetable of the adopted LDS be noted;

(b) the consultation responses document, as set out in Appendix 1 to the report, be approved; and

(c) the Draft Householder Development, Draft Conversion of Traditional Rural Buildings and Draft Shopfronts and Advertisement Design Guide Supplementary Planning Documents as amended by the proposals in Appendix 2 to the report be adopted as supplementary planning documents as part of the Newark & Sherwood LDF.

Councillor J.M. Peck left the meeting prior to the consideration of the following item.

ED6

36. NOTTINGHAMSHIRE MINERALS LOCAL PLAN – ADDITIONAL CONSULTATION ON SAND AND GRAVEL PROVISION – SHELFORD WEST The Committee considered the report presented by the Business Manager – Planning Policy which outlined to Members the contents of the Nottinghamshire Minerals Local Plan additional consultation on sand and gravel provision at Shelford West and also sought approval for the content of the formal response to the consultation. Members were advised that Nottinghamshire County Council had yet to release the traffic report assessment and that reference to this was to be included in the Council’s response. Members expressed concern about the impact the Shelford West site would have on the traffic in the district, noting that there would be a pinch point created at Gunthorpe. Members considered that if this site was to be used, as much of the mineral extract should be transported by barge with the remainder having to go by road but by heading south straight onto the A46 and that comments to this effect be included as a condition in the suggested response. Members also noted that when looking at all of the potential allocation sites, Newark & Sherwood District Council accounted for over 50% of the total provision.

AGREED that:


(b) the response to the Additional Consultation on sand and gravel provision – Shelford West, as set out in Section 3 of the report, be approved, subject to the additional points put forward by the Committee.

37. CHRISTMAS PARKING AT NEWARK The Committee considered the report presented by the Business Manager – Car Parks & Markets which sought Members approval for the proposal to provide free parking in Newark during December 2014. The report suggested that the offer be made for the weekends of 13th/14th and 20th/21st December. It was reported that the matter had been discussed at the Newark Business Club who had requested that the free parking to provided one week earlier. The Business Manager advised that he would contact them in this regard.

AGREED (unanimously) that

(a) the provision of free parking at Tolney Lane and Riverside Arena Car Parks for two weekends in December, be approved; and

(b) delegated authority be given to the Director – Community to determine the appropriate weekends for the free parking following further consultation with the Newark Business Club.

ED7

Councillor R.V. Blaney left the meeting prior to the consideration of the following item. 38. EDWINSTOWE SURFACE CAR PARKS

The Committee considered the report presented by the Director – Community which informed Members of the request from Edwinstowe Parish Council for the taking over of responsibility for operating and maintaining the car parks within their parish. It was reported that work in this regard was also ongoing in the Ollerton area.


(a) the request from Edwinstowe Parish Council for the transfer of the car parks identified in the report be supported; and

(b) a report be presented to the Policy & Finance Committee to formally approve the leasing of the three car parks in Edwinstowe to the Parish Council.

Councillor R. Shillito left the meeting prior to the consideration of the following item. 39. SUSTAINABLE DRAINAGE SYSTEMS – CONSULTATION ON IMPLEMENTATION

The Committee considered the report presented by the Business Manager – Planning Policy which reported on the recent consultation on Sustainable Drainage Systems (SuDS) by the Government and the response sent thereto. The report identified that the consultation was prompted following the serious flooding which hit the country in 2007. The consultation proposed that Local Planning Authorities would be responsible for securing SuDS through the planning system and listed the options for this.

AGREED (unanimously) that the report and consultation response be noted.

40. EXCLUSION OF THE PRESS AND PUBLIC

AGREED (unanimously) that under Section 100(A) of the Local Government Act 1972, the press and public be excluded from the meeting during discussion of this item of business on the grounds that it involved the likely disclosure of exempt information as defined in Paragraph 3 of Schedule 12A of the Act and that the public interest in maintaining the exemption outweighed the public interest in disclosing the information.

Having declared an interest Councillor D.J. Lloyd left the meeting during consideration of the following item. Councillor P.C. Duncan took the Chair for the remainder of the meeting.

41. NEWARK MARKET STALL LAYOUT AND ERECTION ARRANGEMENTS

The Committee considered the report presented by the Business Manager – Car Parks & Markets which provided Members with an update of the current and potential future arrangements for the layout, erection and dismantling of stalls at Newark Market. The report also sought Members views as to their preferred options for implementation post April 2015.

ED8

(Summary provided in accordance with section 100(C)(2) of the Local Government Act 1972.)

The meeting closed at 8.03 pm Chairman

HC1


Minutes of the HOMES & COMMUNITIES COMMITTEE held on Monday, 24th November 2014 in Room G21, Kelham Hall at 5.30pm. PRESENT: Councillor R.B. Laughton (Chairman) Councillors: Mrs B.M. Brooks, G. Brooks, Mrs I. Brown, Mrs T.

Gurney (Opposition Spokesperson), Mrs S.M. Michael, J. Middleton, A.C. Roberts and D. Thompson.

Councillor T. Wendels acting as Substitute for Councillor G.S. Merry. 18. APOLOGY FOR ABSENCE

An apology for absence was submitted by Councillors: G.S. Merry and B. Wells.

19. DECLARATION OF INTEREST BY MEMBERS AND OFFICERS AND AS TO THE PARTY WHIP

NOTED: that the following Member declared an interested in the item shown below:

Member/Officer Agenda Item No.

Councillor R.B. Laughton Agenda Item No. 12 – Community Safety Partnership Scrutiny – Personal Interest – as his wife works for Nottinghamshire Police Authority.

Councillor T. Wendels Agenda Item No. 12 – Community Safety Partnership Scrutiny – Personal Interest – as an employee of Nottinghamshire Police Authority.

20. DECLARATION OF ANY INTENTION TO RECORD THE MEETING

NOTED: that no elected Member, Officer or member of the public declared any intention to record the meeting.


AGREED that the Minutes of the meeting held on 15th September 2014 be approved as a correct record and signed by the Chairman.

With the agreement of the Committee, the Chairman amended the running order of the Agenda.

HC2

22. COMMUNITY SAFETY PARTNERSHIP SCRUTINY The Committee considered the report presented jointly by the Business Manager – Community Safety and Chief Inspector Philip Davis of the Nottinghamshire Police Authority. The report provided information as to the Bassetlaw and Newark & Sherwood Community Safety Partnership and listed the other organisations which had a representation on the Partnership. It gave updates on progress, performance and also provided information as to the challenges and opportunities for the future following budget cuts to many public sector agencies. Members sought clarity on some of the crime group descriptions listed in paragraph 4.2 of the report and noted the year to date percentage changes between 2013/2014 and 2014/2015. Chief Inspector Davis advised that over the past few years, Newark & Sherwood had experienced reductions in serious crime but for the first quarter of the current year there had been an increase in criminality. Consideration had been given to this during quarters 1 and 2, following which during quarter 3, the reasons were understood and were able to be tackled. He also noted that the way in which violent crime was recorded had changed which made it difficult to compare. He advised that focus was now on victim focus and belief of the victim, adding that some violent crimes were now recorded that would not have been in the past which resulted in the figures being elevated.

Members noted that it was important that all statistics be kept in context with the population figures. Chief Inspector Davis agreed adding that this was always a consideration when reviewing resources for the district. A non-Committee Member expressed his disappointment that a mutually convenient date could not be found for a joint scrutiny meeting, requesting that every effort be made to resolve this issue. He also queried whether it was possible to give localised figures for the against the person statistics.

In response, Officers advised that every effort would be made to: co-ordinate diaries between the two authorities in future to agree a mutually convenient date; and also to explore whether localised statistics could be provided.

In relation to the comments about violence against the person statistics, it was reported that the recording of these types of crime had risen substantially due to staff who worked in secure units and mental health institutions reporting all incidents, but noting that it was very difficult for local authorities to effect any change. Chief Inspector Davis also advised that there had been an increase in violent crime incidents during the night in Newark but that the Police’s work to reduce this would continue.

It was reported that there had been a significant increase in the reporting of domestic violence but that there was very little violence in public open spaces as most crime was familial, however, these figures were constantly reviewed and the prevention of domestic violence work undertaken by the CSP assisted greatly.

HC3

Members queried whether use was made of CCTV video recordings to assist with crime reduction. In response, they were informed that CCTV was used extensively by the Police, both provided from the Council and privately owned. Personal recording equipment had been trialled but this had not been successful. Equipment with an improved specification was currently being trialled but it was not known when this would be widely used. Council CCTV images were generally very good and used in evidence whenever possible however, some recordings on privately owned equipment was not of the same evidential quality. Members noted that the location of some of the street cameras were in areas where street lighting was not fully operational. The County Council were aware of this issue but, to date, had not resolved the matter. It was also noted that where lighting was operational, but offered poor visibility, this was often when new bulbs were inserted, the installers did not clean the lenses and this would be highlighted to the County Council. Members were asked to provide any comments they wished to be put forward to the next meeting of the partnership which was scheduled to take place on Tuesday, 16th December 2014.

AGREED that:

(a) the work of the partnership be noted and that the following comments be forwarded to the Scrutiny Committee at Bassetlaw on 16th December 2014; and

“The figures quoted for ‘all crime’ and ‘ASB’ were noted with concern but it was recognised that there had been a change in the recording procedures. The Council sought assurances that the rise in figures was due to the changes in recording procedures.”

(b) the uncertainty of future funding of the Community Safety work be noted.

23. PERFORMANCE MANAGEMENT UPDATE – 2014/2015

The Committee considered the report presented by the Business Manager – Performance in relation to a selection of performance information falling under the remit of the Homes & Communities Committee.

In relation to the number of workplace employee accidents, Members queried as to the reasons for the increased in incidents. In response, it was reported that the way in which the statistics were illustrated was misleading. Regular discussions were held with the Council’s Health & Safety Officer and it was confirmed that there was no cause for concern.

In relation to CCTV proactive incidents responded to, Members questioned how many prosecutions had resulted from the use of CCTV imagery. Officers acknowledged that this would be an excellent performance indicator but any information would be reliant upon both the Police and CPS providing the Council with information, the receipt of which may not be reliable. It was noted that the incidents referred to were not all criminal but covered a variety of instances.

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Members requested that the information contained within the appendix be more clearly legible as at present the font size was difficult to read.

AGREED that:

(a) the report and comments above be noted; and

(b) the information contained in the appendix to the report be made larger so as to be more clearly legible.

24. GENERAL FUND BUDGET PERFORMANCE REPORT TO 30TH SEPTEMBER 2014 The Committee considered the report presented by a Financial Services Officer in relation to the Committee’s net expenditure for the period ending 30th September 2014 with the profiled budget for the period. Contained within the report was performance commentary in relation to employee costs, supplies and services and major income streams. Members queried whether the underspend in relation to vacant posts was sustainable. They were informed that the majority of posts had now been filled and that these would not impact on the budgets for the forthcoming year.

AGREED that:

(a) the overall position of the Homes & Communities Committee net expenditure compared to budget at 30th September 2014 be approved; and

(b) Officers continue to look for additional savings throughout the financial year.

25. COUNCIL’S DRAFT REVENUE BUDGET 2014/2015 – 2019/2020 The Committee considered the report presented by the Assistant Business Manager – Financial Services in relation to the progress to date on the budget for 2015/2016 and future years. The report provided information as to the current financial environment for local authorities; savings already identified; the current budget strategy; draft revenue budget proposals; revenue budget bids; proposed increases in fees and charges; and conclusions following consideration of all the aforementioned issues. Members were informed that the fees and charges were to be scrutinised by the corporate management team before final presentation to the Policy & Finance Committee. Members noted that given the current economic climate it might be necessary, in the future, for them to consider whether to continue to provide non-mandatory services.

