Minutes:
Question to: Councillor Worth
Question from: Councillor Barnes
Subject: Member involvement in Local Government Reorganisation (LGR)
Councillor Barnes opened by offering his congratulations to the Chairman and Vice Chairman on their appointments and wished them a successful year. He then directed his question to Councillor Worth and queried the specific actions the administration was planning to take to ensure that all elected members, across all wards and political groupings, would be fully involved, informed and empowered throughout the transition to a unitary authority. He emphasised the importance of ensuring that the transition was both smooth and accountable. He further sought assurance as to how transparency would be maintained and how equal participation for all members would be guaranteed, particularly given the significance and complexity of the Local Government Reorganisation process. In response, Councillor Worth thanked Councillor Barnes for his question and acknowledged the importance of member involvement in the process. He advised that activity relating to LGR was expected to increase significantly from mid?July, when further announcements were anticipated. He indicated that, at that stage, dedicated Member briefings would be arranged to provide updates and outline next steps, with further briefings scheduled throughout the transition period over the following year. Councillor Worth explained that a committee would be established to oversee the process, noting that although this body would not have specific decision-making powers, it would act in an advisory and oversight capacity. He added that there would be no restriction on the Council’s Scrutiny Committees considering matters relating to the process, should they wish to do so and further advised that members would receive updates through a combination of email communications, face?to?face briefings and officer-led sessions. Councillor Worth emphasised that the situation was likely to evolve quickly once national announcements had been made and that members should expect frequent updates as further information became available.
Question to: Councillor Astill
Question from: Councillor Gibson
Subject: Waste collection issues at Surfleet Reservoir
Councillor Gibson raised concerns regarding rubbish being left following waste collections at Surfleet Reservoir, noting that split bags, often caused by vermin, were contributing to waste entering the watercourse and impacting the local environment and wildlife. He asked whether any further action could be taken to safeguard the area following collections. In response, Councillor Astill advised that, where a bag was split by a crew during collection, there was an expectation that the crew would clear the resulting waste. He acknowledged however that bags being split due to other factors such as by vermin remained a widespread issue across the district and were more difficult to resolve. He stated that he could not guarantee a full resolution in this instance but undertook to raise the matter with the relevant team and provide an update following further consideration.
Question to: Councillor Astill
Question from: Councillor Avery
Subject: Support for vulnerable residents under new waste arrangements
Councillor Avery asked for details of planned arrangements to support elderly residents, those with disabilities, or individuals living with dementia when transitioning from bagged waste collections to a wheelie bin system, particularly in relation to sorting and presentation of waste. In response, Councillor Astill advised that further detailed information would be provided at an upcoming member briefing scheduled for early June. He confirmed that a programme of engagement activity was planned to support the transition, including events in marketplaces and outreach to community groups. Councillor Astill further advised that, as part of the move from bagged collections to wheelie bins, an increase in assisted collections was anticipated. He expressed confidence that, through the planned engagement and support from the relevant teams, the needs of elderly residents, those with disabilities and individuals living with dementia would be identified and appropriately supported.
