Agenda and minutes

To sign as a correct record the minutes of the following meetings:

The minutes of the following meetings were agreed and signed by the Leader:

·       Cabinet – 7 November 2023

·       Special Cabinet – 12 December 2023

(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 no declarations of interest.

There were none.

There were none.

There were none.

To review the Partnership’s progress against the opportunities identified in the business case and key lines of enquiry (report of the Partnership Scrutiny Task Group enclosed).

Consideration was given to the report of the Joint Annual Scrutiny of the South & East Lincolnshire Councils Partnership Task Group, which asked that Cabinet review the Partnership’s progress against the opportunities identified in the business case and key lines of enquiry.

Councillor Brewis, who had been the Chairman of the Task Group, presented the Task Group’s report. 

Councillor Alcock who had also been a member of the Task Group thanked Councillor Brewis for chairing the Task Group and agreed that the Task Group’s work had been a worthwhile exercise.  He also commented on problems with access to virtual meetings across the Partnership via Teams as this was proving problematic on some occasions.  The Leader agreed that this was an issue that had to be addressed and asked the Portfolio Holder for Corporate, Governance and Communications to take this forward.

The Leader summarised by stating that the Task Group had produced good recommendations, particularly regarding communication, retention and recruitment, capacity and alignment of constitutions across the three authorities.

DECISION:

1)    To note the attached report (Appendix A) and associated recommendations; and

2)    To agree the recommendations contained within the report (and detailed below):

ICT:

a)    Estimated timescales to be added to the ICT action plan as soon as they are known, with the priority being the ability for staff to collaborate more easily across the Partnership.

Communication

a)    Promote the work being done internally around retention and recruitment so there is better awareness amongst staff of activity and progression opportunities, including further education;

b)    Promote the Partnership to raise awareness of its benefits to staff, Councillors, and residents;

c)     Arrange Partnership-wide briefings to provide key updates on the activity and progress of the Partnership as appropriate/relevant.

Capacity

a)    Take account of workload when bidding for and accepting future funding/grant opportunities – for example, look to work with partners on projects to bolster capacity;

b)    Look to ensure activity in recruitment and retention works towards a further improvement to the work done around new recruits, career development and succession planning;

c)     For the Partnership and PSPS to work closely together to ensure resources are available to support the delivery requirements of both organisations.

Alignment

a)    Constitution – to accelerate the alignment of the 3 constitutions as a priority and develop an associated timeline;

b)    Service reviews – to ensure these are progressed at the earliest opportunity to allow full advantage for team working;

c)     Pay scales and T&Cs –to clearly set out timescales for the review of staff terms and conditions and shared officer pay.

(Other options considered:

·       No other options were considered;

Reasons for decision:

·       To continue to learn, build on our experiences and continue our success as a Partnership of Councils.)

To consider the draft budget and approve for consultation

Consideration was given to the report of the Deputy Chief Executive – Corporate Development (S151) which requested consideration of the draft budget and approval for consultation.

The Portfolio Holder for Finance, Commercialisation, UKSPF and Levelling Up presented the report.  He referenced the challenging backdrop against which budget setting was being undertaken, and thanked portfolio holders, officers and members for the hard work and diligence that had gone into its production. 

The following points were raised:

·       The report did not clarify whether budget scrutiny would be undertaken as it normally did.  It was confirmed that this would take place.

·       The Leader raised the following points:

o   The percentage increase in the Provisional Local Government settlement had flatlined and the authority was therefore no better off. 

o   Issues around the Drainage Board levy were still to be resolved - much lobbying was being undertaken with ministers and an event had been held in London with affected MPs, sponsored by the Rt Hon Liz Truss MP and the Rt Hon Sir John Hayes MP.  Councillor Paul Redgate was thanked for his work in chairing the Special Interest Group that had been set up to address the issue.

