Agenda and minutes

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

The minutes of the meeting held on 11 November 2025 and 24 November 2025 were agreed and signed by the Leader as a correct copy.

(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.

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To seek approval on the Net Zero Action Plan as per Policy Development Panel (report of the Assistant Director – Regulatory enclosed).

The Portfolio Holder for Health and Wellbeing, Conservation and Heritage Cllr Sneath presented the report and advised that in April 2025, South Holland District Council completed a carbon foot printing exercise to establish a baseline of carbon emissions from the organisation and their sources.

The exercise resulted in the adoption of a Carbon Reduction Plan and a commitment to achieve Net Zero by 2040, thereby aligning the Council’s ambitions with those of its partner authorities.

Cllr Sneath advised that following extensive engagement with internal stakeholders, a Net Zero Action Plan was subsequently developed. This plan provided a clear roadmap for reducing carbon emissions in the coming years and driving progress towards the Council’s Net Zero target.

Cllr Sneath explained that the principal areas of focus within the plan were as follows:

•        Fleet – Identifying opportunities to reduce fossil fuel consumption by exploring alternative fuel options.

•           Operational Buildings, Depots and Offices – Introducing efficiency upgrades, subject to feasibility studies (e.g., solar panels), with Priory Road and the South Holland Centre identified as priority sites.

•        Social Housing – Building upon existing work to improve the energy efficiency of housing stock and offering energy-saving advice through tenancy engagement events to help reduce household bills.

•        Waste Management – Improving waste management practices across Council sites and seeking ways to reduce, re-use and recycle more effectively.

•        Green Champions Network – Establishing a network across the Partnership to advocate energy-saving measures both at work and at home.

Cllr Sneath advised that the plan contained numerous proposals; however, it was acknowledged that new opportunities might arise, and that the Council would need to remain agile in order to optimise these as they emerged.

Similarly, certain projects might require changes in approach or discontinuation as technologies evolved.

Cllr Sneath further noted that implementation would be influenced by the availability of capital, anticipated return on investment, and opportunities to secure external funding, many of which were highly competitive. It was noted that approval of the plan did not commit the Council to any financial obligations in respect of individual projects or the plan as a whole.

It was confirmed that relevant Portfolio Holders and elected members would be involved as the plan was implemented, and that officers across the Partnership would play a vital role in delivery. Where possible, external funding sources would be sought, with the plan placing the Council in a stronger position to do so.

The Policy Development Panel had been consulted on the plan and had provided its full support without amendment.

Cllr Barnes expressed disappointment regarding the fleet of new collection vehicles for food waste, noting that they were not electric. He queried whether this could have been achieved.  He also referred to the 2040 target date and asked whether interim dates could be set to enable progress monitoring.

On the matter of single-use plastics, Cllr Barnes questioned the starting point and current expenditure, stating that no clear figures had been provided.

The Assistant Director – Regulatory confirmed that  ...  view the full minutes text for item 64.

To agree the Action Plan to inform delivery against the South and East Lincolnshire Councils Partnership Tree and Hedgerow Strategy (report of the Assistant Director – Regulatory enclosed).

The Portfolio Holder for Health and Wellbeing, Conservation and Heritage Cllr Sneath presented the report and advised that trees and hedgerows played a central role in the Partnership’s strategic response to the challenges of biodiversity loss and climate change. The changing climate and the increased risk of extreme weather events highlighted the importance of green infrastructure in protecting communities and underpinned the ability to adapt to climate change.

Cllr Sneath advised that in 2022, the Partnership adopted a Tree and Hedgerow Strategy. The action plan presented to members provided the delivery mechanism for the strategy and outlined various work areas and projects to ensure that trees and hedgerows throughout the sub-region were appropriately managed, protected, and enhanced for the benefit of all.

Tree planting had become a high-profile activity to address climate change, but it was critical that this was done with the principle of “Right Tree in the Right Place.” Existing trees and hedgerows also needed to be managed and maintained to ensure their longevity and continued contribution to environmental and carbon benefits.

