Agenda and minutes

To sign as a correct record the minutes of the meeting of the Cabinet held on 3 May 2016 (copy enclosed). 

The minutes of the meeting held on 3 May 2016 were signed by the Leader 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.)

No interests were declared.

No questions were raised under the Council’s Constitution (Standing Orders).

There were no matters subject to call-in.

There were no matters arising from the Policy Development and Performance Monitoring Panels.

To consider South Holland District Council’s contribution to the roll out of Superfast Broadband across South Holland.  (Report of the Deputy Leader of the Council and the Executive Director Commercialisation (S151) enclosed.)

Consideration was given to the joint report of the Deputy Leader of the Council and the Executive Director Commercialisation (S151) which sought a decision in respect of South Holland District Council’s contribution to the roll out of Superfast Broadband across South Holland with between 95% and 97% coverage.

Members were reminded that the council had signed up in principle to a county wide programme with BDUK which provided match funding.  A memorandum of agreement had been signed which set out the principles of the agreement and £606,910 had been included within the budget, though it had been hoped that a lower contribution would be sufficient.

The first phase had been successful and had seen an underspend against the anticipated budget.  It was, however, proposed that the Council still contribute the full budget allocated in order to extend the coverage to an anticipated 95%. 

Councillor R Gambba-Jones stated the importance of a clear message in that the council was working to provide the infrastructure to enable members of the public to potentially connect to superfast broadband and not actually be provided with direct access as it was down to members of the public to find their own provider in order to connect to the system. 

Councillor M G Chandler advised that it was vitally important for the business community and for the rural areas within South Holland to have access to the service.  He requested assurance that the authority would be receiving value for money.

Councillor C N Worth pointed out that there had been a phenomenal improvement since the work had started in 2011 and that there would be a further improvement by the end of the programme.

Councillor R Gambba-Jones requested that the Leader and Deputy Leaders use their influence at Government level to encourage developers to provide fibre in new properties.  The Lord Porter of Spalding stated that it was not compulsory to install gas and electric into properties and therefore fibre would be similarly treated unless it had a unique selling point. 

The Lord Porter of Spalding questioned the fact that the Council was being asked to contribute the full amount despite there being a saving against the budget.  As the basis for the decision had shifted he questioned whether Council approval was required.  The Executive Manager Governance explained that it was an executive decision as the full amount requested was within the policy framework and budget.  The Interim Executive Manager Growth and Prosperity advised that there would be an implication to reducing the Councils contribution in respect of having to pay BDUK back any match funding, pound for pound.

The Chief Executive stated that the contract was not controlled or owned by the Council.  It would be for the Council to seek to obtain the best terms it could.  She advised that it was necessary to consider the remote areas that were disadvantaged and that the Council’s contribution should be made with assurance from Lincolnshire County Council that the service would be extended to the remote  ...  view the full minutes text for item 6.

To seek approval from Cabinet for the development of options to secure a sustainable future for Ayscoughfee Hall Museum and Gardens, South Holland Centre and Priory Road offices.  The options developed will be presented to Cabinet as formal business cases for further consideration and to inform future decision making.  (Report of the Deputy Leaders of South Holland District Council and the Executive Director Commercialisation (S151) enclosed.)

Consideration was given to the joint report of the Deputy Leaders of South Holland District Council and the Executive Director Commercialisation (S151) which sought approval for the development of options to secure a sustainable future for Ayscoughfee Hall Museum and Gardens, South Holland Centre and Priory Road Offices.

The Programme Delivery Manager explained that the content of the report summarised the opportunity to look at three strategic sites as a result of a recognised need.  She stated that the sites should be used to the best of their ability in order to generate income for the Council whilst providing an offer to the residents.  There was also potential to create a community hub at Priory Road, and for organisations to work more proactively together.  The sites would be focussed on in the following order:

·         Council Offices Priory Road;

·         South Holland Centre; and

·         Ayscoughfee Hall Museum and Gardens.

Members discussed timelines.  The Programme Delivery Manager advised that a business case for the Council Offices Priory Road asset would be submitted to Cabinet in the third quarter.