·       The IDB levy seemed to be one of the significant issues affecting the budget, and the outcome of the work being undertaken by the Special Interest Group was critical for the future.  Was there a timescale for resolution, and would the impending General Election affect progress?

o   The Special Interest Group was pressing hard on this issue.  The Government’s stance was that a settlement had been received by affected authorities last year, and that authorities now had to look at their own budgets going forward.  However, there was and would be continued pressure on the current Government and any potential future Government to resolve the issue further.  The size of the Special Interest Group had increased from 15 to 28 affected authorities, and it was apolitical.  The work of the IDBs was acknowledged and appreciated, especially in light of recent flooding in the area and around the country.  However, a sustainable resolution had to be sought around funding going forward.

DECISION:

1)    That the Draft Budget and Medium Term Financial Strategy (MTFS) 2024/25 – 2028/29 be approved for consultation;

2)    That the intention to seek alignment of constitutional financial limits across the partnership as part of the budget setting process be noted;

3)    That the establishment of a working group to provide oversight and steer to the efficiency, transformation and savings programme supporting the 2024/25 budget and MTFS to 2028/29 be approved. The membership of the working group to be composed of the Leader, the Portfolio Holder for Finance and such other members as the Leader nominates; and

4)    That the proposal for the final budget, and all future years, to include an annual RPI uplift for all fees and charges, where applicable be noted.

(Other options considered:

·       To not commence budget consultation;

Reasons for decision:

·       To comply with the budgetary and policy framework and  ...  view the full minutes text for item 45.

To recommend adoption of the policy and enable eligible clients to be more consistently assisted across the South and East Lincolnshire Councils Partnership (report of the Assistant Director – Wellbeing and Community Leadership enclosed).

Consideration was given to the report of the Assistant Director – Wellbeing and Community Leadership which recommended adoption of the Policy, to enable eligible clients to be more consistently assisted across the South and East Lincolnshire Councils Partnership.

The Portfolio Holder for Strategic Housing, Leisure Centre Delivery and Spalding Town Improvement presented the report.

The following points were raised:

·       Similar schemes had been introduced in the past however, they had been very bureaucratic – would application for this scheme be more straightforward for those eligible to apply? 

o   Officers responded that there would always be an element of bureaucracy, but that this would only be applied where appropriate.  Every effort was being made to speed up the process as much as possible.

DECISION:

1)    That the Policy and Explanatory Notes attached at Appendices A and B  be adopted with effect from 1 April 2024

2)    That authority is delegated to:

a.     the relevant Assistant Director to make minor and inconsequential variations to the Policy in consultation with the Portfolio Holder with responsibility for Housing, if agreed on a countywide basis. This delegation would not be used to make changes to the Policy that substantively changed the purpose of the Policy;

b.     the relevant Assistant Director to:

                          i.         make amendments to the local variations detailed within the Explanatory Notes in consultation with the Portfolio Holder with responsibility for Housing. This delegation would not be used to make amendments to the Explanatory Notes that impacted other districts, unless agreed on a countywide basis and

                         ii.         update and remove any superseded policy provisions relating to discretionary housing assistance contained within the relevant existing council policy in consultation with the Portfolio Holder with responsibility for Housing;

c.     the Chief Executive Officer to suspend the awarding of new discretionary assistance under this policy in consultation with the relevant Assistant Director and Portfolio Holder with responsibility for Housing.

3)    That, in addition to the minor and inconsequential variations permitted within the Policy, authority is delegated to:

a.     the relevant Assistant Director to make initial amendments to the Policy in consultation with the Portfolio Holder with responsibility for Housing; to enable any appropriate recommendations from other Lincolnshire district councils’ scrutiny of the Policy to be considered and incorporated, if agreed on a countywide basis.

4)    That the delegations to SHDC officers set out within section 3 of the Explanatory notes be approved; and to the Assistant Director – Wellbeing and Community Leadership, Communities & Operations, and the Portfolio Holder with responsibility for housing, as set out within section 6 of in the Explanatory Notes (Appendix B).