Question to: Councillor Astill
Question from: Councillor Eldridge
Subject: Bank holiday waste collections and communications
Councillor Eldridge raised concerns regarding disruption to waste and recycling collections following the recent bank holiday, noting that a surge in waste presented had impacted services across the district. She observed that this pattern commonly occurred after bank holidays and asked whether additional resources could be put in place in advance of future bank holidays to better manage increased volumes and reduce the likelihood of missed collections. She further referred to the revised collection arrangements introduced for the early May bank holiday, whereby only those collections scheduled for the bank holiday Monday were rescheduled, rather than all collections being moved back by one day as had previously been the case. Noting that the Council’s website indicated that similar arrangements would apply for the forthcoming bank holiday, she queried the communications being issued to residents to ensure awareness of these changes and minimise disruption. In response, Councillor Astill acknowledged the points raised and explained that the revised approach to bank holiday collections had been carefully considered. He advised that the previous “slip day” arrangement, whereby all collections were moved back by one day, had resulted in disruption across the entire district. By contrast, the new approach, which only affected those properties with collections due on the bank holiday Monday, was intended to limit disruption to a smaller number of residents, allowing the majority of collections later in the week to proceed as normal. He confirmed that these arrangements would remain in place for the forthcoming bank holiday. Councillor Astill further noted that, with the planned introduction of the new bin collection system later in the year, collection arrangements would change, with crews expected to operate on most bank holiday Mondays, subject to specific exceptions. In respect of communications, Councillor Astill advised that information regarding bank holiday collection changes would continue to be shared through the Council’s established channels, including the Council’s website. He also encouraged members to support dissemination by sharing information within their wards. Addressing the issue of increased waste volumes and service disruption, Councillor Astill advised that the matter was not limited solely to bank holiday periods and was part of wider service pressures. He confirmed that officers were actively exploring options to strengthen operational resilience, including the use of additional resources. He noted that, whilst agency staff were currently utilised, this could present challenges in sourcing staff at short notice. Alternative options were under consideration and discussions ongoing with senior officers, and he undertook to update members once a decision had been reached.
Question to: Councillor Bingham
Question from: Councillor Barnes
Subject: Officer Planning Training
Councillor Barnes queried the training provided to Planning officers, who did not routinely engage with elected members or the public, to ensure they had the necessary skills and confidence to do so effectively when required. How was the adequacy of such training assessed. In response, Councillor Bingham advised that he was not directly involved in the training of staff and would need to obtain further information from officers. He undertook to provide a response following those enquiries.
Question to: Councillor Casson
Question from: Councillor Geaney
Subject: Impact of the Tabacco and Vapes Act
Councillor Geaney queried the level of impact the recently enacted Tobacco and Vapes legislation would have on the Council, particularly in relation to licensing. In response, Councillor Casson welcomed the introduction of the legislation and advised that it would result in a significant increase in workload for the licensing team, given the wide range of premises affected. He indicated that much of the enforcement responsibility would lie with Trading Standards. He further noted that a Government consultation was expected and that, at present, there was no confirmation regarding additional funding to support the increased workload.
Question to: Councillor Astill
Question from: Councillor Hasan
Subject: Replacement of public bins
Councillor Hasan raised concerns regarding the removal of a number of public litter bins within the town, citing specific examples including locations on Spring Street and Swan Street. It was noted that one of the bins had been reported as being in poor condition and had subsequently been replaced after some time, however other bins had not yet been reinstated.He highlighted that the absence of such bins was contributing to increased instances of littering and fly tipping, as well as broader cleanliness concerns within the area and asked when the outstanding bins would be replaced. Councillor Astill advised that he would discuss the specific locations with the Councillor Hasan following the meeting and would refer the details to the relevant service team for investigation. He explained that, where issues with SHDC bins had previously been reported, replacements had been arranged, and stated that there was no reason in principle why the same approach could not be taken in this instance.
Question to: Councillor Casson
Question from: Councillor J Le Sage
Subject: Taxi licensing compliance and enforcement
Councillor Le Sage raised concerns regarding taxi services within the district, particularly in the Spalding area. He reported that he had received complaints from residents alleging that disabled passengers were being asked to pay additional charges when travelling with wheelchairs, which he noted was not permitted. He further raised concerns regarding taxi meters not being operated or not being clearly visible to passengers, potentially resulting in a lack of transparency around fares. Councillor Le Sage emphasised that such practices could disproportionately affect more vulnerable or less informed residents who may not be aware of their rights.
He therefore requested that enforcement action be considered and asked whether the Portfolio Holder would commit to undertaking spot checks to ensure that taxi operators were complying with licensing requirements and operating lawfully. In response, Councillor Casson acknowledged the concerns raised and confirmed that taxi drivers should not be charging additional fees to disabled passengers. He advised that the matter would be raised with licensing officers and agreed that checks could be undertaken to ensure compliance with the relevant regulations.