Cllr Sneath noted that South Holland, along with large areas of Boston, was traditionally a fenland landscape, and tree cover was therefore much lower. This was an important landscape characteristic that needed to be recognised.

Delivery timeframes for this work were broken down into short, medium, and long term, recognising the complexities around delivery and ensuring that quick wins were balanced with strategic, legacy-building actions.

The plan had evolved through extensive consultation with outside bodies, potential funders, and internal departments, and it needed to dovetail with the emerging Local Nature Recovery Strategy for Lincolnshire, due to be published in late 2026.

The action plan did not commit the Council to any expenditure. Instead, it sought to influence and prioritise the approach to managing trees and hedgerows so the Council could take advantage of external funding when it became available.

This was a key step towards reaching net zero targets, supporting nature recovery, and creating opportunities for community participation. The Policy Development Panel had been consulted and gave the action plan their full support without amendment.

Members noted that one reason for the limited number of trees in the area was the historical prioritisation of farming. However, many farmers are now introducing hedgerows, and a key element of the strategy involves working with them.

DECISION:

·         That Cabinet agrees to adopt the Tree and Hedgerow Action Plan.

(Other Options Considered)

·         Not to adopt the Action Plan and continue to undertake projects, policy and procedural updates in a piecemeal fashion across South and East Lincolnshire.

Reasons for decision:

·         To ensure a considered plan is in place to deliver progress against the ambition and high level commitments of the Tree and Hedgerow Strategy.

To set out the current financial position for the Council at the end of the second quarter of 2025/26 (report of the Director of Finance (Section 151 Officer) enclosed).

The Leader introduced the report which gave the Quarter Two Finance Update for 2025/26. 

He advised all present that throughout the year quarterly monitoring reports were completed forecasting the expected year end outturn compared to the approved budget. This report provided information on the forecast full year financial performance as at 30 September 2025.

General Fund Revenue Forecast

The revenue outturn forecasted an overspend position of £281,000 at the year-end.

The Leader pulled out some key areas for Cabinet’s attention as follows:

• The General Fund 2025/26 net budget for investment income was £0.771m.  The forecasted full year outturn for investment income as at Q2 was £1.283m, which would be an overachievement of £512,000.
• As members would be aware the 2025/26 budget included a savings efficiency target of £1.203m, savings were being tracked and could be found in Table 1b. He advised that that 54% of the target had been identified as at 30^th September and the forecast assumed the remaining target would be met with work ongoing to support this.

General Fund Capital

The Leader detailed that for General Fund Capital, Table 1a of Appendix B provided details of all capital schemes. The capital budget as at Q2 for the General Fund was £14.681m. General Fund forecasted capital spend at the end of Quarter 2 was £14.520m, expected to underspend by £161k. Changes to the capital programme were also being tracked with £199k identified and detailed in Table 1c of Appendix B. Slippage continued to be carefully monitored and considered and budgets refined as we progressed through the financial year.

General Fund Reserves
The Leader advised that Table 2 of Appendix A provided details of the balances held in reserves at 30 September 2025 being £7.761m.  The overall movement in reserve balances during Q2 2025/26 was a decrease of £38,000 taking account of adjustments budgeted or previously approved by way of Proforma B that sought approval from either the S151 Officer or Cabinet.

HRA Revenue

The Leader advised that Section 2.4 detailed the HRA revenue outturn, which showed a surplus of £687,000. He noted that this was due mainly to a reduction in interest payable (£244,000) and an increase in investment income (£297,000).

HRA Capital

The Leader advised that for the HRA Capital, Table 4 provided details of all capital schemes with the programme totalling £20.356m for 2025/26. HRA forecasted capital spend at the end of Quarter 2 was £16.500m.

Treasury

The Leader advised that Section 2.6 of Appendix A detailed the Council’s treasury investments. The Councils cash continued to perform well with £810,000 forecast to be achieved in excess of budget.

