Agenda and minutes

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To sign as a correct record the minutes of the meeting of the Cabinet held on 21 March 2023 (copy enclosed). 

The minutes of the Cabinet meeting held on 21 March 2023 were agreed and signed by the Leader.

(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.)

Councillor Carter declared an interest in agenda item 11 and stated that she would leave the meeting during discussion of this item.

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To accept the grant funding from DCMS via Lawn Tennis Association and approve the necessary budgets (report of the Assistant Director – Leisure and Culture enclosed).

Note: Appendix B  will be sent to follow.

Consideration was given to the report of the Assistant Director – Leisure and Culture which asked the Cabinet to accept the grant funding from DCMS via Lawn Tennis Association and approve the necessary budgets.

The Portfolio Holder for Strategic Housing, Leisure Centre Delivery and Spalding Town Improvement presented the report.  The following points were highlighted:

·       Members raised a number of points - 1) Who was responsible for running the contract – SHDC or the LTA? 2) Would the completion date of 21 August 2023 be met? 3) Were nets on the tennis court to be included? 4) Was the removal of the debris resulting from the work undertaken to be included in the contract? 5) The Health and Safety Policy appeared to be somewhat generic – would it therefore apply to the site?

• • Officers responded that there were opportunities to work with the LTA, for example working with coaches and the development of programmes.  It was confirmed that the works would be completed by the 21 August deadline, and that nets would be included as part of the programme.  The issue of removal of debris was a contractual matter and would be addressed as part of pre-contract meetings. Heath and Safety statements would be provided as part of the process.
• The Leader thanked officers for the response and requested that a follow-up report be provided at a future point to provide an update on progress.

·       Members were delighted that these improvements were being undertaken in Spalding but felt that it highlighted that monies were being directed towards projects in Spalding and Holbeach and that similar work should be undertaken in other areas within the district. Crowland and Long Sutton also had tennis courts.

DECISION:

1)    That the grant award from the LTA of £101,000 to refurbish the tennis courts at Ayscoughfee be accepted;

2)    That the grant conditions attached to the award be accepted;

3)    That it be noted that the s151 Officer has previously already approved the necessary match funding of £20,000 using their delegated powers;

4)    That the scheme be added to the Council’s Capital Programme, given that the s151 Officer has confirmed that in doing so there will be no ‘material impact on the Council’s budget’; and

5)    That the necessary Exemption to Contract Procedure Rules be approved, as delivery of the works will be undertaken by a contractor directly appointed by the LTA.

(Other options considered:

·       Do nothing – the courts to remain in existing state with no additional budget and decreasing usage due to lack of engagement and promotion;

Reasons for decision:

·       To enable the tennis courts in Ayscoughfee Gardens to be refurbished to a high standard, working with the LTA to promote them and broaden access and participation).

To consider the appointment of Panels and Working Parties (report of the Assistant Director – Governance (Monitoring Officer) enclosed).

Consideration was given to the report of the Assistant Director – Governance (Monitoring Officer) which considered the appointment of Panels and Working Parties.

The Portfolio Holder for Corporate Governance and Communications presented the report and advised that the following nominations to the Pre-Application Consultation Group and the ICT Councillor Working Group had been received.  Vacancies remained on the ICT Councillor Work Group and these would be filled at a later date.

DECISION:

1)    That the Pre-application Consultation Group be re-established for the period 2023-2027 without amendment to its terms of reference and that the Group be politically balanced; and that substitutions be permitted where members form part of a political group subject to (i) substitutions applying for the individual meetings only and (ii) the group leader or nominated representative submitting details to the Assistant Director – Governance by noon on the day of the meeting or at least 3 hours before the meetings, whichever is the sooner;

2)    That the ICT Councillor Working Group be re-established for the period 2023-2027 without amendment to its terms of reference; and substitutions be permitted (including for the Portfolio Holder with responsibility for ICT) where members form 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 Assistant Director – Governance by noon on the day of the meeting, or at least 3 hours before the meeting, whichever is the earlier;

3)    That membership of both of the above, following nominations provided by Group leaders, be agreed as follows, with vacancies being filled at a later date:

(Other options considered:

·       Not to approve the recommendations;

·       To approve the recommendations with amendments;

·       To approve the recommendations with no amendments;

Reasons for decision:

·       To enable delivery of the advisory/consultative support detailed in section 2.3 of the report).

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.

The Leader stated that the item at agenda item 11 was urgent and would be considered following the resolution to exclude the press and public from the meeting.

DECISION:

Under section 100A (4) of the Local Government Act 1972, the public were excluded from the meeting for the following item of business on the grounds that it involved the likely disclosure of exempt information as defined in Paragraph 3 of part 1 of Schedule 12A of the Act

To secure Cabinet consent to progress a strategic land acquisition in the South Holland area (report of the Assistant Director – General Fund Assets enclosed).

Consideration was given to the report of the Assistant Director – General Fund Assets which sought to secure Cabinet consent to progress a strategic land acquisition in the South Holland area.

The Portfolio Holder for Assets and Strategic Planning presented the report to the Cabinet.

DECISION:

That the recommendations, as detailed in the exempt report be agreed.

(Other options considered:

·       As detailed within the exempt report;

Reasons for decision:

·       As detailed within the exempt report).