HC5

In relation to Grants and Concessions (A11921) Members requested more detail to enable them to make informed decisions. They were advised that these were grants awarded to voluntary organisations and that a list of these could be provided together with a breakdown of awards, if required. Members considered the information contained in paragraph 3.1.3 in relation to the required new savings to achieve a freeze on Council Tax for the 2015/2016 budget, querying whether Officers were recommending that this be stopped. They were advised that the current policy was to maintain the freeze but that any decision would be that of Members. It was noted that a 1% increase would not generate any additional income as it would result in the Council losing its Council Tax Freeze Grant, approximately £63,900 per annum. A 2% increase would result in the Council being capped and could lead to the need for a referendum.

AGREED that:

(a) the review of fees and charges (excepting services which are subject to commissioning and devolution), discretionary services in light of the Council’s priorities and the minimum level for statutory services be noted;

(b) the current draft committee budget be incorporated into the overall service budget to be reported to the Policy & Finance committee at its meeting on 4th December 2014; and

(c) the Director – Resources continues to formulate budget proposals for formal consideration at the Homes & Communities Committee meeting on 26th January 2015 for recommendation to Policy & Finance Committee on 25th February 2015.

26. PERFORMANCE MONITORING: NEWARK & SHERWOOD HOMES AND THE HOUSING REVENUE ACCOUNT The Committee considered the report presented by the Business Manager – Strategic Housing in relation to the financial performance of the Housing Revenue Account (HRA) and operations of Newark and Sherwood Homes (N&SH) in accordance with the Management Agreement and Annual Delivery Plan. A Member of the Committee voiced concerns about the spare room subsidy, commonly referred to as the ‘bedroom tax’, requesting that a breakdown of the number of evictions due to a reduction in benefits be provided, adding that there were insufficient alternative properties to relocate to. In response, Members were advised that the situation was being monitored and N&SH Board had localised data on the number of evictions. In relation to responsive repairs, Members queried as to why no target had been set in Q2, noting that there had been instances of significant periods of times of waiting. It was reported that data had outstanding but that following receipt this would commence in Q3.

HC6

Members noted that tenants were moving into properties prior to repairs being completed. It was noted that this was only done with the agreement of the tenant and was in an attempt to avoid rent voids. Members added that tenants made appointments for repairs to be carried out only for the workmen to not attend, or alternatively, for them to arrive without an appointment, thereby breaking N&SH own best practice. Members were informed that the N&SH Board were responsible for reviewing individual cases. In relation to the Helpline No. 150, Members commented that some tenants were charged for the facility but did not actually have access to it. They were advised that it was part of the tenancy agreement and in line with Government Policy. It was proposed that two representatives from the Tenants’ Panel be invited to attend a future meeting of the Committee to provide their personal feedback on the performance of N&SH.

AGREED that:

(a) the strategic performance information in relation to the activities of N&SH and the HRA be noted; and

(b) information in relation to the number of evictions due to reduced spare room subsidies be forwarded to Members of the Committee; and

(c) two representatives from the Tenants’ Panel be invited to attend a future meeting of the Committee.

27. NEWARK & SHERWOOD HOUSING MARKET NEEDS ASSESSMENT 2014 The Committee considered the report presented by the Business Manager – Strategic Housing in relation to the progress made to finalise the Newark & Sherwood Housing Market Needs Assessment (HMNA) 2014 and the Sub-Area Analysis reports. Members were informed that they would receive a presentation on the Assessment in the New Year and therefore any questions which they had arising from the paperwork contained in the Agenda should be directed to the Business Manager – Strategic Housing.

AGREED that

(a) the progress made to finalise the Newark & Sherwood Housing Market and Needs Assessment 2014 and accompanying Sub-Area Analysis be noted; and

(b) arrangements be made for the consultant to present the findings of the work undertaken in the compilation of the HMNA 2014 and the Sub-Area Analysis Report.

HC7

28. CARE AND SUPPORT SPECIALISED HOUSING – SCARBOROUGH ROAD, BILSTHORPE The Committee considered the report presented by the Business Manager – Strategic Housing in relation to the progress being made concerning the Council’s new build development at Scarborough Road, Bilsthorpe and to endorse the partnership with Nottinghamshire County Council to designate nine units as extra care accommodation. The report set out that the development of the new units was progressing well in accordance with the construction programme. The main works to the individual bungalows was now complete with the external works and service connections underway. The report also provided information as to the progress of securing nine of the bungalows for use as extra care housing for local older people with care support needs. Members were informed that should they wish to view the premises, to contact the Business Manager – Strategic Housing who would make the necessary arrangements.

AGREED that:

(a) the progress of the new build Council housing development at Scarborough Road, Bilsthorpe be noted; and

(b) the proposals as set out in Paragraph 5.2 of the report be endorsed.

29. THE ANTI-SOCIAL BEHAVIOUR, CRIME & POLICING ACT 2014 – AUTHORISATION OF OFFICERS The Committee considered the joint report presented by the Business Managers – Community Safety and Environmental Health in relation to the new powers contained within the Anti-Social Behaviour, Crime & Policing Act 2014. The report sought authorisation for the delegation to designated Officers to take action under the powers contained within the Act and for the approval of the level of fixed penalty notices issued under the Act. The report listed the Parts and Sections within the Act that were most relevant to Anti-Social Behaviour (ASB) (Parts 1 – 6); listed the formal sanctions contained within the Act; and the proposals arising therefrom. In relation to the fixed penalty offences and PSPO fixed penalty offences fees, Members queried how the figures had been reached. In response they were advised that the figure was the same as other FPNs already in use across the Council and was therefore equitable. A non-Committee Member queried to what extent issues raised by other organisations such as Town Councils would be actioned. In response Members were advised that if concerns were raised action would be taken as appropriate.

HC8

AGREED that:

(a) the new powers under the Anti-Social Behaviour, Crime & Policing Act 2014 be noted;

(b) the scheme of delegation as set out in Appendix One to the report be approved; and

(c) the fee for a CPN Fixed Penalty Offences and PSPO fixed penalty Offences at £75 with a reduced fee of £40 if paid within 14 days be agreed.

30. EQUALITY AND DIVERSITY The Committee considered the report presented by the Director – Safety in relation to some of the legal challenges that have been made over the previous year to various local authorities across the country relating to equalities and to give consideration of any lessons that this might have for the Council. The report set out that the Council had specific statutory duties under the Public Sector Equality Duty of the Equality Act 2010: Members’ responsibilities when making decisions; and issues to consider in relation to Members’ personal responsibilities. Attached to the report as appendices were a list of some court cases where councils had been required to defend themselves against claims of breaches of the Equality Act; a guide to avoiding judicial reviews; and some cases when councillors thought they were not acting in their capacity as a councillor but had later been determined that they had been. Members agreed that they were supportive of the principles but were concerned that some of the complaints may turn out to be frivolous or vexatious and that they could be used for political reasons.

AGREED that a Briefing Note be sent to all Councillors giving guidance on the extent of a Councillor’s responsibilities under the Equalities Act and raising awareness about the risks to the Council of breaching its equalities duties.

The meeting closed at 7.10 pm Chairman

LE1

NEWARK AND SHERWOOD DISTRICT COUNCIL Minutes of the meeting of the LEISURE & ENVIRONMENT COMMITTEE held in Room G21, Kelham Hall, Newark on Tuesday, 18th November 2014 at 5.30 pm. PRESENT: Councillor A.C. Roberts (Chairman) Councillors: J. Bradbury, G. Brooks, P.C. Duncan, G.S. Merry (substitute

for R.J. Jackson), Mrs C. Rose, M. Shaw, Mrs L.A. Shilling, D. Staples, Mrs L.M.J. Tift, Mrs M. Tribe (substitute for D. Logue) and T. Wendels.

ALSO IN Councillors: Mrs B. Brooks, R.J. Jackson (left during Minute No. 41), ATTENDANCE: D.J. Lloyd and Mrs L.A. Shilling. 35. APOLOGIES FOR ABSENCE

There were none.

36. MINUTES OF THE MEETING HELD ON 2ND SEPTEMBER 2014

AGREED that Minutes of the meeting held on 2nd September 2014, be approved as a

correct record and signed by the Chairman.


AGREED that Minutes of the meeting held on 29th September 2014, be approved as a correct record and signed by the Chairman.

38. DECLARATION OF INTERESTS BY MEMBERS AND OFFICERS

NOTED that no Member or Officer declared any interest pursuant to any statutory requirement in any matter discussed or voted upon at the meeting.

39. DECLARATION OF ANY INTENTIONS TO RECORD THE MEETING

NOTED that there were none.

40. ORDER OF BUSINESS The Chairman with the permission of the Committee changed the order of business on the agenda. Agenda item No. 12 and 11 were taken after item No. 6, the agenda resumed its stated order thereafter.

41. PRESENTATION FROM EAST MIDLANDS AMBULANCE SERVICE (EMAS) A presentation took place from Greg Cox, General Manager Nottinghamshire and Keith Underwood, Acting Locality Manager. The presentation informed the Committee on EMAS’s strategic development in Newark. A copy of the presentation slides are appended to the minutes.

LE2

Following questions and comments from the Committee, the following information was provided: Red one incidents in the 5 postcode areas as a whole fell by 20% in September and October 2014 compared to a year previously, whilst red 2 incidents increased by 5%. Why? EMAS as a Trust were receiving nearly double the amount of Red 1 incidents than any other service. We reviewed the system and through clearer and better triage of the calls we now receive less calls and fall in line with all other services. Ultimately it was better for the patient as we are triaging more in depth. As for Red 2 incidents the Trust as a whole have seen nearly an 8% increase in activity but the fact we have reduced the Red 1 this will have a knock on effect of producing more Red 2 calls. Why does the data show the response rates for Red 1 in Newark to be around the 80-85% mark, whereas for Edwinstowe and Rainworth it's only 50% and for Ollerton it's less than 50%, even though they are nearer Kings Mill? This is more awkward as most people think that because they live nearer a hospital or station they will receive a quicker response. Unfortunately, it is not like that. We respond to the need of the patient irrelevant of the location. The nearest response will be sent but may travel quite some distance. We have a status plan that is based on historical data for emergencies which is regularly reviewed. That information tries to predict as best as possible the location and most possible chance of a call coming in. Is there an acceptable minimum standard of response rate for any area? Not at all, we try to respond to all patients as much as possible but have the targets set by the government of 75%. Turnaround times at hospitals for ambulances have been a problem. Does that continue to be the case? It is a problem but dependant on bed shortages. This is out of our control but we work closely with hospitals to improve this. However, most hospitals within our Trust are at bursting point. One of the strategies we were told to deliver greater safety in the less well covered areas was the development of a voluntary community first aider service. You state there are 48 Community First Responder schemes in Newark & Sherwood, but then talk about Newark being one of two trial Community First Responder centres. Please explain how the idea is working and how it is delivered in the different population centres in Newark and Sherwood. There are 48 individual members involved with the Newark schemes. Members’ were told that EMAS was unfairly financed compared to other ambulance services, but never provided with the evidence that enabled them to support the case with MP’s. Is EMAS underfunded? If so, by how much? What significance does this have?