Question to: Councillor Worth
Question from: Councillor M Le Sage
Subject: Progress of the empty Johnson Hospital building
Councillor Le Sage referred to previous discussions involving himself, Councillor Worth and Councillor Bingham regarding the condition of Johnson Hospital and the status of its ownership, noting that the owners were based outside of the local area. He asked whether, as the Council approached its final year, any further action could be taken to progress matters before the end of the Council’s term. In response, Councillor Worth advised that whilst progress had been slow, an intermediary had now been identified, allowing the Council to establish a line of communication with the owners for the first time. Councillor Worth further advised that a meeting with the intermediary was expected to be arranged in the coming weeks, although he cautioned that it was too early to determine what the outcome might be. He confirmed that any further progress would be reported to members in due course.
Question to: Councillor Taylor
Question from: Councillor Sheard
Subject: Sauna provision at new leisure facility
Councillor Sheard advised that a number of residents had raised concerns regarding the absence of a sauna facility within the new leisure facility. She noted that the sauna at the existing swimming pool was currently well used and asked whether data could be provided on current usage levels. Councillor Sheard further queried whether, should a reduction in membership be observed following the opening of the new facility, particularly if this was attributable to the lack of a sauna, the Portfolio Holder would consider his position. By way of a supplementary question, Councillor Sheard asked whether there remained any opportunity to revisit the current design and give further consideration to the inclusion of a sauna, in light of the concerns being raised by users. In response, Councillor Taylor acknowledged the concerns raised and confirmed that usage figures for the existing sauna facility could be provided. He noted that he was familiar with the facility and recognised that it was valued by a number of regular users. However, he advised that the design for the new facility had already been through the appropriate consultation processes, including member engagement and public consultation, and had now been finalised. As such, he indicated that it would not be possible to revisit or amend the design at this stage to incorporate additional facilities such as a sauna. In addressing the question regarding his position, Councillor Taylor stated that he did not consider resignation to be a proportionate response, noting that it would not be feasible to accommodate every preference within the design of the facility. He further commented that, whilst a sauna had not been included, alternative provision may be available locally through private businesses. Councillor Taylor concluded by confirming that the project remained on schedule and within budget, and that he remained confident in the overall delivery of the new facility.
Question to: Councillor Astill
Question from: Councillor Brewis
Subject: Communication of waste collection changes
Councillor Brewis referred to recent disruption to waste collections, noting that a significant number of residents had presented their waste on an incorrect day due to changes in the collection schedule. He highlighted that not all residents were aware of the revised arrangements, particularly those who did not access online communications and asked whether the Council would ensure that all residents, especially those in rural areas or those without access to digital services, would receive clear and accessible information regarding collection arrangements. In particular, he sought assurance that a hard copy timetable would be provided to households setting out when each type of waste would be collected under the new system, in order to prevent confusion and disruption. In response, Councillor Astill acknowledged the concerns raised and agreed that clear and effective communication would be essential as changes to the waste collection service were implemented. He confirmed that the Council was actively considering a range of communication methods to ensure residents were appropriately informed. He advised that this included the potential provision of a collection timetable that could be distributed to residents, although the precise format and method of delivery were still under development. Councillor Astill noted that work was ongoing to determine the most effective way to communicate with all residents, including those who may not have access to digital channels. He assured members that communication arrangements formed a key part of the service transition and that further details would be confirmed as the work progressed.
Question to: Councillor Taylor
Question from: Councillor Alcock
Subject: Progress of leisure centre development
Councillor Alcock asked for an update on the progress of the new leisure facilities, and in particular whether the project remained on schedule and whether it was expected to be delivered within the approved budget of £28 million. In response, Councillor Taylor confirmed that the project was currently on target and within budget. He advised that construction works were continuing at pace and that there was ongoing engagement with the project team to monitor progress. Councillor Taylor advised that an updated position would be circulated to members, the press and the public following forthcoming project meetings. He further noted that regular newsletters were being prepared by the developer and distributed to neighbouring properties, ensuring that local residents were kept fully informed of ongoing developments.
