Agenda and minutes

To sign as a correct record the minutes of the meeting held on 14 May 2025 (copy enclosed).

Consideration was given to the minutes of the Full Council held on 14 May 2025.

DECISION:

That the minutes of the meeting of Full Council held on 14 May 2025 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 Chairlady reminded members that details of events that she had attended as Chairlady could be viewed under the Chairlady’s Log on the Council website.

The Chairlady advised of the following forthcoming events:

·       Race Night on 1 August 2025 at Welland Yacht Club

·       VJ Flag Raising at 10am on 15 August 2025 at the SHDC offices

·       VJ Day 80 Parade on 17 August 2025 – mustering in Ayscoughfee Gardens at 1.30pm followed by a service at 2pm at St Mary and St Nicholas Church, Spalding

·       Chairlady’s Civic Service on 28 September at St Mary and St Nicholas Church, Spalding

To note Portfolio Holder updates on work being undertaken within each of their Portfolios (report of the Leader enclosed).

The Chairman invited Members to note the written Portfolio Holder updates, which had been circulated with the agenda. This was the first time such a report had been presented following a request from Council, and it provided a summary of work undertaken by each Portfolio Holder within their respective areas of responsibility.

The Leader of the Council introduced the report and explained that it was intended to improve transparency and provide members with a regular overview of Cabinet activity. He reminded members that the report was for noting only and that any questions arising from its contents should be raised under Agenda Item 8 – Questions Asked Without Notice.

Members welcomed the report and expressed appreciation for the additional insight into Cabinet portfolios. No formal debate took place.

DECISION:

That the Portfolio Holder updates be noted.

The Leader made the following announcements:

The Leader announced the appointment of Councillor Glynis Scalese as a Support Councillor to the Cabinet, with a particular focus on assisting the Portfolio Holder for Corporate, Governance, Communications and Environmental Services in his portfolio responsibilities. He further advised that, due to the size and complexity of Councillor Astill’s portfolio, elements of it would be redistributed between himself and the Deputy Leader from 1 September 2025. Full details of the revised responsibilities would be circulated to members following the meeting.

The Portfolio Holder for Public Protection made the following announcement:

South Holland District Council had been made aware of a group of individuals rough sleeping on private land in Abbey Passage. The Community Safety Team and the Community Warden had liaised with the landowner to determine appropriate action. While no direct complaints had initially been received regarding antisocial behaviour, concerns had been raised about the increasing number of individuals at the location and associated issues such as urination and defecation.

A plan was agreed with the landowner to issue notice to vacate by 20 June. Community Protection Notice Warnings were issued to the individuals involved. The Portfolio Holder extended his thanks to the Portfolio Holder for Strategic and Operational Housing and her team for their work in accommodating the individuals and to the landowner for promptly securing the site.

The Portfolio Holder for Strategic and Operational Housing made the following announcement:

The Portfolio Holder for Strategic and Operational Housing provided a detailed update on the Council’s recent response to a homelessness issue in Abbey Passage, Spalding. She began by thanking the Portfolio Holder for Public Protection and the Community Safety Team for their collaborative efforts in addressing the situation.

She reported that six individuals had been rough sleeping on privately owned land in Abbey Passage. The situation had been particularly challenging due to the complex needs of those involved and the fact that the land was not in Council ownership. Despite these challenges, the Homelessness Service, working closely with Community Safety and Waste Services, had successfully relocated all six individuals into appropriate accommodation on 16 June 2025.

The Portfolio Holder explained that the approach taken was person-centred and tailored to the specific needs of each individual, with the aim of minimising the risk of them returning to rough sleeping. Support was provided throughout the relocation process and continued through follow-up visits to ensure stability.

In addition, the Homelessness Team Leader had engaged directly with a local business affected by the situation to provide reassurance and to agree an action plan. This included clear timescales and contingency arrangements should any issues arise.

Following the relocation, Waste Services carried out a deep clean of the site, and the landowner subsequently boarded up the area to prevent further unauthorised access. The Portfolio Holder emphasised that the Council remained committed to supporting vulnerable individuals while also protecting the amenity of public and private spaces. She concluded by expressing her thanks to all officers and partners involved and wished  ...  view the full minutes text for item 22.

