Agenda and minutes

Apologies for absence were received from or on behalf of Councillors C J Lawton, M D Seymour and A C Tennant,

To sign as a correct record the minutes of the meeting held on 18^th September 2019   (copy enclosed).

That the minutes of the meeting held on 18^th September 2019 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.)

The Leader of the Council, Lord Porter of Spalding, declared an interest in relation to items 9b, 9c and 19-21 of the agenda and left the meeting during consideration thereof.

There were none.

There were none.

There were none.

Question to: Leader of the Council

Question from: Councillor Newton

Subject: Thanks to staff

Councillor Newton asked the Leader whether he agreed with her that  staff should be thanked where they had recently been working outside, including refuse collectors and drainage board staff in order to minimise weather related issues in the community.

Lord Porter responded that he agreed wholeheartedly with Councillor Newton.

DECISION:

That the minutes be received.

DECISION:

That the minutes be received.

DECISION:

That the minutes be received.

DECISION:

That the minutes be received.

To consider any recommendations of the Cabinet in respect of:

a)    2019/20 Financial Report Quarter 2 - To provide information on the forecast full year financial position of the Council at 30 September 2019 (Cabinet minute 44/19) (Cabinet agenda item 11);

b)    Acquisition of market dwellings to provide new affordable housing for the HRA - To provide details of the acquisition of seven open market houses on a development site within the district, to be provided as affordable housing (Cabinet minute 49) (Cabinet agenda item 17);

c)    Acquisition of New Affordable Homes for the Housing Revenue Account - To set out the details of the potential for the council to acquire 13 units of Affordable Rent tenure housing and 6 units of Shared Ownership on a development site in the district (Cabinet minute 50) (Cabinet agenda item 18).

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

a)     2019/20 Financial Report Quarter 2 – To provide information on the forecast full year financial position of the Council at 30 September 2019 (Cabinet minute 44/19) (Cabinet agenda item 11)

The Portfolio Holder – Finance introduced the report and asked members to note the following:

There was a forecast net overspend in the General Fund of £541,000.

There continued to be an increase in temporary accommodation spending as a result of the Homelessness Reduction Act 2018 of £280,000 year to date.

Income from Planning Applications was down by £300,000.

HRA is forecasting a £45,000 increase in its surplus budget.

General fund reserves were forecasting an overall decrease of £4.5 million as a result of funding the Planned General Fund Capital Programme.  The General Fund Reserve Balance remains at £2 million. The HRA General Reserve balance is forecasting an overall decrease of £5.7 million.

The Treasury Management briefing was well received with interest earned on investments at £223,000.

DECISION:

That the Housing Revenue Account Capital Programme be approved as set out in table 7 of Appendix A (of report to Cabinet 29 October 2019).

Lord Porter left the Chamber at 18.53.

b)     Acquisition of market dwellings to provide new affordable housing for the HRA – To provide details of the acquisition of seven open market houses on a development site within the district, to be provided as affordable housing (Cabinet minute 49) (Cabinet agenda item 17)

Councillor Drury introduced the report.  The appendices featured in this item were linked to the report of Agenda Item 9b. It was agreed that the item be considered in exempt session.

c)     Acquisition of New Affordable Homes for the Housing Revenue Account – To set out the details of the potential for the council to acquire 13 units of Affordable Rent tenure housing and 6 units of Shared Ownership on a development site in the district (Cabinet minute 50) (Cabinet agenda item 18).

Councillor Drury introduced the report.  The appendices featured in this item were linked to the report of Agenda Item 9c. It was agreed that the item be considered in exempt session.

Lord Porter returned to the Chamber at 18.57.

Consideration was given to the Key Decision Plan.

Councillor Taylor advised that the first item at the top of page 78 of the report was a mistake and should not be in the document.

DECISION:

That the Key Decision Plan be received

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To consider variations to the Constitution relating to (a) the definition of Deputy Chief Officer (b) shareholder / trustee issues (c) contracts (d) delegations to officers relating to Contract Procedure Rules (e) vacation of office by failure to attend meetings (report of the Monitoring Officer enclosed).