LE3

These statements were made by a senior Executive who is no longer with the Trust so it is difficult to respond on those comments. I can say that, like all ambulance Trust’s I am sure we would welcome additional investment but we do work very closely with our commissioners to ensure the service provided is appropriate to the patient needs in their communities whilst also representing value for money in terms of tax payer investment. You state for both Red 1 and 2 calls, within 8 minutes of call received (19 minute transport standard) what is meant by ‘19 minute transport standard’ and how does this affect the response time? You show in map form the call and misses for the periods concerned for the Red 1 and 2 groups. Regretfully this hides the precise details concerned as the overlapping dots are not countable. Will you please provide a numerical breakdown for each map covering the more major areas (where there are many overlaps) including: Newark, Balderton, Collingham, Southwell, Farnsfield, Blidworth, Bilsthorpe, Rainworth, Ollerton, Boughton, Edwinstowe and Clipstone. An answer to the above two questions would be forwarded to Members of the Committee. Can you explain the term NHS Pathways and how this applies to the totals. I understand that NHS Pathways is a phone triage system and I would have thought that cases referred by this would be covered by the actual complaint or are they being counted twice? NHS Pathways are the amount of calls received from 111, which equates to 327 received from 111 in the area of Newark and Ashfield alone during those months. They have not been counted twice in our figures as they are a separate entity and we have no control over the amount of calls that they pass. These are over and above our own calls but are treated as an emergency for the majority of the calls they send us. The rural area of Sutton-on-Trent has poor response times, 50% for Red 1 and 2 and is also on the border with Lincoln for EMAS. The roads from Sutton-on-Trent to Kings Mill are slow. What is in place regarding the flexibility across the borders, as a patient could be taken more quickly to a hospital in Lincoln. When an emergency call is received it is the dispatches choice as to which ambulance is to be used, which would also include Lincolnshire. All resources and first responders are all tracked. There would be an exceptional reason why a local response was not used. The target for the 75% response rate is low, with only 20 seconds lost. Is there a performance statistic after the ambulance has reached the patient, to get patient’s to definitive care? It was confirmed that there was no national statistic to get patient’s to definitive care. There are however standards for cardiac and stroke conditions. A Member asked how a Community First Responder (CFR) scheme could be established. It was confirmed that information would be sent through regarding establishing a scheme. The CFR’s also facilitate defibrillators, which were very important to site in rural areas.

LE4

AGREED that:

(a) the presentation be noted;

(b) an answer regarding the questions relating to Red 1 and 2 calls and the mapped information be forwarded to Members of the Committee; and

(c) information regarding establishing Community First Responder schemes be forwarded to Members of the Committee.

42.

THE NOTTINGHAMSHIRE DECLARATION ON TOBACCO CONTROL The Committee considered the report presented by the Business Manager - Environmental Health which sought Committee approval to sign the Nottinghamshire Declaration on Tobacco Control. The report included details on the national, regional and local context regarding tobacco. The report also explained the Nottinghamshire declaration on tobacco control and the district Council’s proposals. A discussion took place regarding the lack of engagement with young people who were smokers. It was confirmed that this was being addressed and groups were being formed encouraging young people to attend within their own peer group.


(a) authorisation be granted to sign the Local Government Declaration and Nottinghamshire Declaration on Tobacco control; and

(b) an action plan supporting the Declaration be presented to Leisure and Environment Committee once a draft had been prepared.

43.

DEVOLUTION OF TOILETS AND CEMETERIES TO LOCAL COUNCILS

The Committee considered the report presented by the Director – Community, which informed Members’ of a range of proposals for developing ownership and responsibility for the operation and maintenance of a number of public conveniences and cemeteries located around the District.

The report stated that all the relevant Parish and Town Council’s had been contacted, which advised them of the District Council’s ambition for the devolving of services and amenities to local council’s and requesting to meet with them to discuss the Council’s proposals. Officer’s had met the relevant local authorities and discussed the proposals for each site, which were positively received. Budget information had been provided and it had been made clear that where any repairs were due to be carried out, they would be completed before hand over on the 1st April 2015.

The current cost of the public convenience agency agreements to the District Council was £41,380, broken down as follows: Southwell £13,300; Edwinstowe £9,500; Lowdham £8,290; Farndon £6,820; and Laxton £3,470. Additional annual costs are incurred through Repairs & Maintenance (£2,500), Repairs & Renewals contributions (£540), rent and rates for Laxton (£2,345) and Legionella inspections (£480). The total cost of running the 5 sites was £47,245pa.

LE5

The annual cost of the Lowdham and Walesby cemeteries varied according to income from the number of grave plots sold and number of burials carried out. The 2013/14 budget outturn for Lowdham Cemetery resulted in a net cost of only £1,474, with income of £7,336, whereas for 2010/11 the net cost was £6,133 and income was £4,080. On average over the last 3 years the 2 cemeteries resulted in a net annual cost to the Council of £9,353. Laxton public conveniences however belonged to the Crown and as such the District Council currently leased them from the Crown Estate Commissioners. The current lease was due to expire on the 31st July 2015 and subject to member approval it was proposed that the District Council did not renew the lease allowing it to expire through effluxion of time. A meeting had been arranged with Laxton Parish Council and the Crown Estate Commissioners to discuss the future of these public conveniences. The Local Ward Member commented on behalf of Lowdham Parish Council that the Parish Council was in agreement to take over the cemetery, but had an issue with the £8,000 contribution fee and the public conveniences running costs. He commented that the Parish Council had contributed £40,000 in 2000 for new public conveniences for Lowdham, in agreement that the District Council paid for the running costs. The Parish Council recognised that the running costs would not be a long term agreement but had difficulty in finding the £8,000 and additional funding for the future running costs of the public conveniences. The Parish Council were being challenged to raise £360,000 as a contribution towards funding currently being sought by the Environment Agency for flood prevention. The Parish Council were therefore requesting a transitional period to allow them time to consult the community to see if they would be willing to pay for the public conveniences by an increase in the parish precept. The Member recognised that the setting of the precept was imminent and therefore transitional arrangements were required. The Director – Community confirmed that discussions were taking place with Lowdham Parish Council with a proposal, which would be presented to the Policy and Finance Committee for decision. Members commented that all Parish Council’s should be treated the same, they however sympathised with Lowdham Parish Council’s position regarding flood prevention funding and asked the District Council to help with that funding.

AGREED (unanimously) that the following proposal was supported by the Committee and a final report be presented to Policy Committee at its meeting to be held on the 29th January 2015, to formally approve the proposals, subject to any amendments. (i) Southwell Public Conveniences - that the freehold of the site, as

outlined in red on the attached plan, be transferred to the Town Council together with a one-off payment of £12,000 in recognition of future liabilities and planned maintenance/improvements.

(ii) Edwinstowe Public Conveniences - that the freehold of the site, as

outlined in red the plan appended to the report, be transferred to the Parish Council together with a one-off payment of £8,000 in recognition of future liabilities and planned maintenance.

LE6

(iii) Lowdham Public Conveniences and Cemetery - given that the Parish Council already own the public conveniences it is proposed that the freehold of the cemetery site as outlined in green on the attached plan, be transferred to the Parish Council together with a one-off payment of £8,000 in recognition of future liabilities and planned maintenance.

(iv) Walesby Cemetery - that the freehold of the cemetery site as outlined

in green and the extension land hatched in brown on the plan attached to the report, be transferred to the Parish Council together with a one-off payment of £4,000 in recognition of future liabilities and planned maintenance/improvements.

(v) Farndon Public Conveniences - are owned by Punch Taverns and

managed by their agents James A Baker Property Consultants. The lease is based on an annual tenancy with a break clause allowing either party to come out of the agreement having given six months prior notice. It is therefore proposed that subject to member approval notice to break the lease be sent to the site owner’s agent in December. It is also proposed that Farndon Parish Council be formally notified of the Council’s intentions.

(vi) Laxton Public Conveniences - belong to the Crown and as such the

District Council currently lease them from the Crown Estate Commissioners. The current lease is due to expire on the 31st July 2015 and subject to member approval it is proposed that the District Council does not renew the lease allowing it to expire through effluxion of time. A meeting has already been arranged with Laxton Parish Council and the Crown Estate Commissioners to discuss the future of these public conveniences.

44. PERFORMANCE MANAGEMENT UPDATE – 2014/2015 TO DATE

The Committee considered the report presented by the Business Manager Performance, which provided Members with a selection of the performance information within the remit of the Committee. Members commented on the improved performance of performance indicator for the Palace Theatre - ‘Total box office income (direct promotions)’ and asked that the Palace Theatre staff be congratulated on behalf of the Committee.



(b) the Palace Theatre staff be congratulated for their hard work in relation to box office income.

45. GENERAL FUND BUDGET PERFORMANCE REPORT TO 30TH SEPTEMBER 2014

The Committee considered the report presented by the Senior Accountant, which compared the General Fund Leisure and Environment Committee net expenditure for the period ending 30th September 2014 with the profiled budget for the period.

LE7

The total for direct service net expenditure showed an under spend of £319,790.72 against the profiled budget for the period to 30th September 2014. Variations from the profiled budget to 30th September 2014 were itemised in the report. A Member asked whether an electricity and gas profile could be compiled in order for the electricity and gas usage to be monitored. The Senior Accountant confirmed that a profile could be undertaken and the monitoring be included in the budget forecast.


(a) the overall position of the Leisure and Environment Committee net expenditure compared to budget at 30th September 2014 be approved;

(b) Officer’s continue to look for additional savings throughout the financial year; and

(c) a profile for electricity and gas be compiled and monitoring of that profile be included in future reports to the Committee.

46. LEISURE AND ENVIRONMENT REVENUE BUDGET 2015/16 TO 2018/19 The Committee considered the report presented by the, Assistant Manager Financial Services which informed Members of the progress to date on the budget for 2015/16 and future years. A Member sought clarification regarding why there was a revenue budget for the Newark Sports Hub. The Assistant Manager Financial Services confirmed that the expenditure was in respect of a lease of land and grounds maintenance. The land had been acquired as part of the new build leisure centre project but the budget was shown under the code for the Sports Hub. The Chairman raised concern as to the amount of information included in the report to be considered by the Committee. It was therefore suggested that a special meeting of the Committee be arranged to consider the budget in detail. The Assistant Manager Financial Services informed Members that the Corporate Management Team (CMT) were looking at fees and charges and were challenging Business Manager’s to make savings. A Member suggested that the fees and charges should be scrutinised throughout the year and therefore if there were any exceptional increases to the fees and charges then a report should be submitted to the Committee.

AGREED

(unanimously) that:

(a) a special meeting of the Leisure and Environment Committee be arranged for December 2014 to consider the budget in detail; and

(b) the Committee to be advised of any exceptional increases to the fees and charges.

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(Councillor G.S. Merry left the meeting during the discussion of the above minute).