The following questions on notice were received from Councillor P Barnes.  Responses were provided by the Portfolio Holder for Corporate, Governance, Communications and Environmental Services.

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:  Waste Services Delivery Model (subject of agenda item 11, and report considered at Cabinet on 26 June 2025)

Question 1.

Looking at recommendation numbers 3-6 inclusive below could you please provide some more details as to how these proposed costs have been arrived at? Specifically, but not limited to, what is the cost of the vehicles and how many, cost and how many bins for all streams, staff costs etc

Recommendations to Council from Cabinet:

3.    That Council approves drawing forward £3.150m from the Capital Programme allocation for 2028/29 and 2030/31 into 2026/27 to fund the capital costs of purchasing food waste collection vehicle and wheeled bins. 

4.    That Council approves rephasing of £0.735m in the Capital Programme allocations for Food Waste for 2025/26 into 2026/27 to fund the capital costs of purchasing food waste collection vehicles. 

5.    That Council approves rephasing of £0.225m in the Capital Programme allocations for refuse and recycling vehicles for 2025/26 into 2026/27 to fund the capital costs of purchasing new refuse collection vehicles.

6.    That Council approves an addition of £3.771m to the Capital Programme in 2026/27 to fund the capital costs of purchasing food waste collection vehicles and wheeled bins.

Response from Portfolio Holder for Corporate, Governance, Communications and Environmental Services:

The proposals 3-6 relate to recommendations for the capital programme, related to the purchase of vehicles and bins. Whilst it is possible to capitalise salaries associated with the delivery of capital projects, there are no associated salary costs with the above proposals. The figures stated are budget adjustments to fund the following items.

The capital costs are:

·       Wheeled bins 240L- £30.56 x 135,000. Total cost- £4,125,600.

·       Estimated bins per waste stream- 45,000.

·       Food waste vehicles- £113,245 x 7. Total cost- £792,715.

·       Refuse freighters- £269,372 x 11. Total cost- £2,963,092.

·       Total capital expenditure- £7,881,407.

For the purposes of the Cabinet and Cabinet to Council report the financial adjustments are rounded for presentation purposes to the nearest million. As specific costs are requested for items to be purchased the figures remained unrounded.

·       Supplementary Question:  Reference was made to 11 refuse freighters – were these 11 additional vehicles or were they replacements for current stock?

·       Response: The Portfolio Holder for Corporate, Governance, Communications and Environmental Services advised that these were 11 additional vehicles, and this was the number of vehicles required to deliver the new service.  He also stated that he could provide a written response with more detail if required.

Question 2

You have mentioned that the proposed new scheme will make savings of £0.5m per year.  How is that to be achieved and  ...  view the full minutes text for item 23.

Question to: Councillor Worth

Question from: Councillor Paul Barnes
Subject: Market stall numbers and entertainment

Councillor Barnes thanked the Leader and Portfolio Holders for the information provided in their reports. He requested a breakdown of the number of market stalls at each venue for each week over a period of 2 months, noting that Spalding market had only three stalls on a recent Saturday. He also suggested the Council consider providing a stage for buskers to enhance the market atmosphere.  Councillor Worth confirmed that a detailed breakdown could be provided and that the Market Manager held this information. He noted that stall numbers were often weather-dependent. He welcomed the suggestion of a performance space and confirmed it would be considered.

Question to: Councillor Worth
Question from: Councillor Gibson
Subject: Town Council consultation

Councillor Gibson asked whether South Holland District Council had plans to consult on the formation of a town council for Spalding, similar to the consultation being undertaken in Boston.  Councillor Worth confirmed that the matter formed part of the Local Government Reorganisation (LGR) engagement exercise involving SHDC, Boston Borough Council, and East Lindsey District Council. He emphasised that Spalding having a voice was a top priority.

