Please Contact: Emma Denny
Please email: emma.denny@north-norfolk.gov.uk
Please Direct Dial on: 01263 516010
31st March 2016
A meeting of the Cabinet of North Norfolk District Council will be held in the Council Chamber
at the Council Offices, Holt Road, Cromer on Monday 11th April 2016 at 2.00 pm
↑
 note
Please
change of time
At the discretion of the Chairman, a short break will be taken after the meeting has been running
for approximately one and a half hours
Members of the public who wish to ask a question or speak on an agenda item are requested to
arrive at least 15 minutes before the start of the meeting. It will not always be possible to
accommodate requests after that time. This is to allow time for the Committee Chair to
rearrange the order of items on the agenda for the convenience of members of the public.
Further information on the procedure for public speaking can be obtained from Democratic
Services, Tel: 01263 516010, Email: democraticservices@north-norfolk.gov.uk
Anyone attending this meeting may take photographs, film or audio-record the proceedings and
report on the meeting. Anyone wishing to do so should inform the Chairman. If you are a
member of the public and you wish to speak on an item on the agenda, please be aware that
you may be filmed or photographed.
Sheila Oxtoby
Chief Executive
To: Mrs S Arnold, Mrs N Dixon, Mr T FitzPatrick, Mrs A Fitch-Tillett, Mrs J Oliver,
Mr W Northam, Miss B Palmer, Mr J Rest
All other Members of the Council for information.
Members of the Management Team, appropriate Officers, Press and Public.
If you have any special requirements in order
to attend this meeting, please let us know in advance
If you would like any document in large print, audio, Braille, alternative format
or in a different language please contact us
Chief Executive: Sheila Oxtoby
Corporate Directors: Nick Baker & Steve Blatch
Tel 01263 513811 Fax 01263 515042 Minicom 01263 516005
Email districtcouncil@north-norfolk.gov.uk Web site northnorfolk.org
AGENDA
1.
TO RECEIVE APOLOGIES FOR ABSENCE
2.
MINUTES
(page 5)
To approve, as a correct record, the minutes of the meeting of the Cabinet held on 07
March 2016.
3.
PUBLIC QUESTIONS
To receive questions from the public, if any.
4.
ITEMS OF URGENT BUSINESS
To determine any other items of business which the Chairman decides should be
considered as a matter of urgency pursuant to Section 100B(4)(b) of the Local
Government Act 1972.
5.
DECLARATIONS OF INTEREST
Members are asked at this stage to declare any interests that they may have in any of
the following items on the agenda. The Code of Conduct for Members requires that
declarations include the nature of the interest and whether it is a disclosable pecuniary
interest.
6.
MEMBERS QUESTIONS
To receive oral questions from Members, if any.
7.
CONSIDERATION OF ANY MATTER REFERRED TO THE CABINET BY THE
OVERVIEW AND SCRUTINY COMMITTEE OR COUNCIL FOR RECONSIDERATION
To consider matters referred to the Cabinet (whether by the Overview and Scrutiny
Committee or by the Council) for reconsideration by the Cabinet in accordance with the
provisions within the Overview and Scrutiny Procedure Rules or the Budget and Policy
Framework Procedure Rules.
8.
CONSIDERATION OF REPORTS FROM THE OVERVIEW AND SCRUTINY
COMMITTEE
To consider any reports from the Overview and Scrutiny Committee, which may be
presented by the Chairman of the Overview and Scrutiny Committee, and determination
of any appropriate course of action on the issues so raised for report back to that
committee
9.
JOINT STAFF CONSULTATIVE COMMITTEE
(attached – p.10)
To receive the minutes of the Joint Staff Consultative Meeting held on 24th November
2015.
Please note that the resolutions from this meeting were agreed by Cabinet at their
meeting on 8th February 2016.
10.
BIG SOCIETY FUND GRANTS PANEL
(attached – p.13)
To receive the minutes of the Big Society Fund Grants Panel Meeting held on 30th
November 2015.
11.
NORTH NORFOLK BIG SOCIETY FUND
(page 16)
Summary:
This report provides an update on the operation of the Big
Society Fund during the last financial year. It also proposes that
a review of the grant process in relation to Arts development
and Community Transport is undertaken to align it more closely
to the Big Society Fund grant application process.
Conclusions:
The North Norfolk Big Society Fund has successfully achieved
its expected outcomes following its fourth year of operation. The
current management arrangements, administrative and decision
making process are considered effective. The Fund has enabled
a wide variety of projects to be implemented for the benefit of
communities across North Norfolk.
The value of Arts development and need for Community
Transport services is recognised. A review of the application
process for applying for an Arts development or community
transport grant will be undertaken to consider whether it should
be aligned more closely to the Big Society Fund application
process.
Recommendations:
Cabinet are requested to note the success of the Big
Society Fund and to recommend to Council:
1. That the Big Society Fund grant scheme should
continue at its current level of funding (£225,000) for
another year;
2. That a review of the grant process in relation to Arts
and Community Transport is undertaken to align it
more closely to the Big Society Fund grant
application process;
Reasons for
Recommendations:
To ensure Cabinet is informed about the operation of the Big
Society Fund during its fourth year.
To ensure that NNDC offers a consistent and equitable
application process for all community grants.
Cabinet member(s):
Ward member(s)
Contact Officer,
telephone
and e-mail:
Councillor T FitzPatrick
All
Sonia Shuter
01263 516173
sonia.shuter@north-norfolk.gov.uk
12.