47. NEW RECYCLING REGULATIONS AND TEEP The Committee considered the report presented by the Director – Community, which informed Members of the European Union’s Revised Waste Framework Directive (r-WFD) which was transposed into law through the Waste (England & Wales) Regulations 2011. As a result of those regulations there was now a requirement to carry out an assessment of current collection and disposal services against the waste hierarchy for all waste streams (Regulations 12). The Regulations stated that from January 2015 separate collections of at least paper, metal, plastic and glass were required where they were technically, environmentally and economically practicable (TEEP) and appropriate to meet the necessary quality standards for the recycling sectors (Regulation 13). Local Authorities had been waiting for guidance from the Government on the definition of “separately collected” within the context of TEEP from the start of the year. However, DEFRA had stated that it would not be publishing guidance on the matter. There was also concern for Council’s currently operating this system, whether Local Authorities would be liable for prosecution for continuing commingled collections after 2015, despite a Judicial Review into the matter in 2013 finding that commingled collections would continue to be permissible. In view of this, the Waste & Resources Action Programme (WRAP) had established a Working Group on behalf of Local Authorities which had provided a Waste Regulations Route Map to help Local Authorities navigate and understand the TEEP requirements. The document had been specifically commissioned in order to reduce the extent to which individual authorities needed to invest in advance and to help bring consistency and clarity to the way that the Waste (England & Wales) Regulations (as amended) were interpreted. A Member commented that the compliance target was 30% and that a number of Council’s already sort recycling, Somerset being one of them. It was felt that the Council needed to make members of the community responsible for their recycling and be informed of what was expected from them. Information regarding recycling should be put on dustbins in three languages and information should also be sent out annually with the Council tax bills. It was also suggested that landlords should also be made responsible. The Director – Community commented that it was a constant battle to try and improve recycling, which had not been helped by the Secretary of State for Communities and Local Government removing enforcement power from Council’s to prosecute people after three occasions of bin contamination. Recycling bins were being removed from certain problem areas due to bin contamination. The ‘Bin Smart Scheme’ was distributed on an annual basis and a leaflet sent out when required to problem areas. In Newark there were twenty communities identified with bad recycling habits, a leaflet was sent out to those areas in four languages.

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A Member suggested that a letter be sent to Mr Pickles – Secretary of State for Communities and Local Government, on behalf of the Committee, requesting that the enforcement powers be re-instated, to prosecute individuals who continue to contaminate recycling bins.


(a) Members agree to support the work being carried out by the Nottinghamshire Waste Officers in developing a compliance document;

(b) the Director – Community leads the Council’s partnership working with other Districts and the County Council and is authorised to sign the approved compliance document on behalf of the District Council; and

(c) a letter be sent to Mr Pickles – Secretary of State for Communities and Local Government on behalf of the Committee, requesting that the enforcement powers be re-instated, to prosecute individuals who continue to contaminate recycling bins.

48. HEALTH AND WELLBEING/HEALTH SCRUTINY / CHAIRMANS UPDATE The Chairman provided a verbal update regarding the closure of the Mental Health Unit on Enright Close. The Joint Health scrutiny Committee (JHSC) had reviewed the Mental Health Unit twice before the closure was made, the JHSC had come to the conclusion that the consultation had been correctly carried out. The JHSC would keep a close watch on the services provided. A Member commented that the charitable organisation MIND had not been included in the consultation. As a result of the closure of the Mental Health Unit, Newark MIND would provide additional services to vulnerable people in Newark. Additional funding was hoped to be secured for the extra work involved. The Director-Community informed Members of the letter which had been tabled at the meeting, informing the Committee that the Newark and Sherwood CCG had recently revised their terms of reference for their Stakeholder Reference Group Sub Committee, which included an elected Member from the Council to form part of the new Reference Group Sub-Committee. A Member commented that the seat for the elected Member on the Stakeholder Reference Group Sub Committee was only a small step when the Council had requested three seats and asked that charitable organisations to also be included. The Director – Community commented that there had been a major move regarding the Newark and Sherwood Health Forum. The purpose of the forum was to get likeminded stakeholders in one room. The proposed date for the inaugural meeting of the Health Forum was the 7th January 2015 and included three elected members from the Leisure and Environment Committee who represented Newark and the east and west of the district. Nine organisations to date had shown an interest in attending the Forum.

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(Councillor P.C. Duncan left the meeting at this point.)

49. EXCLUSION OF THE PRESS AND PUBLIC

AGREED (unanimously) that under Section 100(A) of the Local Government Act 1972, the press and public be excluded from the meeting during discussion of the following items of business on the grounds that they involved the likely disclosure of exempt information as defined in Paragraph 4 of Schedule 12A of the Act and that the public interest in maintaining the exemption outweighed the public interest in disclosing the information.

50. PROPOSALS TO INCLUDE SPORTS DEVELOPMENT IN THE LEISURE CENTRE NEWCO The Committee considered the report presented by the Director - Customers, which sought Committee approval to include the Sports Development team within the Leisure Centre NewCo. The exempt report detailed the proposals, the business plan in respect of the preferred option, structure and detailed costings. (Summary provided in accordance with section 100(C)(2) of the Local Government Act 1972.)

The meeting closed at 8.20pm. Chairman

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NEWARK AND SHERWOOD DISTRICT COUNCIL Minutes of the GENERAL PURPOSES COMMITTEE held on Thursday, 20th November 2014 in Room G21, Kelham Hall at 5.30pm PRESENT: Councillor I. Walker (Chairman) Councillor Mrs L.M.J. Tift

Councillors: Mrs B.M. Brooks, Mrs C. Brooks, G. Brooks, Mrs R. Crowe, P.R.B. Harris, Mrs S. Soar and Mrs M. Tribe.

ALSO IN ATTENDANCE: Councillor R. Shillito 14. APOLOGIES FOR ABSENCE

Apologies for absence were submitted by Councillors: R.L. Bradbury, Mrs I. Brown, Mrs S.M. Michael, D.R. Payne and Mrs L.A. Shilling.

15. DECLARATIONS OF INTEREST BY MEMBERS AND OFFICERS

NOTED: that no Member or Officer declared any interest pursuant to any statutory requirement in any matter discussed or voted upon at the meeting.

16. DECLARATION OF INTENTION TO RECORD MEETING

NOTED: that Councillor Harris declared his intention to record the meeting.

17. MINUTES OF MEETING HELD ON 22ND MAY 2014

AGREED that the Minutes of the meeting held on 20th November 2014 be approved as a correct record and signed by the Chairman.

18. REVIEW OF POLLING DISTRICTS AND POLLING PLACES The Committee considered the report presented by the Business Manager – Democratic Services in relation to the representations received during the Review of Polling Districts and Polling Places. The report also sought approval for recommendation of the final scheme to Council. The report set out the consultation process and highlighted the specific proposals requiring changes to the current polling stations. In relation to Southwell East Ward, it was noted that Southwell Town Council had requested that an alternative Polling Place be found to Easthorpe Hall. They had suggested a return to the previously used station at the ACF Centre, or as an alternative the Hearty Goodfellow or the Lecture Room at Southwell Fire Station.

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The Local Member for Southwell West advised that he was not entirely in accord with the Town Council’s views due to the continuing issues with accessibility of the ACF Centre as the only access to the building was over a gravelled drive. It was noted that when the building had been used previously, the Returning Officer had received complaints in this regard. The Local Member advised that the Fire Station was in the best location but envisaged that the use of the building would be likely to be problematic as the voter would have to pass through two doors and down a corridor before entering the actual polling station. He added that in his opinion, the continued use of Easthorpe Hall was marginally favourable to that of returning to the ACF Centre. The Local Member for Edwinstowe advised that she was in favour of the proposed relocation of the two currently used stations at King Edwin Primary School and St. Mary’s Church Rooms to Edwinstowe Village Hall as the building was sufficiently large to adequately house two polling stations. The Local Member for Rainworth advised that she was in favour of the proposed relocation of the current stations at Python Hill Primary School to Rainworth Village Hall as the building was again sufficiently large enough to adequately house three polling stations. All Members agreed that, wherever possible and practical, the use of schools as polling stations should be avoided as closure caused disruption to both the parents of pupils and the teaching staff alike. In relation to the use of Coddington Community Centre and the issues caused by parents dropping off and collecting their children at the nearby school, Members were advised that the Head Teacher of the school had indicated that they would be willing to do a leaflet drop to parents about the issue. It was, however, noted that the issue only lasted for a short period of time during the day and that there was very little other opportunity to park elsewhere.

AGREED that:

(a) the proposals, as set out in the Appendix to the report, be recommended to Council for approval; and

(b) such proposals to include the outcome of the review into the suitability of the use of Southwell Fire Station as a replacement for Easthorpe Hall.

19. CHARITABLE COLLECTIONS AND RETURNS The Committee considered the report presented by the Business Manager – Environmental Health in relation to the House to House and Street Collections that were carried out between 1st April and 31st October 2014 within the district and the monies collected therefrom.

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The report provided information as to the legislation under which the collections were undertaken, where they were held, what charities collected, the monies collected and the percentage of those collections that was passed to the charity. Members expressed their concern in relation to the information provided as to the low level of percentage returns from the House to House collections, suggesting that these should be published on the Council’s website or within their publication, the Voice. They acknowledged that some of the costs for collection were understandable, e.g. vehicles, fuels, sorting and staffing. Members were advised that each year in January a report was presented to Committee which sought approval for the granting of the applications for both Street Collections and House to House Collections. They were further advised that subsequent to the collections taking place, the organisation had a period of one month to subject their returns. It was noted that some charitable organisations received a Home Office Order of Exemption which removed the necessity for them to apply for a permit to the local authority whose area they were collecting in.

AGREED that:

(a) the charitable returns information and guidance relating to street collections and house to house collections be noted; and

(b) if permissible, the charitable returns for street collections and house to house collections be published on the Council’s website and placed in the Council’s publication, the Voice.

20. SCRAP METAL DEALERS ACT 2014 – UPDATE ON IMPLEMENTATION AND ENFORCEMENT The Committee considered the report presented by the Business Manager – Environmental Health in relation to the progress made during the first twelve months of the Scrap Metal Dealers Act 2013. It was reported that since its introduction the authority had approved 36 applications for site licences and 8 applications for collector’s licences. The report also contained information as to the summary of enforcement actions taken. Members queried what happened to any scrap metal that was seized from an unlicensed trader. In response they were advised that it would be taken to be weighed following which the monies therefrom would be used for further enforcement action. Members agreed that the Act was having a positive effect and all agencies concerned should be praised for their efforts. It was also noted that there had been a reduction in the theft of metal.

AGREED that the progress made on the implementation and enforcement of the Scrap Metal Dealers Act 2014 be noted.

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21. FURTHER ELECTORAL REVIEW OF NOTTINGHAMSHIRE COUNTY COUNCIL The Committee considered the report presented by the Business Manager – Democratic Services in relation to the Further Electoral Review of Nottinghamshire County Council. The report set out that the Review would seek to correct some imbalances between the numbers of electors which each Councillor represented and the process of the review. Members noted that some divisions of the county had large multi-member wards and agreed that these should be avoided wherever possible.

AGREED that:

(a) the process for the Further Electoral Review be noted; and

(b) the comments in relation to multi-members wards be added to the Council’s submission.

22. UPDATE ON PERFORMANCE AND ENFORCEMENT MATTERS The Committee considered the report presented by the Business Manager – Environmental Health in relation to the activities and performance of the Licensing Team between 1st July to 30th September 2014. In considering the report, Members raised the ongoing issue of taxi drivers refusing to take short fare journeys. The Business Manager advised that negotiations were ongoing with the owners or the Northgate Station in relation to this issue. Officers had requested sight of their CCTV recordings but they were reluctant to release these. It was noted that a ‘day of action’ had recently taken place, the results of which would be reported to the next meeting of the Committee. Members noted their concerns about the ongoing issues on Middlegate, especially on a Friday morning. In response, they were informed that discussions had taken place with the Civil Parking Enforcement operatives who were advised to issue a ticket to drivers who either parked in loading bays or who were deliberately driving slowly. Members also expressed concern about the lack of available spaces on the taxi rank on Castlegate stating that an extension to this would be required should the newly licensed late night venue on Castlegate open to the public. It was noted that problems existed as privately owned vehicles parked on the rank after 20:00 hours when it was solely for the use of hackney carriages. It was again noted that Civil Parking Enforcement operatives had been directed to issue tickets accordingly. It was further noted that any extension to the size of the rank would be difficult due to restrictions imposed by the County Council.