Question to: Councillor Worth

Question from: Councillor Eldridge
Subject: National Grid consultation

Councillor Eldridge urged all Members to respond to the Grimsby to Walpole National Grid consultation and asked whether the Leader would be responding on behalf of the Council.  Councillor Worth confirmed that he would be responding on behalf of the Council and would also liaise with Lincolnshire County Council, which shared similar concerns.

Question to: Councillor Casson

Question from: Councillor Booth
Subject: West Marsh Road Recycling Centre

Councillor Booth asked whether the Council could request Lincolnshire County Council to extend the opening hours of the West Marsh Road Recycling Centre to help reduce fly-tipping.  Councillor Casson expressed full support for the proposal and confirmed that the Council would press the County Council to consider longer opening hours. 

Councillor Astill added that the Leader would write formally to the Leader of Lincolnshire County Council on the matter.

Question to: Councillor Worth

Question from: Councillor Mark Le Sage
Subject: Town centre consultations and business support

Councillor Le Sage raised concerns about the perceived ineffectiveness of consultations and asked whether more could be done to support new businesses, such as through business rate relief.  Councillor Worth confirmed that business rate support had been offered in the past and that the Town Board would consider a package of support for start-ups. He noted that a retail survey was underway to inform a town centre masterplan. He advised that retrospective support was unlikely but could be explored in the future.

Question to: Councillor Astill

Question from: Councillor Avery
Subject: Waste and recycling collections for parish councils and community groups

Councillor Avery noted that schools were no longer eligible for free waste and recycling collections and asked whether similar organisations such as parish councils and community groups would be affected. He expressed concern that this could  ...  view the full minutes text for item 24.

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

a)    Policy Development Panel - 22 April 2025

b)    Planning Committee - 7 May 2025

c)    Performance Monitoring Panel - 20 May 2025

d)    Committee of the Licensing Authority - 22 May 2025

The minutes of the following Committees and Panels were noted:

·       Policy Development Panel – 22 April 2025

·       Planning Committee – 7 May 2025

·       Performance Monitoring Panel – 20 May 2025

·       Committee of the Licensing Authority – 22 May 2025

Consideration was given to the Key Decision Plan.

DECISION:

That the Key Decision Plan be noted.

To consider recommendations of the Cabinet in respect of:

·       Waste Services Delivery Model

(report of the Cabinet enclosed).

Consideration was given to the report of the Cabinet of 26 June 2025 which sought approval for the Cabinet’s recommendations.

Waste Services Delivery Model

The Portfolio Holder for Finance presented the report which had been presented and discussed fully at Cabinet.  The report set out a series of financial recommendations referred by Cabinet to Full Council for approval, concerning the rephasing and allocation of capital funding within the Council’s Capital Programme. The Portfolio Holder – Finance was satisfied that the recommendations for budget adjustments for the financial year 2026/27 were appropriate and affordable. The recommendations were necessary to ensure the Council’s operational readiness and compliance with statutory obligations. The rationale and alternative options considered were detailed in the accompanying Cabinet report and summarised in the relevant Cabinet minute.

DECISION:

1)    That Council approves drawing forward £3.150m from the Capital Programme allocation for 2028/29 and 2030/31 into 2026/27 to fund the capital costs of purchasing food waste collection vehicles and wheeled bins.

2)    That Council approves rephasing of £0.735m in the Capital Programme allocations for Food Waste for 2025/26 into 2026/27 to fund the capital costs of purchasing food waste collection vehicles.

3)    That Council approves rephasing of £0.225m in the Capital Programme allocations for refuse and recycling vehicles for 2025/26 into 2026/27 to fund the capital costs of purchasing new refuse collection vehicles.

4)    That Council approves an addition of £3.771m to the Capital Programme in 2026/27 to fund the capital costs of purchasing food waste collection vehicles and wheeled bins.

To consider recommendations of the Cabinet in respect of:

·         2024/25 Draft Outturn Finance Update

(report of the Interim Director – Finance (S151) enclosed)

Consideration was given to the report of the Cabinet of 8 July 2025 which sought approval for the Cabinet’s recommendations.

