Agenda and draft minutes

The Council observed a minute silence to mark the death of former Councillor Stephen Williams, who had died peacefully in his sleep on 16 July 2024.  He had served as a District Councillor at South Holland District Council for 8 years between 2003 – 2011, representing the Spalding St Pauls ward.

To sign as a correct record the minutes of the meeting held on 31 July 2024 (copy enclosed). 

Consideration was given to the minutes of Full Council held on 31 July 2024.

Members also agreed that there was no requirement to discuss the content of the exempt minutes from the meeting of Full Council on 31 July 2024, included later in the agenda.

DECISION:

a)    That the minutes of the meeting of Full Council on 31 July 2024 be signed as a correct record; and

b)    That the exempt minutes from the meeting of Full Council on 31 July 2024 be signed as a correct record.

(Where a Councillor has a Disclosable Pecuniary Interest the Councillor must declare the interest to the meeting and leave the room without participating in any discussion or making a statement on the item, except where a Councillor is permitted to remain as a result of a grant of dispensation.)

There were none.

The Chairman had been busy with many events over the summer and reminded members that details of events that he had attended as Chairman could be viewed under the Chairman’s Log on the Council website.

The Chairman thanked all members that had attended the Civic Service in Moulton at the weekend – the event had been very successful.

The Chairman also thanked those members that had contributed from their member budgets towards the Christmas event – this would allow children to see Santa for free, and to receive a gift.

Any further Chairman’s events would be announced in due course.

The Leader made the following announcement(s):

The Leader advised that he and the Deputy Leader, Councillor Redgate had been invited to a UK Fresh Produce network event at the House of Lords on Monday night.  The event had been supported by the UK Shared Prosperity Fund to support local businesses and key sectors.  Over 180 distinguished guests had been in attendance, including 60 country ambassadors, Lords, MPs, and leading agricultural representatives from 21 different countries.

·       Through our Grants4Growth we provided £343,819 in grant support to South Holland businesses and will have provided £1.9million in direct private and public financial investment in the South Holland economy by March 2025, and £4.6million across the Partnership.

·       Across the UKSPF Programme in South Holland, 217 businesses had received technical growth advice since Autumn 2023, usually in the form of a high-quality business Growth Action Plan, led by an experienced business advisor. 32 businesses across South Holland had already reported immediate improvements to productivity.

·       12 businesses across SHDC had reported that UKSPF had immediately assisted them in accessing new export markets.

·       Across the Partnership it was anticipated that by March 2025, 9% of the local business base would have received a grant or technical advice from the UK Shared Prosperity Fund. Bearing in mind the programme started less than 18 months ago, that was quite an achievement compared with previous models of business support.

Naturally, with government reviewing the future of this funding, it was important to highlight the considerable success of UKSPF right across the District and across the partnership. It was one of the best performing in the UK.

The Leader announced the results to the recently held Waste consultation, and the way forward:

·       At its close, the consultation had received 8576 responses with 49% favouring wheelie bins, and 51% favouring the continued use of black bags;

·       52% of respondents felt that wheelie bins would not improve the service and 48% felt it would;

·       79% of respondents would like to do more recycling;

·       79% of respondents were satisfied with the service, and there were many compliments made about the collection teams;

·       The Leader still had to see the full detail of the report however to clarify timelines around the way forward, no changes would be made until the statutory food waste collection was implemented in March 2026 - any changes would be phased in after that;

·       The reason for this timeframe was that a long lead-in time would be required as every Council across the country was having to purchase new vehicles to accommodate the food waste collection scheme, and the current lead-in time for purchasing new vehicles was currently 11 months; 

·       In the immediate future, a full appraisal of the report would be undertaken, with at least 6-7 costed options to be developed, with a view to considering what vehicles may be required to provide the optimum service and best options for increasing recycling.   This would be discussed informally by the Cabinet and then brought  ...  view the full minutes text for item 42.

The following questions on notice were received from Councillor P Barnes.  Responses were provided by either the Portfolio Holder for Public Protection or the Portfolio Holder for Environmental Services, as indicated below.