BUSINESS TRANSFORMATION – APPRENTICESHIPS IN SOFTWARE
DEVELOPMENT AND EXTENSION TO THE BPR PROJECT MANAGER POST
(page 23)
Summary:
This report seeks the release of funding from reserves
allocated for Digital Transformation, to allow the provision of
two Level 3 Apprenticeships in Software Development within
the IT Service and for an extension to the BPR Project
Manager post.
Options considered:
There are no suitable alternatives except for permanent
staffing which, given the current recruitment difficulties and the
changing nature of the Digital Transformation Programme, are
not considered to be the best option at this time.
Conclusion:
The provision of two Level 3 Apprentice posts will provide
additional capacity within the Applications Management
Section of the IT Service to support business as usual and IT
development activities arising from the Digital Transformation
Programme.
The extension of the Project Manager post contract for the
implementation of the outcomes of the Planning Service
Business Process Review (BPR) will enable the project to be
completed and the next review to be moved forward.
Recommendations: 1. That Cabinet approves the release of £60,000 from the
Restructuring and Invest to Save Reserve to allow the
creation of two, Level 3 Software Development
Apprenticeships.
2. That Cabinet approves the release of £26,998 from the
Restructuring and Invest to Save Reserve to extend the
contract for the BPR Project Manager by 9 months, to 31
December 2016.
Reasons for
To provide the capacity and skills to support the Digital
Recommendations: Transformation Programme.
Cabinet member(s):
Ward member(s)
Contact Officer,
telephone
and e-mail:
13.
Councillor T FitzPatrick
All
Sean Kelly, Nick Baker
01263 516276, 01263 516221
sean.kelly@north-norfolk.gov.uk ; nick.baker@northnorfolk.gov.uk
EXCLUSION OF PRESS AND PUBLIC
To pass the following resolution:
“That under Section 100A(4) of the Local Government Act 1972 the press and public be
excluded from the meeting for the following item of business on the grounds that they
involve the likely disclosure of exempt information as defined in paragraphs _ of Part I of
Schedule 12A (as amended) to the Act.”
14.
PRIVATE BUSINESS
Agenda Item 2__
CABINET
Minutes of the meeting of the Cabinet held on Monday 07 March 2016 at the Council
Offices, Holt Road, Cromer at 2.00 pm.
Members Present:
Mrs S Arnold
Mr N Dixon
Mrs A Fitch-Tillett
Mr T FitzPatrick (Chairman)
Mrs J Oliver
Miss B Palmer
Mr W Northam
Mr J Rest
Also attending:
Mrs S Butikofer
Mrs A Claussen-Reynolds
Ms V Gay
Mrs P Grove-Jones
Mr N Pearce
Mrs M Prior
Officers in
Attendance:
119.
Mr R Reynolds
Mr R Shepherd
Mr B Smith
Mr N Smith
Mr G Williams
Mr D Young
The Corporate Directors, the Communications Editor, the Head of
Finance and the Democratic Services Team Leader
APOLOGIES FOR ABSENCE
None
120.
MINUTES
The minutes of the meeting held on 08 February 2016 were approved as a correct
record and signed by the Chairman
121.
PUBLIC QUESTIONS
None
122.
ITEMS OF URGENT BUSINESS
There was one item of urgent business. The Leader said that this would be taken
after the main business.
123.
DECLARATIONS OF INTEREST
None
124.
MEMBER QUESTIONS
The Leader confirmed that Members could ask questions as each item arose.
Cabinet
5
07 March 2016
125.
CONSIDERATION OF ANY MATTER REFERRED TO THE CABINET BY THE
OVERVIEW AND SCRUTINY COMMITTEE OR COUNCIL FOR
RECONSIDERATION
None
126.
CONSIDERATION OF REPORTS FROM THE OVERVIEW AND SCRUTINY
COMMITTEE
None
127.
BUDGET MONITORING REPORT 2015/16 – PERIOD 10
Mr W Northam, Portfolio Holder for Finance, introduced this item. He explained that
the report summarised the budget monitoring position for the revenue account and
capital programme to the end of January 2016. Mr Northam said that the overall
position at the end of January 2016 showed an underspend of £1,765,761 to date for
the current financial year on the revenue account and this was expected to deliver a
full year underspend of £876,500. The base budget for 2015/16 included service
savings and additional income totalling £222,000 and these were still on target to be
achieved.
Mr Northam informed Members that a further budget requirement of £35,000 had
been identified in order to complete the works at 4a Market Street, North Walsham.
This was due to the eventual purchase price for the site being higher than originally
anticipated following an independent valuation assessment.
Members were invited to ask questions:
Mr D Young queried the reference to grants for the Coastal Revival Fund and asked
what this money was for. The Head of Finance said that the amount was correct but
that she would clarify the breakdown of the funding and the projects that it was
allocated after the meeting.
It was proposed by Mr W Northam, seconded by Mr J Rest and
RESOLVED to
1) To note the contents of the report and the current budget monitoring position;
2) To note the updated Capital Programme and financing for 2015/16 to 2018/19 as
detailed in Appendix C;
3) To approve the capital budget virements as requested within the report;
4) To approve the additional capital budget requirement of £35,000 in relation to the
North Walsham regeneration scheme, to be funded from capital resources.
Reasons for the decision:
To update Members on the current budget monitoring position for the Council.
128.