Question to: Councillor Astill
Question from: Councillor Eldridge
Subject: Communication to ward Members on missed collections
Councillor Eldridge raised concerns regarding the level of detail provided in communications issued to members in relation to missed waste collections. Whilst acknowledging that notification emails were being circulated she noted that these were often too general, citing examples where issues were reported simply as affecting “Spalding” without identifying the specific wards or areas impacted. Such lack of detail made it difficult for ward members to respond effectively to resident enquiries and requested that future communications be more precise, clearly identifying affected locations.
Councillor Eldridge further asked whether additional methods of communication could be explored to ensure more timely notification, including the use of text messaging or mobile applications such as WhatsApp, so that members could be made aware of issues at the earliest opportunity and provide prompt updates to residents. In response, Councillor Astill acknowledged the concerns raised and agreed that the level of detail within communications to members could be improved. He confirmed that this had already been identified and that he had suggested changes to ensure future updates were more specific, including providing information at ward level where possible. In relation to alternative communication methods, Councillor Astill acknowledged that whilst such options could offer more immediate updates, he cautioned that not all members used the same technology platforms and it would therefore be important to ensure that any approach adopted was inclusive and accessible to all. He confirmed that the matter would be taken away for further review, with a view to identifying appropriate and effective ways of improving communication with members.
Question to: Councillor Astill
Question from: Councillor Barnes
Subject: Accuracy of waste service communications and service issues
Councillor Barnes raised a number of concerns regarding inconsistencies in communications relating to the waste service. He referred in particular to messages issued to residents indicating that brown bins were now owned by the resident, followed by further communications advising that subscriptions needed to be renewed and that such bins could be collected if this was not done. He queried the accuracy of such communications and emphasised the need for clarity and consistency. He further highlighted issues relating to contaminated waste, citing a specific example where a bag had been labelled as contaminated without any explanation being provided and where no record of the issue appeared to have been made by the service. He advised that, despite making enquiries through customer services, no response had been received. Councillor Barnes expressed broader concern regarding the level of detail and quality of communication from the service, including responsiveness and record?keeping, and asked that these matters be reviewed to ensure accurate information was provided to residents and that service standards were improved. In response, Councillor Astill acknowledged the concerns raised and confirmed that issues relating to the garden waste subscription communications had already been identified as system-generated errors and had been corrected. He agreed that the situation highlighted the need to review all aspects of communication to ensure accuracy and consistency, both in communications with residents and with members. He advised that improvements were being considered, including the potential use of technology to better inform members and residents. In this regard, Councillor Astill confirmed investigations into the Bartec system were underway for the cabs and the possibility of introducing a customer portal to enable residents to interact more directly with the service and report issues more easily. He noted that this could also help to reduce demand on customer services. In relation to the specific issue raised regarding contaminated waste, Councillor Astill undertook to investigate the matter further and provide clarification to Councillor Barnes.
Question to: Councillor Bingham
Question from: Councillor J Le Sage
Subject: Update on play parks
Councillor Le Sage requested an update on progress relating to play parks across the district. In response, Councillor Bingham provided a preliminary update and advised that a more detailed report would be brought forward once further information had been finalised. He confirmed that officers were currently undertaking a comprehensive assessment of play park assets across the district. This work included reviewing the condition of individual sites, undertaking a cost analysis to determine the level of investment required for maintenance, refurbishment and potential improvements, indicating that initial findings were broadly positive. The exercise was focused on identifying opportunities to achieve better value for money, including exploring how investment could be targeted more effectively to both maintain existing facilities and enhance overall quality. This included considering routine maintenance works aimed at improving the general appearance, safety and usability of sites. In conclusion, Councillor Bingham advised that the work was ongoing and that he hoped to provide a further update to members, either directly or through the Spalding Town Forum, once more detailed proposals and costings had been confirmed.