Councillor Barnes was entitled to ask one Supplementary Question to each Question on Notice, without notice (this should be a question and not a statement).  Where a Supplementary Question was asked, the question and the response is detailed under the relevant question.

Subject:  Fly Tipping in South Holland

Could you please provide the following information - for the period 1 April 2024 to 31 August 2024

1.     How many fly tipping incidents have been reported in South Holland in this period?

Response the Portfolio Holder for Environmental Services:

768

·       Supplementary Question:  Could the Portfolio Holder provide a breakdown of what areas the 768 incidents occurred?

·       Response: The Portfolio Holder for Environmental Services could not provide the information immediately but would provide it in due course.

2.    How many fly tipping incidents have been cleared by Waste Services?

Response the Portfolio Holder for Environmental Services:

768

·       No Supplementary Question was asked.

3.    What was the average time taken by Waste Services to clear the rubbish?

Response the Portfolio Holder for Environmental Services:

2.4 days

·       Supplementary Question: What training had been given to operatives to search through fly-tipped items?

·       Response: The Portfolio Holder for Environment Services advised that the response indicated the time it took to clear the rubbish.  The searching of fly-tipping to gather evidence fell within the remit of the Portfolio Holder for Public Protection

·       The Chairman clarified that this question could not be answered as it did not relate to the original question asked.

4.    How many fly tipping incidents have been attended by Officers/ Kingdom to seek evidence?

Response the Portfolio Holder for Public Protection:

Kingdom have been tasked to attend 59 reported fly tips during this period. A triage process is used to ensure that investigation resources are directed to fly-tips where it is known or suspected that evidence is available.  Therefore, not all fly-tips will require attendance by enforcement officers, for example tyres or sofas. Whilst not attended by enforcement officers, these may still be investigated. Collection crews are also familiar with evidence handling procedures. Should evidence be identified on collection, this is passed through to the enforcement team for investigation.

·       Supplementary Question: Did the Portfolio Holder consider that the percentage of investigations (only 59 investigations out of the 768 reported) was low?

·       Response:  The Portfolio Holder for Public Protection did not accept that it was low.  Those that were not inspected included fly tips involving specific items e.g. tyres, asbestos etc, and relevant firms would be engaged to clear these items.  Those that could be inspected were directed to the enforcement team and inspections undertaken.

5.    What locations did they visit and how soon after the fly tipping report was submitted?

Response the Portfolio Holder for Public Protection:

Areas where reported fly-tips were  ...  view the full minutes text for item 43.

Question to: Councillor E Sneath

Question from: Councillor Gibson

Subject:  Memorial for Pilot Officer George Furness

Councillor Gibson asked what had happened to the memorial for Pilot Officer George Furness, and when would it be reinstated?  Councillor E Sneath responded that it was currently in storage to prevent damage during ongoing works.  She was discussing the way forward with officers at the County Council and it was likely that it would be replaced, and possibly rebuilt in a stronger form.

Question to: Councillor Casson

Question from: Councillor Barnes

Subject:   Progress on reported fly tipping incident

Councillor Barnes commented that he had reported an incidence of fly- tipping in August and had requested that the officer keep him advised on progress.  It had taken until 25 September to receive a final response, following a number of further requests.  He asked that progress updates be provided more promptly. Councillor Casson apologised for the delay and agreed that responses should be dealt with more quickly in the future.  He would liaise with the section concerned.

Question to: Councillor Casson

Question from: Councillor Sheard

Subject: Incorrect fly-tipping notice issued

Councillor Sheard commented that The Wombles had reported an incidence of fly tipping in May, and that that the details had been passed to Kingdom.  A Fixed Penalty Notice (FPN) had been issued and the matter resolved however it had then transpired that it had been issued to the wrong person.  Could reassurance be provided from the Portfolio Holder and from Kingdom that the processes that Kingdom had in place for the issue of FPNs was robust and efficient.  Councillor Casson responded that he could not comment on individual cases and that the issue of FPNs fell under Kingdom’s responsibility.  He would make inquiries with Kingdom regarding the situation.