COMPULSORY PURCHASE OF LONG-TERM EMPTY PROPERTIES
Mrs J Oliver, Portfolio Holder for Legal Services, introduced this item. She said that
the report made the case for compulsory purchase of a number of long-term empty
properties that had been considered by the Enforcement Board, where it was felt that
without this action the properties were unlikely to be returned to use in the near
future. Mrs Oliver said that all of the properties concerned had been unoccupied for
Cabinet
6
07 March 2016
over 5 years and two properties had been empty for 17 years. It was hoped that
before seeking an order for compulsory purchase from the Secretary of State, the
Council could reach a voluntary agreement for sale with the current owners based on
an independent market valuation.
The Leader invited Members to comment:
a. Mrs A Fitch-Tillett said that she was very supportive of the proposals as the
properties were eyesores that needed sorting out.
b. Mrs S Arnold said that she was delighted to see action being taken.
c. Mr R Shepherd said that the Enforcement Board continued to do an excellent job.
He agreed that the Beeston properties were an eyesore and he was also pleased
to see that progress was being made with the Shannocks Hotel in Sheringham.
It was proposed by Mrs J Oliver, seconded by Mrs A Fitch-Tillett and
RESOLVED
1. To authorise officers to seek a voluntary agreement from the owners of the
properties to sell them to the Council and to complete the sale within agreed
timescales.
2. That if no such agreement is reached, and in the case of the Beeston Common
properties, no valid planning application is received for the site by the agreed date,
that officers are authorised to proceed with applications to the Secretary of State
for Compulsory Purchase of the following properties:
a.
37 Beeston Road, Sheringham
b.
2 and 2A Stirling Road, Sculthorpe
c.
55 and 56 Beeston Common, Sheringham
Note: these addresses are taken from the Land Registry records and may differ
from postal addresses for service of documents, Parishes and Council wards.
3. That officers are authorised to take necessary steps for the acquired properties to
be sold on at the earliest opportunity with binding conditions that will make clear
the Council’s expectation for the properties be returned to use as soon as
realistically achievable.
4. That the purchases will be funded from capital resources from which virement of
the necessary funds is authorised.
5. To cap the costs of compulsory purchase at the valuation plus CPO costs at the
upper limit identified in this report.
To recommend to Council:
6. The establishment of a capital budget of £630,000 specifically for financing
compulsory purchase of these properties.
Reasons for the decision:
1. There is an expectation by the Secretary of State that Councils will seek to reach
voluntary agreement on purchases prior to a Compulsory Purchase being
authorised.
2. To enable the properties to be brought back into use, thus reducing the number of
long-term empty properties in the area and increasing housing provision.
Cabinet
7
07 March 2016
3. As for 2 above.
4. To make the necessary financial provision for purchase
5. To ensure CPO remains a cost effective option.
6. To provide the necessary finance for CPO to be completed.
129.
ITEMS OF URGENT BUSINESS
The Leader introduced this item. He said that he thought it would be helpful to update
Members on the latest developments with the devolution bid. Mr FitzPatrick said that
it was an ongoing process. Two weeks previously he had met with the Secretary of
State for the Department for Communities and Local Government, Greg Clark,
representatives from the local authorities of Cambridge and Peterborough and the
bid team from Norfolk and Suffolk. Since then there had been considerable work on
reaching a deal and a further meeting had taken place with representatives from the
New Anglia Partnership and MPs from across the region. A decision was then taken
to make a bid which would include Cambridge, Peterborough, Norfolk and Suffolk. A
bid document had been drafted but further changes were required and the deadline
was very tight as it needed to be submitted in time for the Budget.
Mr FitzPatrick said that he was only prepared to sign a non-binding bid and would not
sign up to an agreement at this stage. He was adamant that North Norfolk would not
be disadvantaged with Cambridge entering the bid. It was imperative that there
should be recognition of rural and coastal issues. He concluded by saying that there
was a duty to consult with local residents.
Members were invited to ask questions:
1. Ms V Gay sought clarification on the role of Peterborough and whether they
were part of the deal. Mr FitzPatrick replied that they were a unitary authority
and confirmed that they were part of the deal.
2. Ms Gay then asked whether an elected mayor was likely. Mr FitzPatrick
replied that the Treasury was very supportive of elected mayors and
consequently this had to be part of the model being proposed.
3. Mrs P Grove-Jones commented that as Cambridge was a hub for technology,
she was concerned that more emphasis would be placed on them and that
North Norfolk could lose out as a result of this. Mr FitzPatrick replied that this
was a valid point and it was imperative that the balance was right, for
example Ely junction was key for West Norfolk. He went onto say that
Cambridge City required a lot of additional housing and it was possible that
this could fall to Cambridgeshire and Peterborough to accommodate. He
concluded that the Council had joined SPARSE the Rural Services Network,
to fight for rurality and they would continue to do so.
4. Mr R Reynolds said that he agreed with Mrs Grove-Jones’ point that North
Norfolk could be adversely affected but that Norwich was a centre of
excellence and small businesses supported this and the construction of the
Northern Distributor Road (NDR) would help with this.
Mr FitzPatrick thanked everyone for their comments. He said that it was a fast
moving process and he would continue to fight North Norfolk’s corner.
.
Cabinet
8
07 March 2016
The Meeting closed at 10.24am
_______________
Chairman
Cabinet
9
07 March 2016
Agenda Item 2
JOINT STAFF CONSULTATIVE COMMITTEE
Minutes of a meeting of the Joint Staff Consultative Committee held in the Committee
Room, Council Offices, Holt Road, Cromer on 24 November 2015 at 2.30pm
Members Present:
Mrs J English
Mr T FitzPatrick
Mr P W Moore
Mr N Smith
Staff Side Present:
Mr A Mitchell
Ms S Tudhope
Officers in Attendance:
Ms J Cooke, Head of Organisational Development
Mrs E Denny, Democratic Services Team Leader
1.