The Chief Executive requested that members ensure they were clear on the options being recommended and contained within the report before approving.

DECISION:

a)      That the development of individual business cases to support the sustainable future of Priory Road Offices, South Holland Centre and Ayscoughfee Hall Museum and Gardens be approved;

b)      That the priority ranking for the development of the business cases be approved; and

c)      That it be noted that the resourcing requirements for the development of the business cases would be funded from sums already set aside for the transformation programme.

(Other options considered:

·         Not to approve the recommendation; or

·         To approve the recommendation without amendments.

Reasons for decision:

·         The rationale for recommending the preferred options to be developed further was based on:

o   Recognising specific ongoing service costs that were not sustainable;

o   Acknowledging the market conditions that were both limiting and enabling;

o   Timely opportunities arising from external partners expressing a strong interest to collocate within Priory Road;

o   Ccommitment to delivery of the Council’s growth and commercial ambition;

o   Acknowledging the impact on the local economy and communities; and

o   Maintaining a leisure and culture offer to the communities whilst being prudent with the public purse.

·         The Key prerequisites, interdependencies and constraints that affected the sites had been addressed.

·         The recognised prerequisites supported the delivery of the Council’s Corporate Plan.)

In the light of the new housing and planning bill and the anticipated impact on and implications for the Council as a Landlord in housing delivery across the District, members are asked to consider an interim business plan for Welland Homes and agree arrangements to accommodate anticipated increase in housing delivery requirements in the longer term.  (Report of the Portfolio Holder for Housing (Share-Holders’ Representative) and the Board Chairman of Welland Homes enclosed.)

(Please note that the appendix is not for publication by virtue of Paragraphs 3 (Information relating to the financial or business affairs of any particular person (including the authority holding that information) and 5 (Information in respect of which a claim to legal professional privilege could be maintained in legal proceedings)in Part 1 of Schedule 12a of the Local Government Act 1972, and is therefore attached to this agenda as Item 14. )

Consideration was given to the joint report of the Portfolio Holder for Housing (Shareholder Representative) and the Board Chairman of Welland Homes Limited which sought changes to the company’s Business Plan to address anticipated changes in demand for the development of Council housing.  The report summarised the information contained within the exempt Appendix 1 which had been circulated with the agenda as item 14.

The interim Business Plan would see a fast track delivery of 82 properties by Welland Homes, 46 of which would be developed for the Council’s housing stock.  A fully revised Business Plan would not be produced until the full implications of the Housing and Planning Bill were known.

Councillor M G Chandler queried the timescale in respect of building the 82 properties.  Councillor P Coupland explained it was a guideline for the development period at its longest scenario.  He advised that the properties would be built in phases and that other projects would be investigated at the same time.  Further details on timescales were included within the exempt appendix.

Councillor A Casson queried why only an outline planning permission had been sought in respect of Servern Road and Parkside Crescent.  Councillor Coupland explained that at the time of the application details in relation to the Council’s requirements in terms of style and types of housing was still being considered and additionally concerns had been raised by the Civic Society regarding open space, both of which had since been addressed. 

Councillor G J Taylor pointed out that the sites were mostly Spalding based.  Councillor C J Lawton advised that the greatest housing need had been identified in Spalding, however other locations would be investigated as part of the ongoing work.

Members agreed that, as only the principles of the report would be discussed rather than specific financial details; there was no need for the meeting to go into private session.

RECOMMENDATIONS TO FULL COUNCIL:

a)      That the interim business plan for Welland Homes be approved in order to provide fast tracked delivery of 82 homes (46 to the HRA) with a projected contribution, over the term of the programme, to the general fund of £1.039 million alongside contribution to the HRA of £139k;

b)      That the current £2.5million funding limit for acquisition of residential housing investments be increased to £3million; and

c)      That, subject to obtaining planning consent, redevelopment of Council owned land and assets at Small Drove, Weston be approved with a view to facilitating a development of 34 affordable homes for the benefit of the Council’s Housing Revenue Account.