Concerns were raised regarding utility costs at Priory Road, which appeared not to have been included in the budget to meet last year’s spend, resulting in an overspend of approximately £35,000.  Officers explained that the variance column showed differences between budget and actuals, not an omission.

It was noted that General Fund Assets agency costs were £67,000, which seemed high and suggested significant use of agency staff.  ...  view the full minutes text for item 66.

To determine the Council Tax Support Scheme, 2026/27 (report of the Director of Finance (Section 151 Officer) enclosed).

The Leader introduced the report and advised that by way of background, the Council must review its scheme for working age claimants each year and consult with major precepting authorities and interested parties.

The scheme for pensioners is set by the Government and cannot be changed by the Council.  

The Leader advised that after consideration earlier in the year to the current economic challenges and the impact that a reduction in the scheme would have on working age claimant households, Cabinet decided to consult on continuation of the current working age Council Tax Support scheme, providing a maximum level of support of 85% for households with children, and 75% for all other households.  

The Leader advised that the consultation ran between 23 September to 8 November 2025 and of the 29 responses received 61% agreed that the council should retain the current level of support.  He noted that whilst 29% did not agree, views were divided: some favoured maintaining or increasing support, while others saw the system as unfair or too generous.  

The full consultation report was provided at Appendix 1 to the report.

It was noted that the response rate of 29 was disappointing given the size of the district. Members felt that consideration should be given to how future surveys could encourage greater participation and engagement. It was acknowledged that this had always been a challenging area in which to secure responses. The subject matter was not widely understood by the public, which may have contributed to the low engagement. Members agreed that it was the role of councillors to ensure that information was presented as clearly as possible. Despite efforts to promote the survey through various channels, engagement remained difficult.

Members concluded that, while further work could be explored, the outcome was reflective of the challenges inherent in this area.

DECISION:

1.    That Cabinet recommends that Full Council approve continuation of the current Council Tax Support scheme, uprated in line with DWP’s annual update of allowances and premiums, for 2026/27.

2.    That Cabinet delegates approval for developing the 2026/27 scheme rules in accordance with recommendation 1 above to the Director of Finance and Section 151 Officer, in consultation with the Portfolio Holder for Finance as appropriate, including prescribed, administrative and minor changes.

(Other Options Considered)

·         Options were considered previously by Cabinet, leading to consultation on a continuation scheme

Reasons for Decision:

·         Full Council must make any revision to its scheme, or any replacement, and agree its final scheme no later than 11th March 2026 in respect of the 2026/27 financial year.

·         The recommendation has regard to the earlier deliberations of the Cabinet, and the outcome of the consultation process for a continuation scheme.

·         Uprating in line with Department for Work and Pensions (DWP) will ensure the scheme continues to support the most vulnerable and low-income households by using nationally recognised rates of DWP income.

To introduce a new updated version of the Contract Procedure Rules (report of the Assistant Director – Governance (Monitoring Officer) enclosed).

The Leader introduced the proposed amendments to the Contract Procedure Rules (CPRs), which were brought forward for approval, including the delegation to officers as highlighted in Appendix 2.

Members had previously reviewed the revised set of CPRs, and any comments were considered prior to the final version being circulated to all Council for full approval.

By way of background, the Leader advised that the purpose of these amendments was twofold. Firstly, public procurement legislation had changed following the implementation of the Procurement Act 2023, which had been in place since February 2025. Whilst the current CPRs were compliant with this legislation, the proposed amendments included additions and revisions to further align the CPRs with the Procurement Act 2023.

Secondly, the CPRs had last been updated three years ago, and therefore were due for review. Appendix 3 highlighted the key changes.

The Leader noted that significant work had been undertaken to review and update the rules, and expressed appreciation to officers for their diligence in managing the extensive changes required. The amendments included provisions relating to frameworks and dynamic markets, in line with the Procurement Act 2023, to ensure officers complied with the new legislation.