TO RECEIVE APOLOGIES FOR ABSENCE
Apologies were received from Mrs B McGoun.
2.
MINUTES
The minutes of the meeting of the Joint Staff Consultative Committee held on 14 July
2015 were approved as a correct record and signed by the Chairman.
3.
JSCC UPDATE
The Head of Organisational Development informed the Committee that the Council
would be undergoing a reassessment for Investors in People IIP, commencing on
30th November 2015. It was likely that the assessors would be on site for 5 days. The
Council was hoping to achieve IIP Gold status this time, having previously been
awarded bronze. In response to a question from Ms Tudhope, the Head of
Organisational Development confirmed that if gold status was not achieved then
silver or bronze could be awarded instead. If this was the case the Council would be
given the option to agree an action plan and any future reassessment would then
focus on these action points.
5.
SICKNESS ABSENCE UPDATE
The Head of Organisational Development said that the figures for Q2 (July to
September 2015) were the lowest for a long time. She said that stress related
sickness was case-managed by HR.
The Head of Organisational Development concluded by informing the Committee that
104 members of staff had received a flu jab the previous day, paid for by the Council
and administered on-site.
Ms S Tudhope asked whether the reporting process for Great Yarmouth BC would
change now that the Head of Organisational Development was also overseeing the
HR team there. The Head of Organisational Development confirmed that in future the
1
10
sickness statistics for Great Yarmouth would be reported on an equivalent basis to
other councils.
6.
LIVING WAGE
The Head of Organisational Development explained that several reports on the Living
Wage had previously come before the Committee and on 8th December 2014 the
following recommendation to Cabinet:
RESOLVED to recommend to Cabinet:
1. To pay the current Living Wage rate as a supplement to the affected posts
from 1st January 2015 (not including apprentices) and to review this payment
on an annual basis
2. To remove Grade 13 from the Council’s pay scales
On 30 October 2015, the Living Wage Foundation announced that the UK Living
Wage had been updated and revised to £8.25 per hour. The Head of Organisational
Development explained that this differed from the National Living Wage which the
Government had announced in July 2015 and which was a compulsory minimum
wage for all staff over 25 years of age. This would be introduced in April 2016 and
would be statutory whereas the UK Living Wage was non-statutory.
The Head of Organisational Development explained that based on the Council’s
current salary scales, the cost of applying a revised supplement to meet the UK
Living Wage rate of £8.35 per hour would be circa £11,560 per annum and 11 posts
would be affected.
The Chairman invited comments:
1. Ms S Tudhope asked whether future Living wage payments would be paid as a
supplement as previously. The Head of Organisational Development confirmed
that they would. Unison had requested this and it could cause equal pay issues if
the base rate rose.
2. Mr A Mitchell queried whether the rate of the Living Wage would continue to be
reviewed on an annual basis. The Head of Organisational Development replied
that it would so that members would remain informed of the cost implications.
The Chairman said that in the longer term, with the National Living wage coming into
effect, the impact would need to be considered as part of the budget process. He
added that the introduction of the National Living Wage could push up suppliers’
costs too.
The Head of Organisational Development explained that if staff were on the NNDC
pay scales then they would be paid the National Living Wage, however, it only
applied to over 25’s. She went onto suggest that one possibility would be to remove
Grade 12, spinal column point 8, as this was already being eroded.
RESOLVED
a) To implement the revised Foundation UK Living Wage of £8.25 to staff in the
Council (excluding apprentices) with effect from the date 1 November 2015 and to
review this on an annual basis
2
11
7.
ANY OTHER BUSINESS
Mr A Mitchell queried the scope and subsequent impact of the shared services
arrangement. Mr P W Moore said that Members were also interested in this. The
Head of Organisational Development replied that it was currently an interim
arrangement.
Mr P W Moore asked whether Unison at Great Yarmouth BC had any views on the
impact of the arrangements. Ms S Tudhope said that discussions were ongoing. The
Head of Organisational Development advised Members that an HR Working Group
meeting, which involved Unison, had taken place at Great Yarmouth BC the previous
day and that it had been agreed that meetings would take place every two months
with a possibility of joint meetings involving both councils.
In response to a further question from Mr Moore as to whether future meetings of the
Joint Staff Consultative Committee could be joint meetings with the equivalent
committee at Great Yarmouth BC, the Chairman replied that it was too early to
decide.
Mr A Mitchell referred to challenges with recruitment to some service areas and he
asked whether an update on the benchmarking work that was being undertaken
could be brought to the next meeting of the Committee. The Head of Organisational
Development replied that it was being done in conjunction with the EELGA and that if
it was ready for the next meeting then it could come forward for discussion. She
added that there were national staff shortages in planning and that the Council had
started to offer a ‘golden hello’ to attract candidates and this had proved successful
and the intention was to take the same approach when recruiting in IT. Mr Mitchell
replied that it was very difficult for staff to continue to do their work well when there
were problems with recruitment. The Head of Organisational Development agreed
and said that there tended to be a ‘churn’ across the eastern region authorities and
this meant that wages could spiral. Mr N Smith said that it had always been a
challenge to attract professional staff to work in Norfolk.