AGREED (unanimously) that the report be noted.

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The meeting closed at 6.17pm Chairman

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NEWARK AND SHERWOOD DISTRICT COUNCIL Minutes of the LICENSING COMMITTEE held on held on Thursday, 20th November 2014 in Room G21, Kelham Hall immediately following the meeting of the General Purposes Committee. PRESENT: Councillor I. Walker (Chairman) Councillor Mrs L.M.J. Tift

Councillors: Mrs B.M. Brooks, Mrs C. Brooks, G. Brooks, Mrs R. Crowe, P.R.B. Harris, Mrs S. Soar and Mrs M. Tribe.

ALSO IN ATTENDANCE: Councillor R. Shillito 13. APOLOGIES FOR ABSENCE

Apologies for absence were submitted by Councillors: R.L. Bradbury, Mrs I. Brown, Mrs S.M. Michael, D.R. Payne and Mrs L.A. Shilling.



15. DECLARATION OF INTENTION TO RECORD MEETING

that no elected Member, Officer or member of the public declared any intention to record the meeting.

16. MINUTES

AGREED that the Minutes of the meeting held on 24th July 2014 be approved as a correct record and signed by the Chairman.

17. COUNTY WIDE BEST BAR NONE SCHEME The Committee considered the report presented by the Business Manager – Environmental Health in relation to the progress of the county wide Best Bar None Scheme. The report set out that the Scheme rewarded licensees who provided good management, a safe and enjoyable environment for customers, discouraged binge drinking and prevented alcohol related crime. It also listed the benefits that were enjoyed by licensees who were part of the scheme. Members were advised that leaflets were available which promoted the scheme but that licensees who were already members of Pub Watch would be aware of the new initiative.

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Members were in agreement that the scheme was a good idea and suggested that some sort of similar initiative be rolled out for taxi drivers. In response, it was reported that some local authorities ran taxi driver award schemes and that awards were probably given following a public vote. Officers advised that they would provide the Committee with more information. Members commented that they were pleased to see that the scheme did not solely concentrate on the late night economy, adding that often rural establishments needed encouragement to better their premises. In relation to the role an Assessor of the scheme, Members were informed that they would be required to undertake the necessary training which would last for approximately one day. It was anticipated that 8 premises per year would be assessed during normal working hours with each assessment lasting approximately 2 to 3 hours, dependent on the size and nature of the premises. Assessors would also be required to assist with the promotion of the scheme. Members were also informed that they would not be able to assess properties from their own district but in order to minimise travelling it was likely that they would be assessing in a neighbouring authorities area. It was noted that following training initial assessments would be undertaken with an experienced assessor, following which the name and address of a premises would be provided so an appointment to assess could be made.

AGREED that:

(a) the progress of the Nottinghamshire County Best Bar None Scheme be noted;

(b) the following Members put themselves forward to be trained as Assessors: Councillors: Mrs C. Brooks, Mrs R. Crowe, P.R.B. Harris, Mrs S.

Soar, Mrs L.M.J. Tift, Mrs M. Tribe and I. Walker; and

(c) the two representatives to the county Project Board be: Councillor I. Walker and Business Manager – Environmental Health. (Councillor Mrs L.M.J. Tift to act as substitute)

18. MINUTES OF LICENSING HEARINGS (i) Inn on the Green, Coddington (Review of Premises Licence) (ii) 18 Castle Gate, Newark (Grant of a Premises Licence) (iii) The Muskham Ferry, North Muskham (Variation of a Premises Licence) The Committee noted the Minutes of the above Licensing Hearings which had recently taken place.

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AGREED that the Minutes of the Hearings in relation to the above-mentioned premises be noted.

19. TEMPORARY EVENT NOTICES (TENs) RECEIVED AND ACKNOWLEDGED BETWEEN 5TH JULY AND 30TH SEPTEMBER 2014 INCLUSIVE The Committee considered the report presented by the Business Manager – Environmental Health in relation to the number of applications for TENs received between 5th July and 30th September 2014 inclusive.

AGREED that the report be noted.

20. UPDATE ON QUARTERLEY PERFORMANCE AND ENFORCEMENT MATTERS The Committee considered the report presented by the Business Manager – Environmental Health in relation to the activities and performance of the Licensing Team between 1st April to 30th June 2014. In relation to Paragraph 2.2 – Enforcement Activity, Members raised queries in relation to a number of premises: Royal Oak, Edwinstowe – It was reported that Enterprise Inns were seeking a new Designated Premises Supervisor for the premises and were to introduce a new management structure. Pizza Express, Newark – It was reported that the mandatory condition regarding still wine in a glass had been breached as the premises had not made the drink available for purchase in a smaller glass. Hearty Goodfellow, Southwell – It was reported that customers had been observed leaving the premises carrying bottles and glasses of alcohol. A Member stated that it was thought that the premises had off licence facilities as part of their licence. The Business Manager – Environmental Health advised that he would clarify this matter.



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NEWARK AND SHERWOOD DISTRICT COUNCIL

Minutes of the Meeting of the PLANNING COMMITTEE held in the Council Chamber, Kelham Hall, Newark on Tuesday, 4th November 2014 at 4.00pm. PRSENT: Councillor D.R. Payne (Chairman) Councillor B. Wells (Vice-Chairman)

Councillors: T.S. Bickley, R. V. Blaney, J. Bradbury, Mrs C. Brooks, Mrs G.E. Dawn, G.S. Merry, Mrs S.E. Saddington, M.

Shaw, Mrs L.M.J. Tift and I. Walker.

ALSO IN Councillor R. Shillito ATTENDANCE:

73. APOLOGIES FOR ABSENCE

Apologies were received from Councillors: J.E. Hamilton and D. Jones.

74. MINUTES

AGREED that the Minutes of the meeting held on Tuesday, 7th October 2014 be approved as a correct record and signed by the Chairman.


NOTED: that the following Members declared an interest in the items shown below:

Members Agenda Item

Councillors: R.V. Blaney and D.R. Payne

Agenda Item No. 8 – Maltkiln Lane, Newark (14/01664/FUL) – Personal Interest – Applicant known to both Members.

Officer

Business Manager – Development

Agenda Item No. 5 – Co-Op Supermarket, Lakeside Shopping Centre, London Road, Balderton (14/01433/FULM) – Disclosable Pecuniary Interest – One of units proposed for demolition is leased by a family member.

76. DECLARATION OF ANY INTENTIONS TO RECORD THE MEETING There were none.

Having declared a Disclosable Pecuniary Interest on the following item, the Business Manager – Development left the meeting and did not take part in the debate thereon.

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77. CO-OP SUPERMARKET, LAKESIDE SHOPPING CENTRE, LONDON ROAD, BALDERTON (14/01433/FULM) The Committee considered the report of the Deputy Chief Executive, following a site inspection held prior to the meeting, which sought full planning permission for the demolition of the existing Co-operative Foodstore and three adjacent connected units and the erection of a new Lidl Foodstore (Class A) and formation of a new access to servicing area, new car parking spaces and associated landscaping. A schedule of communication was tabled at the meeting, which included correspondence received after the agenda was published from: (i) the agent/applicant; (ii) the Highways Authority; and (iii) the agent. Members commented and agreed that the proposal would be an improvement and asset to the area.

AGREED (unanimously) that full planning permission be approved subject to the conditions contained within the report, as amended by late items to include:

• Car park access control linked to lighting controls in condition 8 • Delivery hours Monday to Saturday limited to 0600-2200 in

condition 9 and applied to new store only. • Range of goods limited to 20% comparison in condition 12. • Condition 10 to refer to ‘amalgamation’ rather than ‘subdivision’ • Highways conditions, as set out in late items, but not including

request for improvements to bus stops, included as conditions 17 &18.

(Councillor Blaney did not take part in the vote as he was not present for the whole of the debate in relation to this item.)

78. FIELD REFERENCE 4340, OFF NORMANTON ROAD, WESTON (13/01742/FUL)

This item was withdrawn from the Agenda.

79. HALL COTTAGE, MAIN STREET, SOUTH SCARLE (14/01587/FUL)

The Committee considered the report of the Deputy Chief Executive, following a site inspection held prior to the meeting, which sought full planning permission for a householder application for the proposed internal alterations and extension between existing outbuilding and main house (amendment to previously approved planning application ref. no. 13/00901/FUL).

Members considered the application following a detailed presentation by Officers which highlighted the amendments to the previous application as noted above.

The Chairman of South Scarle Parish Meeting – Mr. David Clarke addressed the Committee to advise of the level of objection to the retrospective application within the village. He stated that the extension had not been built in accordance with the original application and that had it been so the level of objection would have been lessened.

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Some Members of the Committee were opposed to the application for a variety of reasons e.g. the manner in which the buildings had been joined using a straight line of concrete; the siting of the metal brackets on the wall underneath guttering on the front elevation which were positioned in such a place which could cause injury to a passer-by as there was no street lighting; and the extension appears to have been built around a telegraph pole. All Members agreed that retrospective planning applications were unacceptable but at present Local Planning Authorities must consider them as they would any new application. Notwithstanding the aforementioned view, some Members expressed their disappointment with the retrospective application but felt that they would still support the application. On being put to the vote that the full planning permission be approved (subject to conditions) it fell by 5 votes for with 7 votes against. Following this it was proposed and seconded that the application be refused, contrary to Officer recommendations.

The Chairman adjourned the meeting for a period of ten minutes in order for the Committee to take legal advice and to formulate the reasons for the refusal. On returning to the meeting Officers stated that they had considered the concerns

raised by Members and felt that these could be dealt with by the imposition of additional conditions and/or revisions to the submitted scheme. It was therefore recommended that the application be deferred pending further discussions with the applicant.

AGREED (unanimously) that the application be deferred pending further discussions between Officers and the applicant to address concerns including: the joining of brickwork on the front elevation between the original house and extension, the removal of metal brackets to guttering on the front elevation, the replacement of roof tiles to better match the appearance of existing, and the replacement of the tile missing where the telegraph wire breaches the new roof.

80. MALTKILN LANE, NEWARK (14/01664/FUL) The Committee considered the report of the Deputy Chief Executive, following a site inspection held prior to the meeting, which sought permission for the erection of non-food A1 retail unit and A3 (restaurant/cafe) units along with associated parking and landscaping. Members considered the application and agreed that they welcomed the completion of the development in the area as this would add to the assets of the existing units. A Member of the Committee, however, indicated that consideration should be given to the possible inclusion of an additional condition in relation to the issue of litter.

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AGREED (unanimously) that full planning permission be approved subject to the conditions contained within the report together with two additional conditions in relation to the removal (in which case additional car parking should be provided) or refurbishment of the sub-station and the provision of a litter bin. Recommended condition 11 should also be revised to ensure that deliveries do not take place within anti-social hours.

81. BROOKLYN CARE HOME AT LODGE FARM, HOCKERTON ROAD, UPTON (14/01519/FUL) The Committee considered the report of the Deputy Chief Executive which sought permission for the removal of the existing stables and veterinary unit (top barn) and their replacement with a manager’s dwelling in association with the existing business.

A Member commented that they were not unsympathetic with the need for a dwelling to ensure a twenty-four hour, seven days per week presence at the care home, although they considered that the proposed dwelling was too large.