In relation to thresholds, the Leader noted that the main change was the increase from the current range of £40,000–£85,000 to £50,000–£100,000. He added that importantly, the requirement for at least five written quotations was proposed to be amended, as sourcing five quotations could be challenging in certain industries. Feedback from suppliers indicated that the current requirement could discourage participation, as they perceived a low chance of success.

The Leader advised that further additions were made regarding contract management and monitoring, ensuring that operational contract managers regularly reviewed contract performance and met with suppliers as required under the terms of the contract. He also confirmed that a named contract manager would be recorded on the contracts register.

Concern was expressed regarding the inclusion of VAT in the figures presented, noting that this was not standard practice and could lead to inaccuracies if VAT rates changed in the future. The Member queried why VAT needed to be included and suggested that it should be removed.

Officers explained that the inclusion of VAT was a statutory requirement under the relevant legislation. They confirmed that thresholds would continue to be calculated exclusive of VAT, as outlined in the accompanying table, but acknowledged that minor adjustments might be necessary to ensure consistency throughout the document.

The Member highlighted that some figures within the text appeared to be exclusive of VAT, while others were inclusive, which caused confusion.

Officers advised that Section 1.5 of the Contract Procedure Rules explained that all figures were inclusive of VAT, except for the table at 13.3.

Members stated that they were extremely satisfied with the work undertaken by the Procurement Team, particularly in relation to improved contract management. They noted that the team had delivered strong outcomes for the Council and expressed full support for the proposed increase in procurement thresholds, citing the challenges of  ...  view the full minutes text for item 68.

To provide an update on risk as at the end of June 2025 (report of the Assistant Director – Governance enclosed).

The Portfolio Holder for Corporate Governance, Communications and Environmental Services  provided an update on the Risk Register up to the end of June 2025. He noted that the registers had been considered by the Governance and Audit Committee in September and risks were managed in accordance with the Partnership Risk Management Framework by officers, in consultation with the relevant Portfolio Holders.

It was noted that staff retention remained a high-risk area and a request was made for a figure on the percentage turnover of staff. The Portfolio Holder for Corporate Governance, Communications and Environmental Services  advised that an HR report was produced quarterly, detailing percentage turnover, and it was confirmed that further clarification would be provided in relation to the figure requested.

Another high-risk area identified was waste collection and round pressures. A question was asked as to whether this situation was expected to improve.

In response, it was explained that the current policies allowed unrestricted amounts of waste, making it difficult to predict volumes. Plans approved by Cabinet were scheduled for implementation within the next 12 to 18 months, which would address this risk. Associated policy changes were noted as progressing through a special Policy and Performance Committee.

A further query was raised for clarity regarding “capacity” as referenced in risk item 15.  It was confirmed that this referred to officer capacity to deliver work across three organisations and multiple high-profile programmes, including waste, housing revenue account, and other partnership initiatives. This issue had featured in both the Council’s and the partnership’s risk registers for some time. It was acknowledged that while senior officers had risen to the challenge, the demands continued to be monitored closely, as additional work pressures could make the situation more challenging.

DECISION:

That the Cabinet considers and notes the quarterly risk monitoring information for Q1 of 2025/26.

(Other Options Considered)

·           Alternative reporting arrangements.

Reasons for Decision:

·      The Cabinet is responsible for overseeing the Council’s risk management arrangement.

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 no further items.

DECISION:

Under Section 100A (4) of the Local Government Act 1972, the press and 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 consider the award of contract under an agency agreement for the operation and lifecycle maintenance of the Council’s leisure facilities (report of the Deputy Chief Executive, Programme Delivery & Assistant Director, General Fund Assets enclosed).

Consideration was given to the report of the Deputy Chief Executive, Programme Delivery & Assistant Director, General Fund Assets for the award of contract under agency agreement for the operation and lifecycle maintenance of the Council’s leisure facilities.

DECISION:

That Cabinet agreed to the recommendations held within the exempt report.