Mr Mitchell said that the recruitment issues were creating a strain on existing staff as
they then needed to backfill any posts that were recruited to. Ms Tudhope added that
‘golden hellos’ could also cause problems as they could trigger resentment and low
staff morale. The Head of Organisational Development replied that the EELGA were
looking at a national project to fast-track candidates but the Council felt that they
could not wait for this scheme to come to fruition and introduced the ‘golden hellos’.
The Chairman reminded members that the Planning service was going through a
business process review (BPR) which would result in a different structure. He
reiterated that it was about improving the processes and workstreams within the
service and was not a cost-saving exercise.
The meeting concluded at 15.28 pm.
_______________
Chairman
3
12
Agenda Item 2__
NORTH NORFOLK BIG SOCIETY FUND GRANTS PANEL
Minutes of the meeting of the Big Society Fund Grants Panel held on Monday 30th
November 2015 at the Council Offices, Holt Road, Cromer at 13.00pm.
Members Present:
Officers in
Attendance:
1.
Mrs J English
Mr J Lee
Mr T FitzPatrick (Chairman) Mr R Reynolds
Mrs P Grove-Jones
Mr Benjamin Jarvis
Mr P W High
The Housing Strategy and Community Development Manager, the
Health and Communities Officer and the Democratic Services Officer
APOLOGIES FOR ABSENCE
None
2.
MINUTES
The minutes of the meeting of the Big Society Fund Grants Panel held on 7th
September 2015 were approved as a correct record.
The Chairman advised Members that he had been made aware that the Cromer
Skate Park Committee may be disbanded. . He suggested that the conditions of the
BSF grant they received were looked.The Health and Communities Officer agreed to
clarify the situation and look at implications in respect of the BSF grant.
3.
DECLARATIONS OF INTEREST
None
4.
CONSIDERATION OF APPLICATIONS TO THE BIG SOCIETY FUND
Deferred applications for decision
The Health and Communities Officer outlined the one deferred application and
updated Members on further developments.
Stalham Brass Band
Stalham Brass Band applied for funding of £15,000 for instruments and uniforms. It
had been deferred at a previous meeting for further evidence of their community
involvement.
Big Society Fund Grants Panel
1
13
30 November 2015
AGREED to recommend
To award funding of £3,000 to purchase new brass instruments.
New applications for decision
There were two applications regarding Facilities & Services and three applications for
Sports & Recreation.
High Kelling Society
The grant applied for was for between £3,000 and £5,000 to purchase portable
staging for the village hall. Members commented that the hall was very well used and
a venue for many functions.
AGREED to recommend
To award funding of £4,199.99 to purchase portable staging
Sheringham Girl Guiding
The charity had applied for a grant between £4,000 and £5,000 for the conversion of
a cupboard to a purpose built level access toilet and shower with a total project cost
of £5,262. The Health and Communities Officer informed Members that it was to
improve the facilities for the various guiding groups and also to enable them to
participate in overnight camping. The headquarters will also be available for hire by
other community groups, this will increase revenue and improve sustainability for the
guides, She added that Sheringham Girl Guiding were using earmarked reserves to
improve the building.
AGREED to recommend
To award funding of £5,000 to provide a toilet and shower area
Happisburgh Hammers Youth Football
The Football club had applied for a grant of £2,000 to £3,000 to purchase football
goals and football kits for the under 9s and under 16s teams.
AGREED to recommend
To award the full amount of £2,300.42 to purchase goals and football kits.
Northrepps Parish Council
The Parish Council were applying for a grant of between £2,903 and £3,675.50 for
the replacement of play equipment identified on ROSPA inspection as having a
limited lifespan as well as for safety surface and repairs to other equipment with a
good lifespan. The total project cost was £14,675.50 and there was a section 106
contribution of £11,000 to cover the other part of the cost.
AGREED to recommend
Big Society Fund Grants Panel
2
14
30 November 2015
To award funding of £3,675.50
North Walsham Gymnastics Club
The club had made an application for funding of between £12,794 and £14,951
towards a project cost of £71,722. The grant was for the club to move into new
premises which needed to be fitted out to meet the needs of the club.
The Health and Communities Officer informed Members that the club had been
running for ten years at the Sports Centre in North Walsham and that there were 150
children on the waiting list. She said that the club could only train people to a certain
level at present and that there was the ambition to move to their own premises to
address this. She said that the club had secured an interest free loan and other
funding and had discussed apprenticeships with local colleges.
AGREED to recommend
To award funding of £9,248.20 for 3 specific pieces of equipment as outlined in the
application subject to evidence that the remaining funding required for the project is
secured and at least a 5 year lease being obtained
5.
MONITORING, PUBLICITY AND FEEDBACK
The panel discussed the grants that were in process including Cromer Tennis Club
whose planning application was in, Sheringham Museum Norfolk Trust who were
close to the amount required and Sculthorpe Parish Council who were awaiting the
judgement on another grant application.
Members were pleased that the Erpingham Leisure Hub had added the Big Society
Fund logo to their training bibs and hoped that the Happisburgh Hammers would do
the same. The Chairman said that the tree planting at Ryburgh had gone well and
that the press had been in attendance.
The panel discussed the end of grant reports and commented that there were a
range of projects that had been supported.
6.
ANY OTHER BUSINESS
Members discussed the Big Society Community Awards as the first ceremony had
taken place in July 2014. They agreed that they should be bi-annual and that the next
ceremony would be in July 2016. Another tour of BSF projects would also take place
in 2016 .
