Venue: Council Chamber, Council Offices, Priory Road, Spalding
Contact: Democratic Services 07557 821124
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To sign as a correct record the minutes of the meeting of the Cabinet held on 16 July 2024 (copy enclosed). Minutes: The minutes of the Cabinet meeting held on 16 July 2024 were agreed and signed by the Leader. |
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Declarations of Interest. (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.) Minutes: There were none. |
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Questions raised by the public under the Council's Constitution (Standing Orders). Minutes: There were none. |
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To consider any matters which have been subject to call-in. Minutes: There were none. |
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To consider matters arising from the Policy Development and Performance Monitoring Panels in accordance with the Overview and Scrutiny Procedure or the Budget and Policy Framework Procedure Rules. Minutes: There were none. |
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To implement a common Case Management System across the Partnership in order to realise efficiency savings through the alignment of teams and technology (report of the Assistant Director – Corporate, the Assistant Director – Regulatory and the Assistant Director – Planning enclosed).
Minutes: Consideration was given to the report of the Assistant Director – Corporate, the Assistant Director – Regulatory and the Assistant Director – Planning, which requested implementation of a common Case Management System across the Partnership in order to realise efficiency savings through the alignment of teams and technology.
The Portfolio Holder – Corporate Governance and Communications presented the report, which brought forward a Business Case that sought to secure the funding to align the multiple Case Management Systems in place in the Planning and Regulatory Directorates in Boston and South Holland Councils, to the Uniform system currently being deployed at East Lindsey District Council. An alignment would also benefit the Wellbeing and Community Leadership Directorate , in particular the Housing Standards Team.
At present, South Holland District Council operated a total of 4 Case Management systems, that would be replaced by Uniform, as set out in the table at 2.4 of the report. It was noted that the existing Ocella system would cease to operate in January 2027 so must be replaced.
As well as the revenue savings identified within the report, an alignment would unlock further significant efficiency savings by enabling teams to come together across the Partnership, aligning processes and procedures.
The following issues were raised:
· If systems were aligned, what would happen in the event of a separation of the Partnership? o With regard to IT alignment, all three councils would move on to a system, but with data on it being held separately meaning SHDC could access its data irrespective of the other two authorities. Licences would need to be dealt with however, there would be no large costs involved in moving again but the Council would need to decide what it wanted to do at that point in time.
· Clarity was sought on the non-cashable benefits. In addition, section 2.3 of the covering report stated that early work by the Planning and Regulatory Services Directorates, as part of the development of their service reviews, identified that with the system alignment brought forward within the report, their services could deliver more than £340,000 of efficiencies above that which was possible without service alignment – what were the proposals for the initial savings of around £175,00 (the difference between the amount of £514,679 stated at 2.9 and the figure at 2.3)? o With regard to non-cashable benefits – some benefits could not be recognised financially. With one system, officers could work across the Partnership more effectively and easily rather than the current situation of working on separate systems.
o With regard to the amount of £340,000 stated at 2.3, this was a single amount that could be released from Regulatory Services and Planning through this piece of work. At the last Council meeting, a service review of Regulatory Services had been agreed and this had alluded to a figure of £355,000 of achievable savings. In addition, since the service review had been agreed, a further £240,000 could be released if technology was aligned. In addition, as part ... view the full minutes text for item 26. |
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Working in Partnership with the Voluntary and Community Sector To provide an overview of Voluntary and Community Sector work/activity that is being supported and further developed by the South and East Lincolnshire Councils Partnership, and to seek approval to deliver more sustainable and enhanced local services through the Voluntary and Community Sector that are operating within South and East Lincolnshire (report of the Deputy Chief Executive – Communities enclosed). Additional documents: Minutes: Consideration was given to the report of the Deputy Chief Executive – Communities which provided an overview of Voluntary and Community Sector work/activity that was being supported and further developed by the South and East Lincolnshire Councils Partnership, and which sought approval to deliver more sustainable and enhanced local services through the Voluntary and Community Sector that were operating within South and East Lincolnshire.
The Portfolio Holder – Community Development presented the report.
South Holland District Council and the South and East Lincolnshire Councils Partnership recognised the important work of the Voluntary and Community Sector within the area. This included supporting the communities in South and East Lincolnshire to lead longer, safer and healthier lives. The communities themselves also had a lot to offer in respect to playing an active volunteering role in the locality, with volunteering showing positive physical and mental health benefits to individuals.
First and foremost, the report provided an overview of activity over the past year that had been supported and further developed by the South and East Lincolnshire Councils Partnership.
The following issues were raised:
· Concern was raised around the potential additional workload that may arise for certain VCS groups such as the Citizens Advice Bureau in relation to the Government’s recent announcement to cut the Winter Fuel Allowance to many pensioners. o The Portfolio Holder responded that there could be an impact on the CAB’s workload, along with other voluntary organisations. Councillors could also support and signpost any help that may be available. o Officers responded that eligibility for the Winter Fuel Allowance would be means tested (individuals in receipt of Pension Credit, Universal Credit, Income-related Employment and Support Allowance, Income Related Job Seekers Allowance, and Income Support). The caseload of Pension Credit for SHDC at February 2024 was 2,116 and people were being encouraged to apply if they were eligible for any of these benefits. In addition a series of Communications messages would be undertaken to spread the message, and signposting to advise of other support available would be undertaken over the next few months.