2024/2025 Draft Outturn Finance Update

The Portfolio Holder for Finance presented the report which had been presented and discussed fully at Cabinet, and which covered in detail the following items:

·       General Fund Revenue Forecast

·       General Fund Capital

·       Reserves

·       Treasury

The purpose of the report coming to Council was to note the outturn position, agreeing to move the surplus to a specified reserve, approve reserve transactions taken during outturn and to approval the capital phasing from 2024/25 to 2025/26.

DECISION:

That the following be agreed:

1)    To transfer part of the surplus (£217,000) to the General Fund Reserve. 

2)    The transfer of part of the surplus (£100,000) to be transferred into a Parish Councils Loan Reserve pending the drafting of the loan scheme by officers for Cabinet in due course.

3)    The transfer of the HRA surplus (£13,000) to the HRA General Reserve.

4)    The approval of the reserves transactions and balances as set out in Appendix A (to the Cabinet report) - Table 3 for 24/25. 

5)    The approval of the 2024/25 capital outturn position presented in Table 4a (of Appendix A to the Cabinet report).

6)    The capital rephasing from 2024/25 to 2025/26 presented in Table 4c (of Appendix A to the Cabinet report). 

7)    The amendment to the Capital Programme at Appendix A (to the Cabinet report) – Table 5a to Table 5d considering the changes set out in the report.

To provide Members with the Annual Treasury Report 2024/25 in accordance with the Chartered Institute of Public Finance and Accountancy’s Code of Practice on Treasury Management to ensure best practice is maintained (report of the Interim Director – Finance (S151) enclosed).

Consideration was given to the report of the Interim Director of Finance (S151 Officer) which provided Members with the Annual Treasury Report 2024/25 in accordance with the Chartered Institute of Public Finance and Accountancy’s Code of Practice on Treasury Management to ensure best practice was maintained.

The Portfolio Holder for Finance presented the report.

Section 1 (page 108 of the agenda pack) - This Council was required to produce an annual treasury report of activities and the actual prudential and treasury indicators for 2024/25. All required treasury reports had been submitted to Governance and Audit throughout the financial year for review and scrutiny, including this report, as part of their delegated role.

Member training on Treasury Management had been undertaken during the financial year.

Section 2 – The tables on page 109 of the agenda pack showed the capital expenditure and financing for the year split between the Housing Revenue Account and General Fund. The combined budget was £22.2million and actual expenditure was £19.6million.

Section 3 – The tables on page 110  of the agenda pack showed that on 31 March 2025 the cumulative amount of unfinanced capital expenditure was £84.8million. Actual external borrowing was £67.5million so the Council’s level of internal borrowing was £17.3million.

Section 4 - The tables on pages 112 and 113 showed details of cash and investments totalling £38.2million and borrowing of £67.5million.

Section 5 – Provided details of the Council’s strategy for interest rates for 2024/25. The Bank of England Base Rate started the year at 5.25% and closed the year at 4.50%.

Section 6 - There was no new external borrowing undertaken during the financial year so this remained at £67.5million.

Section 7 – Investment Outturn for 2024/25 (Page 116 of the agenda pack)

·      Balance Sheet resources as at 31 March 2025 reduced from £40.8million to £40.5million

·      Investments achieved a combined rate of return of 5.23%.

·      The budget for interest payable and receivable for 2024/25 was £1.303million net expenditure and the actual was £358,000. This was an overall favourable variance of £945,000.

Section 8 – Provided a summary of the global economy from our external treasury advisors for information.

Section 9 – The table on page 118 of the agenda pack provided details of the Council’s non treasury investments.

DECISION:

That the Treasury Annual Report 2024/25 at Appendix 1 be received and approved, as required by the Local Government Act 2003 following scrutiny by the Governance and Audit Committee at their meeting on 10 July 2025.

To seek Council’s approval for revised and new HR Policies (report of the Assistant Director – Corporate enclosed).

Consideration was given to the report of the Assistant Director Corporate which sought Council approval for revised and new HR Policies.