The next meeting was agreed as 7th March 2016
The Meeting closed at 1.40pm
_______________
Chairman
Big Society Fund Grants Panel
3
15
30 November 2015
Agenda Item No____11________
North Norfolk Big Society Fund
Summary:
This report provides an update on the operation of the
Big Society Fund during the last financial year. It also
proposes that a review of the grant process in relation to
Arts development and Community Transport is
undertaken to align it more closely to the Big Society
Fund grant application process.
Conclusions:
The North Norfolk Big Society Fund has successfully
achieved its expected outcomes following its fourth year
of operation. The current management arrangements,
administrative and decision making process are
considered effective. The Fund has enabled a wide
variety of projects to be implemented for the benefit of
communities across North Norfolk.
The value of Arts development and need for Community
Transport services is recognised. A review of the
application process for applying for an Arts development
or community transport grant will be undertaken to
consider whether it should be aligned more closely to
the Big Society Fund application process.
Recommendations:
Cabinet are requested to note the success of the Big
Society Fund and to recommend to Council:
1. That the Big Society Fund grant scheme should
continue at its current level of funding (£225,000)
for another year;
2. That a review of the grant process in relation to
Arts and Community Transport is undertaken to
align it more closely to the Big Society Fund
grant application process;
Reasons for
Recommendations:
To ensure Cabinet are informed about the operation of
the Big Society Fund during its fourth year.
To ensure that NNDC offers a consistent and equitable
application process for all community grants.
16
LIST OF BACKGROUND PAPERS AS REQUIRED BY LAW
(Papers relied on to write the report, which do not contain exempt information and which are not
published elsewhere)
Cabinet Member(s)
Ward(s) affected
Cllr. Tom FitzPatrick
All
Contact Officer, telephone number and email:
Sonia Shuter 01263 516173, sonia.shuter@north-norfolk.gov.uk
1.
Introduction
North Norfolk Big Society Fund
A district with vibrant communities and where healthy lifestyles are accessible
to all is identified as a key priority in North Norfolk District Council’s (NNDC’s)
Corporate Plan 2015 – 2019. The Corporate Plan confirms our commitment to
support local residents and their communities by continuing to operate the Big
Society Fund to meet local needs and aspirations
The North Norfolk Big Society Fund was established in 2012 to help build
strong communities in North Norfolk. Its aim is to help communities to develop
new and innovative projects which will improve their social and economic
wellbeing.
A review of the third year of operation of the North Norfolk Big Society Fund
was presented to Cabinet in March 2015. It concluded that the Fund was
achieving its purpose and has helped a wide variety of valuable community
projects to be implemented, helping to establish and nurture the ethos of ‘the
Big Society’ in North Norfolk.
It was recommended and agreed by Cabinet to continue the Big Society Fund
grant scheme at the current level of funding (£225,000) for another year
The purpose of this annual report is to provide an overview of how the grant
fund has been used and to review its effectiveness.
Arts Development and Community Transport
NNDC’s art development budget of £36,510 is used to make funding awards
to a number of strategic arts organisations that provide arts and cultural
services in North Norfolk. These organisations often use this funding as
leverage to secure funds from a variety of external sources ensuring the value
of the District Council investment is increased significantly.
Unlike the Big Society Fund there is currently no formal publicly advertised
application process for applying for arts development funding. The decision as
to which organisations receive a funding award is made by officers and
notified to the Portfolio Member. The majority of the funding awards have
17
historically been given to the same strategic arts organisations. Requests for
one off arts development grants are submitted throughout the year by a range
of organisations and are funded subject to budget and identified outcomes. A
monitored Investment Agreement with identified outputs and outcomes is put
in place for any organisations in receipt of arts development funding.
NNDC’s community transport budget of £17,000 is used to make funding
awards to a number of community transport providers that provide community
transport services in North Norfolk
Currently there is no formal publicly advertised application process for
applying for a community transport grant. The decision as to which
organisations receive a funding award is made by officers. Funding awards
are given each year to the same community transport organisations upon
receipt of agreed monitoring information.
Whilst the main focus of this report is the annual review of the Big Society
Fund. Information about arts development and community transport funding
has been included to enable Cabinet to recommend to Council that a review
of the process for awarding this funding is undertaken. If agreed a subsequent
report with recommendations would be presented to Cabinet in October.
2.
North Norfolk Big Society Fund Grant Scheme
During its fourth year of operation the Fund has continued to be managed and
administered internally. The grant process includes:

Publicity and promotion of the Big Society Fund

Advising and supporting organisations throughout the application process

Effective communication with Members at all stages of the grant process

Preparing and presenting reports to the BSF Grant Panel

Monitoring of applications awarded funding to ensure projects are
completed in accordance with Fund Terms and Conditions

Managing on going PR and media interest, supporting projects with
publicity and promotion, new releases, opening events etc.
The continued internal management and administration of the fund has
enabled the Council to:

Proactively promote the Big Society Fund as an NNDC initiative

Significantly increase NNDC’s engagement with Town and Parish
Councils, as well voluntary and community groups throughout the whole
of the grant process from pre-application to project implementation and
completion

Provide officers with a greater understanding of the need for projects, the
challenges encountered by applicants and offer appropriate advice and
support
18

Increase local Councillors’ opportunities for engagement in community
initiatives operating in their wards

Maintain effective and regular contact with community organisations
awarded a grants, ensuring their projects progress in accordance with
grant Terms and Conditions

Increase the Council’s role in publicising community projects supported by
the Fund – helping to raise the profile of the community organisation and
the grant-funded project. This helps reinforce NNDC’s role as a
community leader and is a highly effective way of promoting the grant
scheme to attract appropriate future applications.