Question to: Councillor Casson

Question from: Councillor Eldridge

Subject: Dog control measures

Councillor Eldridge commented that a consultation exercise was being undertaken regarding new dog control measures across the district.  Could feedback on progress be provided and if the measures were ultimately approved and Kingdom were advised of dog fouling hot spots, that they would be attended to.  Councillor Casson did not have up to date figures however, as at 20 September, 332 responses had been received and many appeared in favour of the proposals.  A report would be considered by the Cabinet in November and if approved, signs would need to be erected and enforcement would commence in February 2025.

Question to: Councillor Taylor

Question from: Councillor J Le Sage

Subject: Seating areas in Spalding

Councillor J Le Sage commented that work on four seating areas in Spalding had been due to start in August and asked for an update on progress.  Councillor Taylor advised that the work was due to start in mid-October, after the Pumpkin Festival had been held, and before Christmas activities.

Question to: Councillor Worth

Question from: Councillor Wilkinson

Subject: Affect of road closures on school transport

Councillor Wilkinson commented that due to road closures, there had been transport delays affecting  ...  view the full minutes text for item 44.

To receive the minutes of the following Committees and Panels:-

a)    Policy Development Panel - 25 June 2024

b)    Governance and Audit Committee - 18 July 2024

c)     Performance Monitoring Panel - 23 July 2024

d)    Planning Committee - 4 September 2024

e)    Special Policy Development Panel - 9 September 2024

f)      Licensing Committee - 10 September 2024

g)    Committee of the Licensing Authority - 10 September 2024

The minutes of the following Committees and Panels were noted:

·       Policy Development Panel – 25 June 2024

·       Governance and Audit Committee – 18 July 2024

·       Performance Monitoring Panel – 23 July 2024

·       Planning Committee – 4 September 2024

·       Special Policy Development Panel – 9 September 2024

·       Licensing Committee – 10 September 2024

·       Committee of the Licensing Authority – 10 September 2024

Consideration was given to the Key Decision Plan.

·       Councillor Hutchinson noted that the decision regarding ‘Land in Holbeach’ was due to have been made a few days ago.  Was there an update on this?

o   Councillor Worth advised that this decision had been moved back a month and that she would be advised of the position as Councillor for that ward in due course.

DECISION:

That the Key Decision Plan be noted.

To consider the recommendations of the Cabinet in respect of:

·       2024/25 Quarter One Finance update (Cabinet minute 28) (Cabinet agenda item 9)

Consideration was given to the report of the Cabinet which sought approval for the Cabinet’s recommendations.

2024/25 Quarter One Finance update

The Portfolio Holder – Finance presented the report which had been presented and discussed fully at Cabinet.  The following salient points were raised:

·       It was pleasing to see that the report had been published in a timely fashion, allowing members the opportunity to consider the content;

·       This year, like previous years, was challenging – the main issue of concern was the annual pay award which had not yet been announced.  There was a possibility that this may impact on the forecast outturn position, if it was greater than the budgeted 3.5%;

·       The Authority had received the allocation of £335,000 from the Government in respect of the IDB levy pressures for 2024/25 – this had now been embedded within the Q1 forecast and in the efficiencies table.  Whilst the payment was welcome, it did not ultimately resolve the problem and work still needed to be undertaken;

·       General Fund – the revenue outturn forecasted overspend currently for the year end was £67,000 – all officers and Portfolio Holders were looking closely at efficiencies to bring this down.  The overspend was largely coming from areas such as Neighbourhoods, with staffing pressures around the recycling and refuse services:

·       Good returns were being seen on the Council’s investments – the Council was ahead of budget on this;

·       Table 1b illustrated additions to the Revenue Budget – this would be updated throughout the year allowing for things such as Decision Notices and Delegated Decisions;

·       Savings target of £831,000 – to date 55% of this had been achieved;