Consideration was given to the report of the Monitoring Officer for variations to the Constitution relating to:

1.    The definition of the Deputy Chief Officer

2.    Shareholder/trustee issues

3.    Contracts

4.    Delegations to officers relating to Contract Procedure Rules

5.    Vacation of office by failure to attend meetings

DECISION:

1)    Definition of Deputy Chief Officers to include Place Manager

·      that the definition of Deputy Chief Officers in the glossary to the Constitution be amended by the addition of the words "and the Place Manager" at the end of the definition; and

·      that the terms of reference of the Joint Appointments and Disciplinary Committee and the Joint Appointments and Disciplinary Appeals Committee be amended as shown in Appendix A; and

·      that Part 3 Section D (Delegations to Committees) of the Constitution and Standing Orders nos. 38, 57, 59 and 61 be amended as shown in Appendix B. 

2)    Shareholder/trustee issues - that the list of functions exercised by the Cabinet detailed at Part 3 Section D (Delegations to Committees) of the Constitution be amended as detailed in paragraph 2.5

3)    Contracts - signing of contracts / entering into contracts as deeds – that Article 13, Standing Order no. 49 and Contract Procedure Rule 18.2 be amended in accordance with Appendix C.

4)    Contract Procedure Rules - delegation to vary or waive the Rules – that Contract Procedure Rule 3.2 and the Log of Delegations to Officers be amended as shown in Appendix D.

5)    Vacation of office by failure to attend meetings - that Standing Order no. 56 be amended as shown in Appendix E.

To provide an update of the treasury management position of the Council as at 30th September 2019 (report of the Executive Director Commercialisation (S151 Officer) enclosed).

Consideration was given to the report of the Executive Director Commercialisation (S151 Officer) which sought approval for  recommendations:

Mid Term Treasury Report 2019/20 – To provide an update of the treasury management position of the Council as of 30 September 2019

The Portfolio Holder – Finance introduced the report and asked members to note the following key points:

29 October 2019 a proposed Protocol was agreed in relation to the South Holland Community Reserve of £500,000 which will be used to provide loans to Parish Councils for capital works and/or projects.  It was recommended to amend the Treasury Management Strategy Statement to add this to the initiative.

The Council held £44 million of investments.

The performance of the Council’s budgeted investment return for 2019/20 is in line with the profiled budget.

The Council has borrowings of £67 million in respect of the Housing Revenue Account self-financing settlement.

In October 2019 the PWLB announced an increase of 1% on all new borrowing.

DECISION:

That the report be received.

To approve the new honorarium policy (report of the Portfolio Holder, Governance and Customer and the Executive Director Strategy and Governance enclosed).

Consideration was given to the report of the Portfolio Holder, Governance and Customer and the Executive Director Strategy & Governance.

The Portfolio Holder – Governance and Customer introduced the report to approve the honorarium policy.  The Portfolio Holder informed Council that the new policy developed for the purpose of rewarding staff in a one off payment between £100 and £500 via payroll for undertaking a project or piece of work beyond that expected of the job role.

The Portfolio Holder further informed Council that the requests would be considered at 2 points in the year (February and September) and all Managers would be notified of the timescales for the submissions.  The policy had been considered by the Performance Development Panel.

DECISION:

That the honorarium policy be approved, subject to receiving formal sign off from the unions.

Claire Burton left the meeting at 19.08

To outline the proposed three-year plan of improvements for Holbeach and Spalding that can be delivered to enhance the town centres and provide future opportunities (report of the Deputy Leader of Cabinet and Council and the Deputy Leader of the Cabinet enclosed).

Consideration was given to the report of the Deputy Leader of Cabinet & Council and the Deputy Leader of Cabinet.

The Deputy Leader of Cabinet & Council and the Deputy Leader of Cabinet introduced the report on the Holbeach and Spalding Town Improvement works which outlined the proposed three year plan of improvements for Holbeach and Spalding.