Overview of proposals submitted / approved 2015/16
The politically balanced, Panel that considers the BSF grant applications is
appointed annually by Full Council and is chaired by the Portfolio holder for
the Big Society. Four Panel meetings have been held so far this financial year
(in June 2015, September 2015, November 2015 and March 2016). This year
35 organisations have made grant applications, totalling £279,013.85, 3
applications were ineligible to be presented by the Panel, 3 applications were
not awarded a grant, 2 applications were deferred pending further information
and 27 were approved (amounting to grant awards totalling £154,438.42)
Last year 61 organisations made BSF grant applications, 16 applications
were ineligible to be presented to the Panel, 8 applications were not awarded
a grant, 1 application was deferred and 36 were approved.
Whilst the number of applications to the Big Society Fund has reduced in the
last year this is predominantly due to a significant reduction in the number of
ineligible applications being made. Organisations are requested to contact
NNDC and discuss their potential project prior to submitting an application.
This has resulted in a reduction in the time spent processing ineligible
applications. In 2014 / 15 26% of applications submitted were ineligible to be
presented to the Panel. In 2015 / 16 this has reduced to 8%. Similarly the
support and advice given to eligible applications prior to submission has
reduced the number of unsuccessful applications. In 2014 / 15 only 59% of
applications were successful. In 2015 / 16 this increased to 77%.
Since the Fund started in 2012, 67 parishes have received at least one BSF
grant. Proactive work has been undertaken in the last year to encourage
Parishes that have not previously been awarded a BSF to apply. In the last
year 5 Parishes who had not previously received funding made a successful
grant application.
19
Type of Organisation Applying to Big Society Fund 2015-2016
Village
Hall/Playing
Field
8%
Voluntary
Organisation
3%
Community Club
11%
Community
Group
17%
Parish Council
26%
Company
Interest
Company
3%
Parish/
Community
Church
3%
Not for profit
Company
Limited by
Local Charity Guarantee
3%
23%
National Charity
3%
The vast majority of successful grant applications continue to relate to improvements
to village halls or other community buildings, play equipment, sport and recreational
facilities. These generally match the purpose of the fund as they are able to clearly
demonstrate benefit to the wider community.
Number of Successful Applications (by Theme Supported by
the Big Society Grant Fund 2015-16
Sports &
Recreation
13
Facilities &
Services
10
Cultural
Initiatives
4
20
Value of Grants Awarded 2015-16
£10,000 £15,000
6
Totalling
£77,999.00
Less than £5,000
14
Totalling
£32,787.49
£5,000 - £9,999
7
Totalling
£46,651.93
Review of the application process and procedures
A number of applications were being submitted for projects whose aim met
the objectives of the BSF but the purpose for which the grant would be used
e.g. staff salaries, core revenue costs was not supported. With the agreement
of the Chair of the Big Society Fund minor amendments have been made to
the Prospectus in the last year to help clarify eligibility.
In response to feedback from grant applicants the BSF application and end of
grant forms are now available electronically.
The Big Society Fund was examined as part of an internal audit of
Community support activities in November 2014 resulting in an “adequate
assurance”. The internal audit did however give rise to one recommendation:
“A detailed policy should be produced and approved that supports the
monitoring of grant expenditure that allows the Council to reclaim
grants in situations where the terms and conditions of the grants have
been breached. If the grant is spent in breach of the terms and
conditions agreed, there is a risk that the Council is unable to recover
the grant already spent.”
In response to this, in August 2015 a Big Society Fund Grant Recovery Policy
was written which has been approved by Internal Audit and is now being used
for all approved grants.
3.
Summary
The Big Society Fund is widely promoted across North Norfolk through a range of
medium and continues to achieve its aim of helping build strong communities in
North Norfolk and demonstrates NNDC’s priority in the Corporate Plan for a
district with vibrant communities and where healthy lifestyles are accessible to all.
21
Feedback from Members who attend project opening events and the End of
Grant reports submitted when a project has been completed clearly demonstrate
the value and benefit of the BSF and the difference funded projects are making to
their local communities.
The importance of the BSF is highlighted by many organisations who continue to
report that access to grant funding has reduced both locally and nationally. As an
example the Norfolk Community Foundation manages thirty seven grants
applicable to the North Norfolk area but currently only nine are open for
applications. Therefore the BSF which offers grants of up to £15,000 is probably
the most significant generic fund available within North Norfolk.
4.
.Financial Implications and Risks
Funding to implement the recommendations set out in this report is already
accounted for in the Budget.
5.
Sustainability
The provision set out in this report take account of sustainability and are
aimed around supporting the overall sustainability of local communities.
6.
Equality and Diversity
The recommendation to review the application process for arts development
and community transport grants to bring it in line with the BSF would result in
a more equitable, open and transparent process.
7.
Section 17 Crime and Disorder considerations
There are no crime and disorder implications
22
Agenda Item No____12________
Business Transformation
IT Apprentices – Software Development
Project Manager – contract extension
Summary:
This report seeks the release of funding from reserves
allocated for Digital Transformation, to allow the
provision of two Level 3 Apprenticeships in Software
Development within the IT Service and for an extension
to the BPR Project Manager post.
Options considered:
There are no suitable alternatives except for permanent
staffing which, given the current recruitment difficulties
and the changing nature of the Digital Transformation
Programme, are not considered to be the best option at
this time.