·       Section 2.3 detailed the HRA revenue budget. Instead of the usual Quarter 1 forecast, the report proposed a budget reset for the Cabinet to consider and refer to Full Council for approval. The HRA revenue budget was under extreme pressure with compounding demands from service pressures, hyperinflation, ageing components, greater publicity of the responsibility of social landlords, and increased reports of Damp, Condensation and Mould. The proposed budget included a net movement of £346,000, resulting in a £192,000 surplus for the year, including an associated reserve withdrawal

DECISION:

That an amended 2024/25 budget for the Housing Revenue Account (HRA), with a surplus of £192,000 including an associated reserve withdrawal be approved, as detailed in Table 3 (Appendix B of the Council report and originally Appendix A to the Cabinet report).

The following motion has been received under Standing Order 8:

Motion: Preservation of Fenland Landscape and Recognition of South Holland as a Critical Food Producing Area

This Council notes:

1)    The unique and valuable characteristics of the Fenland landscape within the District of South Holland, which not only provides a distinct natural heritage, but also contributes significantly to local biodiversity and the identity of our area.

2)    The critical role that South Holland plays as a key food-producing area, supporting both local and national food security, and contributing significantly to the agricultural economy.

3)    The potential impacts of national significant infrastructure projects planned for our area, specifically those related to energy generation and distribution at significant scale, which threaten to disrupt and alter our valuable landscape.

This Council believes:

1)    That it is essential to preserve the Fenland landscape to maintain its ecological balance, scenic beauty, and historical significance.

2)    That protecting our agricultural lands is vital for the continued prosperity of local farmers and the broader agricultural industry, ensuring ongoing food production capacity and the nationally significant role that our area plays in feeding the country.

3)    That any development or infrastructure project within our district must be carefully planned and executed to minimize adverse impacts on our landscape and agricultural productivity.

This Council:

1)    Urges the relevant national authorities and infrastructure project planners to recognize the importance of the Fenland landscape and South Holland’s role as a food-producing area.

2)    Advocates for the implementation of mitigation strategies to minimize the visual and ecological impact of infrastructure developments, including the consideration of alternative technologies and routing options.

3)    Encourages local stakeholders and residents, to engage in consultation processes to ensure their voices are heard and their concerns addressed in the planning and development processes.

4)    Recognises initiatives that promote the sustainable development of energy infrastructure while balancing the need to preserve our natural and agricultural heritage.

5)    Supports collaboration with other local authorities, including our partners within the South and East Lincolnshire Council’s Partnership, to present a united front in the protection of our landscapes and agricultural interests.

By passing this motion, we reaffirm our commitment to safeguarding the Fenland landscape and ensuring the sustainability and productivity of South Holland as a vital food-producing area for the benefit of current and future generations.

Proposer: Councillor Laura Eldridge

In accordance with the Constitution the following motion was received under Standing Order 8:

Motion: Preservation of Fenland Landscape and Recognition of South Holland as a Critical Food Producing Area

This Council notes:

1)    The unique and valuable characteristics of the Fenland landscape within the District of South Holland, which not only provides a distinct natural heritage, but also contributes significantly to local biodiversity and the identity of our area.

2)    The critical role that South Holland plays as a key food-producing area, supporting both local and national food security, and contributing significantly to the agricultural economy.

3)    The potential impacts of national significant infrastructure projects planned for our area, specifically those related to energy generation and distribution at significant scale, which threaten to disrupt and alter our valuable landscape.

This Council believes:

1)    That it is essential to preserve the Fenland landscape to maintain its ecological balance, scenic beauty, and historical significance.

2)    That protecting our agricultural lands is vital for the continued prosperity of local farmers and the broader agricultural industry, ensuring ongoing food production capacity and the nationally significant role that our area plays in feeding the country.

3)    That any development or infrastructure project within our district must be carefully planned and executed to minimize adverse impacts on our landscape and agricultural productivity.

This Council:

1)    Urges the relevant national authorities and infrastructure project planners to recognize the importance of the Fenland landscape and South Holland’s role as a food-producing area.