AGREED (unanimously) that the application be refused for the reasons contained within the report.

82. 3 FORESTRY COTTAGES, HAYWOOD OAKS LANE, BLIDWORTH (14/01665/FUL) The Committee considered the report of the Deputy Chief Executive which sought retrospective permission for the demolition of a semi-detached dwelling and erection of a replacement detached dwelling. A schedule of communication was tabled at the meeting, which included correspondence, received after the agenda was published from: Nottinghamshire Police. Members expressed their disappointment that they were again being asked to consider a retrospective planning application, given that a permission had been refused in August 2014. Disappointment was also expressed as to the destruction of the maternity roost for bats owing to the removal of internal walls and ceiling prior to any bat survey being undertaken. It was, however, noted that the application must be viewed as presented and that the proposal incorporated measures to provide bat roosting opportunities and the applicant had agreed to enter into a Section 106 Agreement to secure funding for monitoring of bats.

AGREED (by 10 votes for with 2 against) that full planning permission be approved subject to the applicant entering into a Section 106 Agreement to fund 5 years monitoring of the site for bats with a commitment to allow ongoing monitoring by Nottinghamshire Bat Group (or other experienced, licensed bat workers) following this initial phase and subject to the conditions contained within the report.

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83. LAND AT 106 FOSSE ROAD, FARNDON (14/01552/OUT) The Committee considered the report of the Deputy Chief Executive which sought outline planning permission for a 3/4 bedroom bungalow (rooms in the roof type). A schedule of communication was tabled at the meeting, which included correspondence received after the agenda was published from: i) neighbours (x2); and ii) the applicant. Officers deemed that the correspondence from neighbours was not relevant to the application and therefore should not form part of the Committee’s consideration. A Member commented that it would be pleasing to see the site made tidy but unfortunately the application was not within the Local Planning Authority’s current policy.

AGREED (unanimously) that the full planning permission be refused for the reasons contained within the report.

84. LEYLANDI, MAIN STREET, NORTH MUKHAM (14/01238/FUL) The Committee considered the report of the Deputy Chief Executive which sought to change the use from an agricultural to a mixed use agricultural and equestrian/horse grazing and erection of a block of 6 stables of the above site. Members considered the application following a detailed presentation by Officers which highlighted that subsequent to the application being heard at the planning meeting held on 7th October whereby it was resolved that it be approved subject to a Section 106 requiring the repair and/or demolition of the buildings immediately to the west of the application site it had since been confirmed that the buildings in question were not within the applicants ownership and therefore the Section 106 could not be agreed. Officers confirmed that the report and recommendation remained identical to that considered at the October Planning Committee meeting. Members queried whether the proposed tack room would now have to be accommodated within the stable block thereby reducing the number of stables from 6 to 5. Officers confirmed that this was the case and also confirmed that any errors within an application could be quantified in writing by the applicant. It was noted that the applicant would be required to provide evidence of title.

AGREED (by 10 votes for with 2 against) that the application be approved without a S106 providing that the applicant can demonstrate, through evidence of title, that the adjoining buildings are not within their ownership or control.

85. LANDSCAPE COMMISSION – WIND TURBINES The Committee considered the report of the Business Manager – Development in relation to the latest position with regard to the Landscape Commission seeking independent advice on the visual landscape impacts (both individually and cumulatively) of several wind turbine planning application decisions.

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The report provided information on advice received from the County’s Landscape Team on 7 of the 12 schemes on which they were commissioned. Also detailed within the report was the number of applications considered and determined in both Group 1 (Bilsthorpe/Farnsfield area) and Group 2 (Weston/Egmanton area). It was noted that further comments were awaited from NCC on outstanding applications and that these would be reported to committee if determined using delegated powers.


(a) the report be noted;

(b) all agents/applicants and Parish Council’s affected by Nottinghamshire County Council’s comments for Groups 1 and be contacted be approved; and

(c) the District council’s website be updated accordingly.

86a. APPEALS LODGED

NOTED: that the report be noted.

86b. APPEALS DETERMINED


At the conclusion of the Meeting, the Business Manager – Development advised Members that Nottinghamshire County Council’s Planning Committee would be held at Kelham Hall on 18th November 2014 to determine the proposed development of the Bilsthorpe Energy Centre(BEV), to manage unprocessed and pre-treated waste materials through the construction and operation of a Plasma Gasification Facility, Materials Recovery Facility and Energy Generation Infrastructure together with supporting infrastructure. He further advised that if the Committee wished, a representative could address the meeting to reiterate the Committee’s comments made at their previous meeting on 7th October 2014. Councillor Mrs L.M.J. Tift volunteered to speak at the NCC meeting on 18th November 2014 on behalf of the Council’s Planning Committee. The meeting closed at 5.55pm Chairman

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NEWARK AND SHERWOOD DISTRICT COUNCIL

Minutes of the Meeting of the PLANNING COMMITTEE held in the Council Chamber, Kelham Hall, Newark on Tuesday, 2nd December 2014 at 4.00pm. PRSENT: Councillor D.R. Payne (Chairman) Councillor B. Wells (Vice-Chairman)

Councillors: T.S. Bickley, R. V. Blaney, J. Bradbury, Mrs C. Brooks, Mrs G.E. Dawn, J.E. Hamilton, G.P. Handley, D. Jones, Mrs S.E. Saddington, M. Shaw, Mrs L.M.J. Tift and I. Walker.

ALSO IN Councillor R. Shillito. ATTENDANCE:

87. APOLOGIES FOR ABSENCE

An apology for absence was received from Councillor G.S. Merry.

88. MINUTES Councillor G.P. Handley’s apology for absence be recorded in the minutes.

AGREED that subject to the above amendment the Minutes of the meeting held on Tuesday, 4th November 2014 be approved as a correct record and signed by the Chairman.

89. DECLARATIONS OF INTEREST BY MEMBERS AND OFFICERS There were none.

90. DECLARATION OF ANY INTENTIONS TO RECORD THE MEETING There were none.

91. BRAEMAR FARM, STATION ROAD, COLLINGHAM (12/00895/OUTM) The Committee considered the report of the Deputy Chief Executive, following a site inspection held prior to the meeting, which sought outline consent for mixed use and development comprising up to 80 dwellings (including affordable housing) up to 60 class C2 extra-care units, up to 0.75ha use class B1 (a) (b) & (c) employment development; and public open spaces; together with associated roads and car parking, drainage, utility services and green infrastructure, with vehicular accesses from Station Road and Swinderby Road. Councillor R. Shillito, local Member for Collingham & Meering and Councillor Mrs Scott, representing Collingham Parish Council both spoke against the application on the following grounds. Network Rail had proposed to close the crossing in 2014, but notification of that closure to date had still not been received. It was felt that until resolution of the crossing was received the application should be deferred. Reference was made to works undertaken by the Trent Valley Drainage Board to the Dyke within the village, which had been filled in. The Drainage Board had confirmed that the works

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undertaken would reduce flooding. The local primary and secondary school were full to capacity; the question was raised as to which school the additional children would attend. The medical centre was also operating to full capacity. The railway line adjacent to the proposal was also heavily used with further trains and freight proposed. There would also be approximately 200 extra vehicles in the village if the application was approved. Problems with the road infrastructure were raised especially with the junction with Swinderby Road and the High Street and the new proposed road through the estate, which may become a rat run. It was further commented that the Parish Council had a Village Plan, which had been compiled in 2005 and had been created by the residents of Collingham and not Collingham Parish Council. 87% of residents within the village had stated that they wanted no growth, or no more than 5% growth within the village. The Business Manager Development, in answer to a Members question, advised that it was his understanding that Network Rail was discussing options for an alternative road with land owners, albeit timescales remained uncertain given that discussions were at a very early stage.

Members considered the application and took on board the concerns raised by Collingham Parish Council. A Member commented that the land proposed was contained in the Local Planning Authority options report and then incorporated in the Development Plan Document (DPD), which had been tested and received no concerns at that stage from Nottinghamshire County Council – Highways. The DPD was therefore incorporated into the published document. The application before Committee was consistent with the DPD document and it would be difficult to refuse on the grounds of the access road for the development. The closure of Cross Lane by Network Rail was still an option, although the estimated cost was £750,000. It was further commented that the scheme was for 80 houses, which included a retirement village, which would be welcomed within the district. The Member commented that he had taken on board what had been said by the Parish representative regarding the Village Plan 2005, but that plan had been superseded by the Planning Authority’s policy document. Nottinghamshire County Council in respect of education provision and the Health Service had both advised that they did not require developer contributions, which indicated that the resources currently available were sufficient. It was therefore proposed that the application be approved in the light of the policy set down by the Authority.

A Member suggested that, rather than the proposed rat run through the estate, bollards be placed in the road to create two cul-de-sacs.

The Business Manager Development confirmed that there would be the potential to effect traffic calming providing that through traffic could still be secured. If a Network Rail alternative road were to be provided one of the recommended conditions may allow flexibility to prevent through traffic within the application site albeit only if required by NCC and NSDC at that time. The traffic calming measures in terms of surface treatment could be secured in the conditions contained within the report.

A Member commented that there should have been a section in the report regarding the Infrastructure Delivery Plan and felt that the Parish would receive twice the amount of houses they thought they would get and felt that there were things in the local strategy which the Committee could have considered.

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The local Ward Member commented that some years ago Network Rail had submitted a plan to build a relief road on the Swinderby Road side of the map, which had fallen through when proposals were raised to close the railway crossing. Concern was therefore raised regarding the uncertainty for the railway or the link road and the potential hazards, which may occur if the link road was to be built along the eastern side of the field. Deferral was therefore proposed. A Member further commented that she was impressed with the application and although to date there was uncertainty regarding Network Rail, their plans would be submitted in time. The application had a good balance and met the needs of the community. The only issue was the road, conditions however had been included for traffic calming to prevent the road being used as a rat run and to secure what was proposed by the Highways Authority. On being put to the vote that the application be deferred pending more certainty of the proposals by Network Rail, the motion fell by 3 votes for and 11 votes against.

AGREED (by 10 votes for, 3 votes against and 1 abstention) that outline planning consent be granted subject to:

(a) the conditions contained within the report; and

(b) the signing and sealing of a Section 106 Planning Agreement to control the matters set out in the informative No. 1 as detailed within the report.

92. PLOT FARM, THORNEY, NEWARK (13/01701/FUL)

The Committee considered the report of the Deputy Chief Executive, following a site inspection held prior to the meeting, which sought full planning permission for the erection of a single 500kW wind turbine with a hub height of 50 metres, a rotor diameter of 54 metres and a height to tip of 77.3m.

A schedule of communication was tabled at the meeting, which included correspondence received after the agenda was published from the Agent.

Councillor Mrs J. Greaves, representing Thorney Parish Council spoke against the application in accordance with the Parish Council views, which were contained within the report.

The Business Manager Development informed Members that, unlike the Brakenhurst application where the appeal was dismissed on the grounds of harm, there was no significant harm identified for this application. It was also reported that in landscape impact terms no harm was identified following a robust independent assessment that had been undertaken.

Members considered the application and it was commented that neither of the neighbouring authorities or the independent landscape advisor had objected. It was felt that condition 20, which related to landscape works, required strengthening as the wording contained within the report referred to soft landscape work, ‘which would enhance the existing hedgerow boundaries of the site and improve the nature conservation value of the site’.