· Volunteers were essential to the local community. It was important that this report was coming forward to ensure improved management and support of volunteers, to ensure their efforts were put to best use.
DECISIONS:
1) That the important role that the Voluntary and Community Sector (VCS) plays in supporting local communities/residents in enjoying healthy fulfilling lives within South and East Lincolnshire be noted;
2) That current progress made between the SELCP and VCS be noted. This included the SELCP Trusted Volunteers Scheme;
3) That the proposed South and East Lincolnshire Councils Partnership ‘Volunteer Charter’ be agreed;
4) That a transition from grant giving to VCS organisations, and a move to a commissioned services model (where appropriate) that met the aims and objectives of the South and East Lincolnshire Councils Partnership be approved.
(Other options considered: · Do nothing – this option would not support additional benefits that working with the VCS provided; Reasons for decision: · VCS organisations offered huge ... view the full minutes text for item 27. |
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2024/25 Quarter One Finance update To set out the current financial position for the Council at the end of the first quarter of 2024/25 (report of the Deputy Chief Executive – Corporate Development (S151) enclosed). Additional documents: Minutes: Consideration as given to the report of the Deputy Chief Executive – Corporate (S151) which set out the current financial position for the Council at the end of the first quarter of 2024/25.
The Portfolio Holder – Finance presented the report and provided the following update:
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 June 2024.
This year, like recent years, would be challenging. A matter of particular note was that the 24/25 pay award had not yet been announced and would impact on the forecast outturn position if it was greater than the budgeted 3.5%.
A further significant matter for Cabinet’s attention was the allocation of £335,000 in respect of the IDB levy pressure for 2024/25 which had now been included within the Q1 forecast and efficiencies table. This allocation was of great relief and showed that efforts in lobbying on this matter via the Special Interest Group had been worthwhile. It was important that this work continued to ensure that a long-term solution to this pressure was achieved.
General Fund Revenue Forecast
The revenue outturn forecasted an overspend position of £67,000 at the year-end. The following key areas were brought to the Cabinet’s attention:
General Fund Capital
Table 4 provided details of all capital schemes. The proposed revised capital budget as at Q1 for the General Fund was £10.709million. Changes to the capital programme were also being tracked with £104,000 identified and detailed in Table 5. Slippage continued to be carefully monitored and considered and budgets refined as the financial year progressed.
HRA
Section 2.3 detailed the HRA revenue budget. Instead of the usual Quarter 1 forecast, the report proposed a budget reset for the Cabinet to consider and refer to Full Council for approval. The HRA revenue budget was under extreme pressure with compounding demands from service pressures, hyperinflation, ageing components, greater publicity of the responsibility of social landlords, and increased reports of Damp, Condensation and Mould. The proposed budget included a net movement of £346,000, resulting in a £192,000 surplus for the year, including an associated reserve withdrawal.
For HRA Capital, Table 7 provided details ... view the full minutes text for item 28. |
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Local Council Tax Support Scheme (Consultation) 2025/26 To agree consultation options for the local Council Tax Support scheme 2025/26 (report of the Deputy Chief Executive – Corporate Development (S151) enclosed).
Minutes:
The Portfolio Holder – Finance presented the report and provided the following information:
Councils had been required to develop local Council Tax Support schemes to support low-income working-age households since 2013. Prior to this, support was based on a national Council Tax Benefit scheme, delivered by councils but based on rules determined by central government. The Government continued to prescribe the scheme for pensioners who could receive up to 100% support. The council had no discretion in this area.
The report under consideration focussed on the scheme for working age claimants. The Council was required to review its scheme for working age claimants each year and consult with major precepting authorities and other persons who may have an interest on the proposals for the forthcoming year. Schemes could not be changed mid-year.
Current scheme
South Holland’s current scheme provided a maximum level of support of up to 75% for the lowest income working age claimants, leaving at least 25% of the annual Council Tax bill to be paid. Scheme expenditure in 2024/25 was forecast to be around £4.9million, with just over £2.2million of that relating to working age claimants. The cost of the CTS scheme was shared between the major precepting authorities, as shown at section 2.3 in the report, with SHDC picking up just under 10%.
Fundamental Review
Cabinet agreed to fundamentally review the scheme in 2024/25, recognising that the current scheme was now dated. Objectives included modernisation and simplification for the customer, and to improve operational efficiency. Any final CTS scheme had to be affordable, and in reaching decisions there had to be consideration as to how it would be funded.
This extensive review, supported by the appointment of Visionary Network Ltd and its partners, had considered different scheme approaches, and analysis and data modelling based on current caseload and expenditure.
Section 4 of the report provided a breakdown of the current working age caseload by household type. Table 2 in section 4.3 provided a view of the number of current CTS recipients with arrears in the last financial year, 2023/24. The data revealed that almost 23% of current working age CTS recipients had council tax arrears in the previous financial year. 51% of those in arrears were in households with children.
Proposals for 2025/26 scheme consultation
The outcome of the review had led to the set of modification proposals shown in Section 6 of the report. These would make the scheme more generous, offering enhanced protection for vulnerable families. It would also provide the opportunity for administration efficiency through streamlining of processes. As an incremental approach to change, it would allow for review after the first full year of the new scheme.
Having regard to the arrears position for households with children, and a recent DWP report which estimated that 24% of children in South Holland lived ... view the full minutes text for item 29. |
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Any other items which the Leader decides are urgent.
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. Minutes: There were none. |