Conclusion:
The provision of two Level 3 Apprentice posts will
provide additional capacity within the Applications
Management Section of the IT Service to support
business as usual and IT development activities arising
from the Digital Transformation Programme.
The extension of the Project Manager post contract for
the implementation of the outcomes of the Planning
Service Business Process Review (BPR) will enable the
project to be completed and the next review to be
moved forward.
Recommendations:
1. That Cabinet approves the release of £60,000
from the Restructuring and Invest to Save
Reserve to allow the creation of two, Level 3
Software Development Apprenticeships.
2. That Cabinet approves the release of £26,998
from the Restructuring and Invest to Save
Reserve to extend the contract for the BPR
Project Manager by 9 months, to 31 December
2016.
Reasons for
Recommendations:
To provide the capacity and skills to support the Digital
Transformation Programme.
23
Cabinet Member(s)
Ward(s) affected
Cllr T FitzPatrick
All
Contact Officer, telephone number and email:
Sean Kelly, 01263 516276, sean.kelly@north-norfolk.gov.uk
Nick Baker, 01263 516221, nick.baker@north-norfolk.gov.uk
1.
Introduction
1.1
Members will recall that in the Digital Transformation Programme which
Cabinet approved in 2013, it was identified that further reports would be
brought to Cabinet as the work-streams within the programme were
developed.
1.2
The Council is committed to improving services and, at the same time, deliver
savings, and the Digital Transformation Programme was developed to provide
digital change to enable this.
1.3
A key part of the Channel Shift of service access to the Council’s website
requires a significant number of web forms to be developed and integrated
with back office IT systems. It has been identified that there is insufficient staff
capacity to progress this as rapidly as required for the programme. The skills
required for much of this work are suitable for entry level software developers.
1.4
Software apprenticeships offer a suitable way to access the appropriate
skills in a way which also supports the development of skills and jobs in the
local community.
1.5
The Project Manager post for the Planning BPR has made substantial
progress since the project was commenced in autumn 2015. The project has
been more complex than anticipated and has also suffered from delays.
2.
Background and Current Position
2.1
The Applications Management team currently consists of 5 FTE’s involved in
applications management and software development across all of the
Council’s service software and systems.
2.2
The Digital Transformation and the associated Business Process Review is
identifying the need for a large number of web forms and other software to be
created, updated and maintained. This will enable back office software to be
more fully integrated with the website, thus enabling customers to self-serve.
2.3
The skills required for a significant quantity of this work are entry level
software development and support skills which are commensurate with those
that can be readily achieved by software development apprentices. The
provision of apprentice level opportunities to North Norfolk residents is a
Council objective
2.4
The Planning BPR and the implementation of the changes it has driven is
progressing well and some of the anticipated savings are already being
realised. However, there have been delays in the project caused by a number
24
of factors, including the development of the original business case and the
lack of third party support for development and integration of software
systems. It has also been necessary to extend some of the anticipated work
in terms of Human Resources.
In addition, there are many benefits starting to accrue in the Planning BPR
from digital foundation work which will then not need to be replicated in future
reviews.
2.5
It is therefore necessary to extend the contract term of the post holder to
maintain the delivery of the implementation project. In addition, this will allow
us to bring forward commencement of the next service review, once this is
confirmed in June of this year. In turn, this extension requires funding from
the reserve covering the Digital Transformation Programme.
3.
Proposal
3.1
To provide additional entry level software development capacity and skills,
two Level 3, two year apprenticeship posts will be established. The
apprentices will be placed alongside existing skilled and experienced Council
IT staff who will act as mentors.
The apprentices will undergo formal, externally provided training, which will
result in them gaining accredited technical qualifications and skills.
3.2
Recruitment processes will ensure apprenticeships are advertised in a
manner to encourage suitable local residents to apply, and the Council has
had wider success at entry level staff in recent times.
3.3
With regard to the Project Manager post, this would be extended to 31
December 2016, allowing the Planning BPR Implementation to be completed
and the next service BPR to be commenced and progressed within the period
concerned. Whilst the next BPR has not been finalised, and will be subject to
confirmation in June this year, it is anticipated that this will much less complex
than the project for Planning. In addition, many of the foundation blocks will
already be in place from the Planning BPR.
4.
Financial Implications and Risks
4.1
Financial
4.1.1 Costs for the proposed apprenticeships will be approximately £60,000 and for
the Project Manager post, £26,998, inclusive of employee related on-costs.
4.1.2 Both of these can be accommodated within the previously identified, Digital
Transformation funding provision contained within the Restructuring and
Invest to Save Reserve.
4.2
Risk
4.2.1
If not recruited to, the lack of the additional capacity and skills will delay the
realisation of the business benefits arising from the Digital Transformation
Programme.
25
4.2.2
If the project manager post is not extended, the Planning BPR will take still
longer, and the next review will not be commenced; again this will lead to not
being able to realise the planned benefits from the Programme.
5
Equality and Diversity
There are no equality and diversity issues arising from this report.
6
Section 17 Crime and Disorder considerations
There are no section 17 implications.
7
Sustainability
This report has no sustainability implications.
8
Conclusions
8.1
The provision of two Level 3 Apprentice posts will provide additional capacity
within the Applications Management Section of the IT Service to support
business as usual and IT development activities arising from the Digital
Transformation Programme.
8.2
The extension of the Project Manager post for the implementation of the
outcomes of the Planning Service Business Process Review (BPR) will
enable the project to be completed and the next review to be moved forward.
26