2)    Advocates for the implementation of mitigation strategies to minimize the visual and ecological impact of infrastructure developments, including the consideration of alternative technologies and routing options.

3)    Encourages local stakeholders and residents, to engage in consultation processes to ensure their voices are heard and their concerns addressed in the planning and development processes.

4)    Recognises initiatives that promote the sustainable development of energy infrastructure while balancing the need to preserve our natural and agricultural heritage.

5)    Supports collaboration with other local authorities, including our partners within the South and East Lincolnshire Council’s Partnership, to present a united front in the protection of our landscapes and agricultural interests.

By passing this motion, we reaffirm our commitment to safeguarding the Fenland landscape and ensuring the sustainability and productivity of South Holland as a vital food-producing area for the benefit of current and future generations.

The Chairman invited Councillor Eldridge, as author of the motion to address the Council.  Councillor Eldridge spoke as follows:

South Holland was currently faced with the threat of multiple National Significant Infrastructure Projects (NSIPs), which, if granted, would remove colossal swathes of land from crop production. Whilst these projects are described as being temporary in nature, their 40-year presence is a significant part of anyone’s lifetime. Pylons have a lifespan of approximately 80 years, but their presence is likely to be indefinite along with that of the associated sub-stations. 

Land in South Holland is classified as the Best and Most Versatile (BMV) land in the country, something that should not be understated.  ...  view the full minutes text for item 48.

Six monthly update on Partnership performance (report of the Assistant Director – Corporate enclosed).

Consideration was given to the report of the Assistant Director – Corporate which presented a six-monthly update on Partnership performance.

The Leader of the Council presented the report.

DECISION:

a)    That progress of the Alignment and Delivery Plan 2024/25 (section 2) be noted;

b)    That the Peer Challenge update (section3) be noted;

c)    That the updates from the Priority Partnerships (section 4) be noted)

d)    That the Partnership Scrutiny update (section 5) be noted.

To receive the Overview and Scrutiny Annual Report 2023/24 (report of the Assistant Director – Governance (Monitoring Officer) enclosed).

Consideration was given to the report of the Assistant Director – Governance (Monitoring Officer) which asked Council to receive the Overview and Scrutiny Annual Report 2023/24.

The Chairman of the Performance Monitoring Panel and the Chairman of the Policy Development Panel presented the report.

·       The Chairman of the Performance Monitoring Panel thanked all involved over the period including officers, members and outside contributors.  He also commented that as a critical friend of the Authority, the Performance Monitoring Panel could return more benefit if Portfolio Holders, the Executive and officers used the Panel more in a pre-scrutiny capacity.

·       The Chairman of the Policy Development Panel reiterated his thanks to the Panel for its work.

Councillor Worth thanked both Panels for the work they undertook.  It was an important part of the Council’s work, and it was beneficial for Cabinet to have issues scrutinised prior to their consideration of matters.  He also took on board the suggestion by the Chairman of the Performance Monitoring Panel regarding the benefit of pre-decision scrutiny.

DECISION:

That the Overview and Scrutiny Annual Report 2023/24 be received.

To receive the Governance and Audit Annual Report 2023/24 (report of the Assistant Director – Governance (Monitoring Officer) enclosed).

Consideration was given to the report of the Assistant Director – Governance (Monitoring Officer) which asked Council to receive the Governance and Audit Annual Report 2023/24.

The Chairman of the Governance and Audit Committee presented the report.  He thanked all officers who supported the work of the Governance and Audit Committee and for preparing the report.  He also thanked the Committee for their dedication.  Finally, he advised that two lay members to the Governance and Audit Committee had recently been appointed.

DECISION:

That the Governance and Audit Annual Report 2023/24 be received.

To receive, from political groups, nominations for any changes to Committees and other seats and to consider any proposed changes to the Constitution.

The following proposed committee change was reported to Council:

·       Councillor A Harrison to be appointed to the Governance and Audit Committee, taking the position vacated by Councillor Chapman at the last meeting.

DECISION:

That Councillor A Harrison be appointed to the Governance and Audit Committee.

There were none.