DECISION:

d)      That officers be requested to consider the emerging details, of the housing and planning bill, alongside the housing delivery ambitions under devolution to identify the impact, risks and opportunities for the Council and to provide options for future consideration by Cabinet to support any expanded housing delivery programme;

e)      That (subject to Council approval of the revised business plan, including the development of Small Drove) delegated authority be  ...  view the full minutes text for item 8.

This report provides information on the out turn financial position of the Council, as at 31st March 2016. For information and to approve recommendations.  (Report of the Portfolio Holder Finance and the Executive Director Commercialisation (S151) enclosed.)

Consideration was given to the joint report of the Portfolio Holder for Finance and the Executive Director Commercialisation (S151) which sought approval of recommendations in respect of the out turn financial position of the Council, as at 31 March 2016.  The Financial Report for the year ending 31 March 2016 was attached to the report as Appendix A.

Councillor P Coupland thanked the Interim Chief Accountant (Deputy S151) and his team for their work in preparing the end of year report.

The Lord Porter referred to the £22,000 of funding – personal search fees in respect of whether it would be retrieved back from the Government.  The Interim Chief Accountant advised that it was hoped that the money would be claimed back by the authority but this had not yet been confirmed.

The Lord Porter requested that officers work out how much the Council had taken in credit card payments over the past six years.  He also requested information in respect of the Internal Drainage Boards in terms of which other authorities had drainage boards and what the total cost was between them and the Council. 

RECOMMENDATIONS TO FULL COUNCIL:

a)      That the report and Appendix A be noted;

b)      That the final structure of council reserves be agreed, in line with paragraph 5.1.7 within the report; and

c)      That the carry forward of Capital Budgets of £910,313 be approved, as per paragraph 5.1.9 within the report.

DECISION:

d)      That changes to financial reporting for the council evolve, as per paragraph 5.1.10 within the report, and that the Policy Development Panel / Performance Monitoring Panel be regularly updated on progress; and

e)      That officers investigate the following:

·         How much the Council had taken in credit card payments over the past six years; and

·         Which other authorities had drainage boards and what the total cost was between them and the Council.

(Other options considered:

·         Not to approve the recommendation; or

·         To approve the recommendation without amendments.

Reasons for decision:

·         To provide timely information to Members on the overall finances of the Council and to make the best use of resources available.)

To consider the appointment of Panels and Working Parties.  (Report of the Executive Manager Governance enclosed.)

Consideration was given to the report of the Executive Manager Governance which sought the appointment of Panels and Working Parties.

DECISION:

a)        That the Pre-Application Consultation Group be re-established for the municipal year without amendment to its terms of reference; and substitutions be permitted where members formed part of a political group subject to (i) substitutions applying for individual meetings only, and (ii) the group leader of nominated representative submitting details to the Executive Manager Governance by noon on the day of the meeting, or at least three hours before the meeting, whichever was sooner; and that the composition be formed by the following councillors: B Alcock, G R Aley, F Biggadike, C J T H Brewis, A Casson, P E Coupland, L J Eldridge, R Gambba-Jones, A Harrison, M J Pullen, M D Seymour and P A Williams.

b)        That the ICT Councillor Working Group be re-established for the municipal year without amendment to its terms of reference; that substitution arrangements apply (including for the Portfolio Holder with responsibility for ICT) where members formed part of a political group subject to (i) substitutions applying for individual meetings only and (ii) the group leader or nominated representative submitting details to the Executive Manager Governance by noon on the day of the meeting, or at least 3 hours before the meeting, whichever was sooner; and that the composition be formed by the following councillors: G R Aley, J R Astill, C J T H Brewis, M G Chandler, P C Foyster, A Harrison and S-A Slade (Portfolio Holder with responsibility for ICT).

(Other options considered:

·         Not to approve the recommendations; or

·         To approve the recommendations with amendments.

Reasons for decision:

·         The Panel and Working Groups recommended for reappointment had a future role to perform in advising the Cabinet or making decisions under delegated authority.)