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The Business Manager Development agreed that condition 20 could be amended to strengthen the condition and reflect the recommendation of the independent Architect. Members raised concerns as to whether the wind turbine would be used to generate electricity for the farm or whether there would be further applications submitted for additional wind turbines, which would have a cumulative effect. Other Members commented that an independent Architect had been employed to assess this application and had considered that there was no significant harm. It was felt that the application should be approved in line with the Officer’s recommendation and the advice of the independent Architect. A Member raised concern regarding the wording of condition 12 and felt that the wording of the condition should be altered to include the word ‘materially’ operate or ‘operational’ to prevent the owner from being able to get out of the clause by possibly operating the turbine for one day a year in order to avoid the dissembling cost. The Business Manager Development confirmed that this could be done but caution was required as there could be a situation where a turbine developed a fault and where it was not intended to trigger the clause. He suggested that the wording be delegated to Officers in consultation with the Planning Committee Chairman, Vice-Chairman and Councillor Handley who raised concerns on the issue.

AGREED (by 12 votes for and 2 abstentions) that full planning permission be approved subject to the following:

(a) the wording for condition 12 be amended to ensure the wind turbine is decommissioned should the turbine become non-operational, the wording for this condition be delegated to the Business Manager Development in consultation with the Planning Committee Chairman, Vice-Chairman and Councillor Handley;

(b) the Business Manager Development be given delegated authority to amend condition 20, to strengthen the condition and reflect the recommendation of the independent Architect; and

(c) the remaining conditions contained within the report.

93. THE BREWHOUSE, MAY LODGE DRIVE, RUFFORD, NEWARK (14/01323/FUL AND 14/01324/LBC)

The Committee considered the report of the Deputy Chief Executive, following a site inspection held prior to the meeting, which sought full planning permission and listed building consent to extend the Water Tower and change the use of the building from holiday let to a separate residential unit and the creation of a new vehicular access point.

Members considered the application and felt that the proposals would protect this building.

AGREED (unanimously) that full planning permission be approved subject to the conditions contained within the report.

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94. HALL COTTAGE, MAIN STREET, SOUTH SCARLE, NEWARK (14/01587/FUL) The Committee considered the report of the Deputy Chief Executive, which sought permission for full part retrospective planning permission to extend the property with a two-storey side extension and a single storey front lean-to. The extension would link to the existing brick outbuilding and continue the existing roofline of the outbuilding to the lean-to. The application was part retrospective as the lean to element of the extension was not on the original approval (13/00901/FUL) and so this had been added to the extension without prior planning approval. The Business Manager Development informed the Committee that there was just one issue raised at the previous Planning Committee which had not been resolved, which was the joining of brickwork on the front elevation between the original house and extension. The work had been undertaken in that way for a reason, the original house did not have any foundations and therefore the brickwork had been joined in a way to allow the building to move. All the other issues raised had been resolved. The Chairman of South Scarle Parish Meeting – Mr David Clarke addressed the Committee and advised Members that he had spoken to the village residents and they were now happy with the work that had been undertaken. He commented that there was no reason for the roof work undertaken not to be signed off by Building Control or for the Committee not to accept the Officer recommendation contained within the report. He thanked the Planning Committee on behalf of the residents of South Scarle for taking on board this issue.

Members commented that retrospective planning applications were unacceptable but at present Local Planning Authorities must consider them as they would any new application.

AGREED (unanimously) that full planning permission be approved subject to the conditions contained within the report.

95. THE BUNGALOW, STAYTHORPE ROAD, AVERHAM (14/01715/FUL)

The Committee considered the report of the Deputy Chief Executive, which sought planning permission for the erection of a 1.5 storey rear extension and a first floor side extension to the dwelling.

The local Ward Member informed the Committee that she had referred the application to Committee as the neighbour had raised concerns that the proposals were close to his property. Averham Parish Council had also commented that they also felt that the proposal was close to the neighbouring property. Concern was raised that the proposals may lead to over intensification of the plot and be overbearing on the neighbour, although it was commented that the buildings did not appear too close on the plan contained within the report. For that reason the application was deferred pending a site visit.

AGREED (unanimously) that the application be deferred pending a site visit.

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96. 32 QUEEN STREET, BALDERTON (14/01729/FUL) The Committee considered the report of the Deputy Chief Executive, following a site inspection held prior to the meeting, which sought planning permission for the erection of a two storey side and rear extension. Members considered the application and felt that the extension was overbearing on the neighbour, which was unacceptable.

AGREED (by 13 votes for and 1 abstention) that contrary to Officer recommendation the application be refused on the grounds of over intensive development which has an unacceptable impact on the amenity of the neighbour to the north at 30 Queen Street.

In accordance with paragraph 12.5 of the Planning Protocol, as the motion was against Officer recommendation, a recorded vote was taken.

Councillor Vote T.S. Bickley For R.V. Blaney For J. Bradbury For Mrs C. Brooks Abstained Mrs G.E. Dawn For J.E. Hamilton For G.P. Handley For D. Jones For G.S. Merry Absent D.R. Payne For Mrs S.E. Saddington For M. Shaw For Mrs L.M.J. Tift For I. Walker For B. Wells For

97.

LAND TO THE REAR OF MILLCOTE HOUSE, SOUTHWELL ROAD, FARNSFIELD, NEWARK (14/01862/FUL) The Committee considered the report of the Deputy Chief Executive which sought full planning permission for the revised design and layout amendments to planning permission (13/01417/FUL) with the erection of a single storey double garage to the southern elevation and internal changes to the previously approved garage to form a play room. A schedule of communication was tabled at the meeting, which included correspondence received after the agenda was published from neighbours.

AGREED (by 13 votes for and 1 abstention) that planning permission be approved subject to the condition contained within the report.

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98a. APPEALS LODGED


98b. APPEALS DETERMINED Members requested a copy of the Planning Inspectors decision for the three appeals contained within the report, which were dismissed.

NOTED: that:


(b) the Planning Inspectors report for the three appeal decisions contained within the report be circulated to Members.


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Minutes of the meeting of the AUDIT & ACCOUNTS COMMITTEE held in Room G21, Kelham Hall on Wednesday, 5th November 2014 at 9:30am. PRESENT: Councillor Mrs S.M. Michael (Chairman) Councillors: J. Bradbury, Mrs R. Crowe, G.P. Handley, and D.

Staples. ALSO IN ATTENDANCE: David Dickinson (Director – Resources (NSDC)) Nicola Lovely (Business Manager – Financial Services (NSDC)) Tara Beesley (Accountant- NSDC) John Sketchley (Audit Lincolnshire) Amanda Hunt (Audit Lincolnshire) Helen Brooks – (KPMG) 26. APOLOGIES FOR ABSENCE

Apologies for absence were submitted by Councillor Mrs M. Dobson, and John Cornett- (KPMG).

27. DECLARATIONS OF INTEREST BY MEMBERS AND OFFICERS AND AS TO THE PARTY WHIP


28. DECLARATION OF ANY INTENTION TO RECORD THE MEETING None.

29. MINUTES OF MEETING HELD ON 11 SEPTEMBER 2014

AGREED that the Minutes of the meeting held on 11th September 2014 be approved as a correct record and signed by the Chairman.

30. MID-YEAR TREASURY PERFORMANCE REPORT The Committee considered the report of the Director- Resources providing an update on the Council’s treasury activity and prudential indicators for the first half of 2014/15. No prudential indicators had been breached during the monitoring period, and a prudent approach to investments had been taken, with priority given to security and liquidity over yield. The economic background provided by the Council’s treasury consultant, Arlingclose, was included as an appendix to the report provided to the Committee. Within the local context, it was noted that the Council had an increasing Capital Finance Requirement over the next three years, due to the capital programme, and would therefore be required to borrow £13.2 million over the period. Previously internal borrowing had been the best option for the Council, however, the funds that had been used for this would be required for the purposes they were set aside for, and therefore external borrowing would be necessary.

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Members considered the Council’s investment activity and the Counter Party update. The Director- Resources explained that where a bank rating affected the criteria for the Council’s counterparty list, the bank could be removed from the list immediately.

AGREED that:

(a) the treasury activity be noted; and

(b) the prudential indicators be noted.

31. INTERNAL AUDIT PROGRESS REPORT The Committee considered the report from the Head of Audit and Risk Management- detailing progress of the Internal Audit. Final reports had been issued for Auto-enrolment, ICT Partnership Arrangements, Members Allowances and Project Management - National Civil War Centre. The key points from the reports were summarised and it was noted that they had all been rated as either effective, or in the case of ICT Partnership Arrangements, with some improvement needed. Community Safety had been removed from the Audit Plan, as a recent commissioning review had provided assurance in the area. The Committee noted the overall progress and performance information against the audit plan and noted one outstanding medium recommendation in street cleansing. There were no outstanding high priority recommendations. Members requested information as to why there was an outstanding recommendation from the street cleansing audit. John Sketchley (Audit Lincs), confirmed that there were no concerns regarding the delivery of the audit plan for Newark and Sherwood Homes.


32. ANNUAL AUDIT LETTER Helen Brooks (KPMG) was in attendance to present the Annual Audit letter and progress report 2013/14, summarising the key findings from the external audit work including the Statement of Accounts and Value for Money conclusion from 2013/14. The key headlines from the report were summarised including: the VFM conclusion and risk areas; the Audit Opinion; Financial Statement audit; Annual Governance Statement; the Whole of Government Accounts; and finally the audit certificate and fee. The progress report gave an overview on how KPMG were delivering their responsibilities as the Council’s external auditor, and the main technical issues that were currently impacting on local government. There were no issues rated as high impact, but there were two issues rated as having a ‘medium impact’ on the authority, which were the consultation on the draft Code of Audit Practice for the audit of local public bodies, and the consultation on the simplification and streamlining of the presentation of Local Authority Financial Statements.

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Members considered the details regarding the Audit Fee, noting additional fees resulting from extra work undertaken on Non Domestic Rates and the development of the new Leisure Centre. The Director- Resources noted that the rebate from the Audit Commission would at least cover the cost of the additional work relating to Non Domestic Rates. Regarding the technical issues highlighted as ‘medium impact’, the Committee considered the Councils response to these. It was noted the Draft Code of Audit Practice was likely to have a greater impact on smaller local government organisations, such as town and parish councils. These were represented by NALC who could respond to the consultation on their behalf. Officers felt that, with regard to the consultation on simplification and streamlining of Local Authority Financial Statements, it was unlikely that there would be any significant simplification due to the nature of local government accounting. However, any simplifications that could be made were welcomed.

AGREED that the Annual Audit letter and Progress Report for 2013/14 be noted.

33. COUNTER FRAUD ACTIVTY REPORT The Business Manager- Financial Services presented a report detailing Counter Fraud activities between 1 April 2014 and 30 September 2014. The Council had successfully prosecuted two people for fraudulent benefit claims, totalling £9,554, which was recoverable. One other person had accepted an administration penalty of £1,650 for fraudulent benefit claims to avoid prosecution, reducing officer time and costs. Other counter fraud work undertaken was detailed within the report, including development of the Counter Fraud section of the intranet and the internet, training for members, and an on-going audit of counter fraud looking at the controls in place to manage fraud risks in procurement. Collection of data for the 2014/15 National Fraud Initiative had begun and it was noted that whilst it required resources to investigate potential matches, it was a Government requirement that Councils take part. When the initiative had been undertaken in 2012/13, three cases of fraud had been identified, and 27 cases of overpayments due to error. £26,512 was under recovery and 138 cases of Single Person Council Tax Benefit Discount had been cancelled resulting in a saving amounting to £69, 575 for the Council and pre-cepting authorities.