The Portfolio Holder – Corporate, Governance, Communications and Environmental Services presented the report which included the following six policies that had been aligned across the Partnership Councils and had been reviewed by SHDC’s Policy Development Panel:

New Policies

·       Drugs and Alcohol Policy

·       Menopause Policy

·       Family Leave Policy

Existing Policies

·       Disciplinary Policy

·       Adverse Weather Policy

·       Volunteer Policy

DECISION:

That the HR policies appended to the report be approved.

To review committee seat allocations and make appointments in accordance with the Local Government and Housing Act 1989 and the Local Government (Committees and Political Groups) Regulations 1990 (report of the Assistant Director – Governance (Monitoring Officer) enclosed.

Note: App A will be sent ‘to follow’

Consideration was given to the report of the Assistant Director – Governance (Monitoring Officer), the purpose of which was to review committee seat allocations and make appointments in accordance with the Local Government and Housing Act 1989 and the Local Government (Committees and Political Groups) Regulations 1990.

The Legal Advisor presented the report on behalf of the Monitoring Officer and advised that the proposed allocations and appointments had been agreed by Group Leaders following consultation. The report included proposed nominations for seats on each committee, as detailed in Appendix 1 of the Supplementary Agenda Pack.

Members were reminded that Full Council was permitted to make alternative arrangements to the default proportionality rules, provided that no Member voted against the proposal. It was noted that some seats had been gifted between political groups, and that the overall proportionality remained compliant with legislative requirements.

Consideration was given to the report and the following issues were raised:

·       Clarification was sought as to the quorum requirements for those committees that had reduced in size to 11.

o   Officers confirmed that the quorum was either three Members or one-third of the committee membership, whichever was the greater.

·       Some members expressed disappointment at the reduction in committee membership numbers, particularly in relation to the Planning Committee.  It was felt that all Members had been elected to represent their communities and should have the opportunity to contribute across the breadth of Council business. By reducing numbers there was a risk of disenfranchising Members and diminishing representation across the district. While it was acknowledged that the matter had been discussed and agreed at the last Council meeting,  some Members stated their regret that the changes were proceeding.

DECISION:

That the revised allocation of seats and appointments to Committees as detailed in Appendix 1 be agreed.

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.  Appointments to Committees had been dealt with during the previous item.

To provide South Holland District Council with an update following the latest meeting of the Health Scrutiny Committee for Lincolnshire (report of Councillor Glynis Scalese enclosed).

Consideration was given to the report of Councillor Scalese in respect of Health Scrutiny for Lincolnshire.

DECISION:

That the report be noted.

There were none.

DECISION:

Under Section 100A (4) of the Local Government Act 1972, the press and public were excluded from the meeting for the following items of business on the grounds that they involved the likely disclosure of exempt information as defined in Paragraphs 3 and 4of Part 1 of Schedule 12A of the Act.

To consider recommendations of the Cabinet in respect of:

·         Delivery of the South Holland Health and Wellbeing Hub Project

(report of the Assistant Director – Strategic Growth and the Interim Director – Finance (S151)).

Please note that, given the timing of the special Cabinet meeting, which is being held on 21 July 2025, members can view the appendices to the above report (these are the report and appendices being considered at the special Cabinet meeting) and these are included within this agenda pack.

The covering report, which will include any recommendations from the Cabinet meeting and include the minute to the meeting will be published and sent ‘to follow’ to members on 22 July 2025.

Please note that both the covering report and all appendices are exempt under paragraph (3) of Part 1 of Schedule 12A of the Local Government Act 1972.

Consideration was given to the report of the Cabinet of 21 July 2025 which sought approval for the Cabinet’s recommendations.

Delivery of the South Holland Health and Wellbeing Hub Project

The Portfolio Holder for Finance presented the report which had been presented and discussed fully at Cabinet.

DECISION:

That the recommendations detailed within the exempt report be approved.

To seek approval for a Partnership shared officer pay structure, Job Evaluation scheme and associated policy (report of the Assistant Director – Corporate enclosed).

Consideration was given to the report of the Assistant Director – Corporate which sought approval for a Partnership shared officer pay structure, Job Evaluation scheme and associated policy.

The Portfolio Holder – Corporate, Governance, Communications and Environmental Services presented the report.

DECISION:

That the recommendations detailed within the exempt report be approved.