The Deputy Leader of Cabinet & Council informed Members that a huge amount of work has gone into the proposal for Holbeach to look at what could be done to improve the town centre. The Deputy Leader of Cabinet & Council also explained that the town centre landscape has changed rapidly. Work was being carried out in relation to the Roundabout at the A17, the development of the Food Enterprise Zone (FEZ) and various retail surveys and management analysis which were being carried out.

Members were informed that SHDC had submitted an expression of interest to the Future High Streets Fund and had been awarded £150,000 to develop a detailed business case, which would seek to secure capital funding in the region of £5-£10 million.

The Deputy Leader of Cabinet informed Members that as part of the proposal, the team would be looking to add a fixed term post for 3 years to ensure that the work is done. Members were told that Holbeach and Spalding were facing challenges and there was a need to establish a track record of data so that government funds could be applied for to be ready for opportunities.

Members debated the impact of rising car parking charges in the Town centre and how this would affect visitors coming into the town centres, running the risk of driving residents and visitors to other districts.

Members also discussed the fact that although the report is good for the Holbeach and Spalding Town centres, other town centres in the district, especially the smaller town were also suffering so it would be good for the other districts to be included in terms of Improvement works in their town centres.  The Deputy Leader of Cabinet & Council informed Members that he had taken the comments on board and would encourage Parish Councils to start to build up evidence  by doing retail surveys so that when opportunities arose they would be ready. 

DECISION:

1)    That works associated with the Improvement Plan be funded from the growth and Investment reserve up to a value of £500,000 investment over 3 years

2)    That a 3 year fixed term post be added to the establishment to co-ordinate and undertake works as part of the Town Centre Improvement Plan

3)    That members agree to accept the sum of £150,000 granted from the Future High Street Fund for the purposes outlined in paragraph 1.15 of the report.

Health Scrutiny Committee for Lincolnshire – To note (report by Councillor Scalese enclosed).

Consideration was given to the report of Councillor Scalese on the Health Scrutiny Committee for Lincolnshire.

DECISION:

That the report be noted.

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

There were none.

There were none.

To consider resolving that, under section 100A (4) of the Local Government Act 1972, the press and public be excluded from the meeting for the following items of business on the grounds that they involve the likely disclosure of exempt information as defined in paragraph 3 of Schedule 12 (A) of the Act.

DECISION:

That, under section 100A (4) of the Local Government Act 1972, the press and public be excluded from the meeting for the following items of business on the grounds that they involve the likely disclosure of exempt information as defined in paragraphs 1,2,3 and 5 of Schedule 12 (A) of the Act.

Acquisition of market dwellings to provide new affordable housing for the HRA (exempt minute enclosed) - Agenda item 9 refers

Councillor Tyrrell left the meeting at 19.25

Lord Porter left  the meeting at 19.25

Consideration was given to the report from Cabinet meeting on 29 October 2019 (exempt item) Acquisition of market dwellings to provide  new affordable housing for the HRA (exempt minute enclosed) (Agenda item 9 refers)

DECISION:

That the amendment to the Capital Programme to identify this project as an approved scheme in the 2019/20 budget was NOT approved and therefore the report be sent back to Cabinet for further direction.

Acquisition of New Affordable Homes for the Housing Revenue Account (exempt report and appendices enclosed) - Agenda item 9 refers

Consideration was given to the report from Cabinet meetings on 29^th October 2019 (exempt item) Acquisition of New Affordable Homes for the Housing Revenue Account (Agenda Item 9 refers).

Councillor Drury introduced the report of the Portfolio Holder Housing and the Executive Director – Commercialisation (S151) which set out the details of the potential for the council to acquire 13 units of Affordable Rent tenure housing and 6 units of Shared Ownership on a development site in the district.

DECISION:

That the budget for the 2020/21 Capital Programme to identify this project as an approved scheme as set out in Appendix A be amended.