(Other options considered:

·       To continue to operate three independent discretionary housing assistance policies across the South and East Lincolnshire Councils Partnership and up to seven different policies across the county, with significant variation in the assistance available and processes for awarding discretionary housing financial assistance;

Reasons for decision:

·       To allow a more consistent approach across Lincolnshire to be taken in relation to discretionary housing financial assistance in order to assist  ...  view the full minutes text for item 46.

To adopt the revised Housing Allocations Policy (report of the Assistant Director – Housing enclosed).

Consideration was given to the report of the Assistant Director – Housing which requested adoption f the revised Housing Allocations Policy.

The Portfolio Holder for Communities and Operational Housing presented the report.

The following points were raised:

·       At Appendix A, Section 3.1, South Holland Homes and Welland Homes Ltd were included within the list of partner landlord – why had they been included and what were the implications of them being added?

o   Officers confirmed that Welland Homes had been added to the list in error.  South Holland Homes would remain on the list.

DECISION:

1)    That the revisedHousing Allocations Policy be adopted; and

2)    That minor operational amendments be delegated to the Assistant Director – Housing in consultation with the Portfolio Holder for Communities and Operational Housing.  

(Other options considered:

·       Do nothing – make no changes and continue to use the policy approved in 2021.  This option is not recommended – it is good practice to update policies on a regular basis and amendments are required due to changes in case law.;

Reasons for decision:

·       To ensure that the Housing Allocations Policy references the most recent legislation, reflects current operational practice and supports the demand on Council services from homeless households.)

To adopt the South & East Lincolnshire Councils Partnership Customer Experience Strategy and to commit to supporting the delivery of the vision, principles and approach to Customer Experience across Council services (report of the Assistant Director for Wellbeing and Community Leadership enclosed).

Consideration was given to the report of the Assistant Director for Wellbeing and Community Leadership which requested adoption of the South and East Lincolnshire Councils Partnership Customer Experience Strategy, and commitment to supporting the delivery of the vision, principles and approach to Customer Experience across Council services.

The Portfolio Holder for Corporate, Governance and Communications presented the report, and thanked officers for the work undertaken in delivering the Strategy up to this point.

DECISION:

To adopt the South & East Lincolnshire Councils Partnership Customer Experience Strategy and to commit to supporting the delivery of the vision, principles and approach to Customer Experience across Council services.

(Other options considered:

·       No alternative options were considered;

Reasons for decision:

·       The Strategy is an overarching document, developed by the Customer Experience Board with engagement with local stakeholders. It gives a framework and objectives to use to further develop consistent approach across Council services.

·       It demonstrates a clear commitment to shared objectives to improving Council staff and services engagement with our ‘customers’.)

To provide an update on how the Council is performing for the period 1 July 2023 to 30 September 2023 (report of the Assistant Director – Corporate enclosed).

Consideration was given to the report of the Assistant Director – Corporate which provided an update on how the Council was performing for the period 1 July 2023 to 30 September 2023.

The Portfolio Holder for Corporate, Governance and Communications presented the report.

The following points were raised:

·       It was clarified that where it was stated ‘Data not previously reported’, this was because they were new Performance Indicators for the new financial year.  Full Council had agreed Performance Indicators to be added or removed.

·       It was encouraging to see the improved performance around fly tipping and corporate complaints.

·       How many Freedom of Information (FOI) requests were received per annum?  It appeared that the number had increased – was this having an impact on the Authority’s ability to respond to them?

DECISION:

That the contents of the report be noted.

(Other options considered:

·       Not to monitor performance – not recommended;

Reasons for decision:

·       To ensure Council performance is properly scrutinised.)

Note:         (i)      No other business is permitted unless by reason of special circumstances, which shall be specified in the Minutes, the Leader is of the opinion that the item(s) should be considered as a matter of urgency. 

(ii)     Any urgent item of business that is a key decision must be dealt with in accordance with the Constitution’s Access to Information Procedure Rules.

There were none.