AGREED

that the Committee noted the report.

34. ANNUAL REVIEW OF THE EFFECTIVENSS OF THE INTERNAL AUDIT FUNCTION The Business Manager- Financial Services, presented a report initiating the annual review of the effectiveness of the Internal Audit Function. The Council was required to review the function on an annual basis and the Audit and Accounts Committee was most appropriately positioned to undertake the review. The effectiveness of the internal audit team would be measured against the Public Sector Internal Audit Standards (PSIAS) and the effectiveness of the Audit and Accounts Committee reviewed using the self-assessment checklist from CIPFA’s Audit Committees – Practical Guidance for Local Authorities.

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It was proposed that a working group to carry out the review should be comprised of the Chairman and one other Member of the Committee, and the Director- Resources and the Business Manager-Financial Services.

AGREED That:

(a) a joint Member/Officer working group comprising of the Chairman of the Committee, Councillor D. Staples, the Director- Resources and the Business Manager - Financial Services be convened;

(b) the group undertake the review of effectiveness of the internal audit team; and

(c) the group carry out a self-assessment of the effectiveness of the Committee.

35. RESPONSES TO QUESTIONS RAISED AT PREVIOUS MEETING The Committee considered the report from the Director - Resources, detailing responses to questions raised at the previous meeting of the Committee. Members briefly discussed the LSP and the general move within local government toward a combined authority approach.


36. WORK PLAN

AGREED that the workplan be noted.

37. DATE OF NEXT MEETING The next meeting would be on Wednesday, 11th February 2015, 10am.

The meeting closed at 10.30am Chairman

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NEWARK & SHERWOOD DISTRICT COUNCIL Minutes of the COUNCILLORS’ COMMISSION held in the Leader’s Office, Kelham Hall, Newark on Monday 1 December 2014 at 3.30pm. PRESENT: Councillor: R.V. Blaney (Chairman)

Councillors: P. Handley, D. Jones, D.R. Payne and Mrs A.A. Truswell. APOLOGIES: Councillors Mrs G.E. Dawn and D.J. Lloyd. 14. MINUTES OF THE MEETING HELD ON 25 SEPTEMBER 2014

AGREED that the minutes of the meeting held on 25 September 2014 be approved

as a correct record and signed by the Chairman.

15. DECLARATIONS OF INTEREST BY MEMBERS AND OFFICERS There were no declarations of interest.

16. PROPOSED CHANGES TO THE REMITS OF THE POLICY AND FINANCE AND LEISURE AND ENVIRONMENT COMMITTEES The Commission considered the report of the Deputy Chief Executive which set out proposed amendments to the remits of the Policy & Finance and Leisure & Environment Committees to facilitate the appointment of directors to the proposed new Council owned leisure company. It was considered that the proposal to create a new council owned leisure company fell within the remit of the Policy & Finance Committee as being a key strategic decision on the part of the Council. However, it was suggested that, once the decision in principle as to whether to create the new company had been made, any further decision making in respect of the new company should fall within the remit of the Leisure & Environment Committee. This would then mean that members of the Policy & Finance Committee would be able to take up positions, should they so choose, as directors of the new council owned company without frequent conflicts of interest arising. It was reported that whilst the Policy & Finance Committee would normally formulate the Councils budget proposals and capital programme including any financial allocation towards the new leisure company, in order to avoid any potential for conflict arising, a procedure could be adopted whereby such recommendations were made directly by the Leisure & Environment Committee to Council who would, in any event, ultimately approve the Councils budgets and capital programme. In respect of revenue funding, Policy & Finance Committee would continue to approve the budget strategy and the allocation or target to the Leisure & Environment Committee as a whole. The Leisure & Environment Committee would then propose detailed budgets within the Committee, including agreeing the allocation to the new company.

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It was considered that capital funding may prove more complex but given that the Council ultimately approve the Capital Programme, it was suggested that the Leisure & Environment Committee could monitor approved schemes within the capital programme which related to the new Council owned company. Policy and Finance Committee would continue to oversee the capital programme as a whole. In respect of in year variations, which would normally be approved by Policy & Finance Committee, these would be approved by Council for the new company. The Leisure & Environment Committee should also have a clear remit to monitor the new leisure company’s performance against agreed outcomes and to effectively adopt a client role in respect of the provision of the service.

AGREED (unanimously) that the changes set out in the body of the report to the remits of the Policy & Finance Committee and Leisure & Environment Committee be agreed in principle and recommended to Council at their meeting on Tuesday, 16th December 2014 for adoption subject to the Policy & Finance Committee on Thursday, 29th January 2015 resolving to create a new Council owned leisure company, with the changes to the Committee remits taking effect immediately following the Policy & Finance Committee’s decision.

17. DECLARATION OF RECORDING MEETINGS The Deputy Chief Executive advised that the Local Audit and Accountability Act 2014 introduced provisions allowing the recording of meetings. As a result standard items were put on all Committee and Sub-Committee agendas asking, as a matter of courtesy, that any member of the public or Member of the Council declares their intention to record meetings. She advised that a Member had questioned the legitimacy of asking for any declarations and considered that he was not obliged to disclose his intention to record. The Commission considered that it was a matter of courtesy that such declarations are made by both Councillors and members of the public but acknowledged this was not enforceable in the case of members of the public. In respect of Councillors if necessary a protocol or standing order could be introduced to require Members to declare but it was not considered necessary to do so at this stage unless it became an issue. The Deputy Chief Executive clarified that any Member attempting to record exempt parts of meetings would be in breach of the Members Code of Conduct. The Commission considered that all meetings of Committees and Sub-Committees should be recorded by the Council.

AGREED

(unanimously) that a further report be taken to the Full Council on 16 December 2014 to clarify the issues around recording meetings.

18. DATE OF NEXT MEETING

The next meeting was to be arranged when required.

The meeting closed at 4.00pm. Chairman

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NEWARK AND SHERWOOD DISTRICT COUNCIL Minutes of the meeting of the STANDARDS COMMITTEE of Newark & Sherwood District Council held in Room G23, Kelham Hall, Newark on Monday 20th October 2014 at 9.30am. PRESENT: District Councillors: D. Jones, J. Middleton, Mrs C. Rose, Mrs S.E.

Saddington and M. Shaw Parish Councillor: I. Harrison ALSO IN ATTENDANCE: Mrs S. Jones (Reserve Independent Person) and Councillor J. Bradbury 36. APOLOGIES FOR ABSENCE Apologies for absence were submitted on behalf of Councillors T.S. Bickley, D.P. Logue,

Parish Councillor P. Morris, Independent Person - Mr R. Dix and co-opted Independent Person - Mrs P. White.

37. CHAIRMAN Due to the apology for absence for the Chairman – Councillor D. Logue, nominations

were sought for Chairman for the duration of the meeting.

AGREED that Councillor D. Jones was nominated Chairman for the duration of the meeting.

38. DECLARATION OF INTERESTS BY MEMBERS AND OFFICERS There were no declarations of interest. 39. DECLARATIONS OF ANY INTENTIONS TO RECORD THE MEETING There were none. 40. MINUTES

AGREED that the Minutes of the meeting held on 11th December 2013 be approved as a correct record and signed by the Chairman.

(Councillor I. Harrison entered the meeting during the discussion of the following Minute.) 41. PROGRESS REPORT 1ST DECEMBER 2013 TO DATE The Committee considered the progress report from 1st December 2013 to date. AGREED that the progress report be noted.

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42. ANNUAL REPORT FOR THE PERIOD 1ST APRIL 2013 – 31ST MARCH 2014 The Committee considered the report of the Deputy Chief Executive and Monitoring

Officer which included an introduction by Councillor D. Logue, the Chairman of the Committee for the period 1st April 2013 to 31st March 2014.

AGREED that the report be noted and approved. 43. CODE OF CONDUCT COMPLAINTS The Committee considered the report of the Deputy Chief Executive and Monitoring

Officer, which updated Members on the Code of Conduct complaints received for the period 27th February 2014 to date and advised on the decision taken following the initial assessment of those complaints.

An update report for the period December 2013 to 26th February 2014 was circulated

to Members of the Standards Committee at the end of February 2014, which related to four complaints received regarding Members of Edwinstowe Parish Council, Rainworth Parish Council, Fernwood Parish Council and Newark and Sherwood District Council. A copy of that report was appended to the report for information.

There were three complaints received during the period 27th February 2014 to date.

Two complaints were received regarding the behaviour of two Members of the District Council. The third complaint related to a Member of Fernwood Parish Council.

The first complaint was received regarding the behaviour of a Councillor in his capacity

as Chairman of the Planning Committee when considering a reserved matters application in respect of Ash Farm, Farnsfield. The second complaint alleged that the Member concerned visited facilities at Sconce and Devon Park and spoke to the chef/manager in a manner which was patronising and demeaning. In consultation with the Independent Person and after a preliminary investigation into the background of both complaints, it had been resolved that no further action be taken. The complainants had been advised accordingly.

The third complaint related to a Member of Fernwood Parish Council. After

consultation with the Independent Person it was determined that there was prima facie evidence of a Code of Conduct breach and a formal investigation was carried out into the matter. Given the nature of the complaint the Councillor concerned was offered the opportunity to either apologise to the complainant or to acknowledge that his behaviour fell short of that which might be expected of a holder of public office, as a means of resolving the matter without proceeding to formal hearing. The Councillor concerned wrote a letter, addressed to all Members of the Standards Committee expressing his regret that the complainant had been offended by his comments, as no offence was intended and gave an undertaking to have regard to this in his future conduct. In the circumstances and after consultation with the Independent Person the Monitoring Officer was satisfied that this was a satisfactory outcome to the matter. The hearing panel was accordingly stood down. The complainant had been advised of the outcome.


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44. REGISTER OF MEMBERS’ INTERESTS – DISTRICT AND PARISHES The Committee considered the report of the Deputy Chief Executive and Monitoring

Officer which informed the Committee of the number of Register of Member’s Interests forms which had been received for the District and Parish Councillors. All 46 forms from District Councillors had been received and were held on file in the Democratic Services Office and on the Council’s website. Two outstanding forms had been received from Walseby Parish Council after the agenda had gone to print. There were therefore currently 13 forms outstanding from Parish Councillors, out of a total of 441 Parish Councillors. Members were informed that Officers had contacted all Parish Clerks where forms were outstanding to remind Members that the forms needed to be completed and returned to the District Council. Following the outcome from the previous Standards Committee meeting in December 2013, a strongly worded letter had been sent to the Parish Council’s Clerk, Chairman and Ward Member regarding Members of Laxton & Moorhouse Parish Council and their failure to complete and return the Register of Members Interest forms.

Members felt that due to Laxton & Moorhouse Parish Council’s failure to comply with

the rules after a period of two year, a strongly worded letter be sent to each individual Parish Councillor stating that if they did not complete and return the Register of Members Interest form by a specified date, that failure to do so would constitute to a breach of the code of conduct and formal action may be instigated in respect of the breach.

AGREED that:

(a) Members note the current position with regards to the Register of Members Interests forms; and

(b) a strongly worded letter be sent by the Monitoring Officer to

individual Members of Laxton & Moorhouse Parish Council, requiring that the Register of Interest form be completed.

45. DATE OF NEXT MEETING It was noted that the next meeting of the Committee was scheduled for Wednesday,

11th March 2015 at 10.00am. However it was agreed that, if there was insufficient business on the agenda, the

meeting would be cancelled and instead an update report would be circulated to all Members of the Committee.

The meeting closed at 9.50 am. Chairman