Agenda and minutes

The public open forum will commence at 2.00 p.m. and the following formal business of the Council will commence at 2.30 p.m. or whenever the public open forum ends, if earlier.

There being no questions submitted for the public open forum, the Chairman moved to the first item of formal business.

Apologies for absence were received from Councillors Bisnauthsing, Miss Channell, Craft, Mrs Gaffigan, Sam Jalili, Mrs Kaberry-Brown, Jock Kerr, Moore, Mrs Radley, Bob Sandall, and Susan Sandall.

Members are asked to declare any interests in matters for consideration at the meeting.

Councillor Stokes declared a personal and prejudicial interest in Part A of the budget item in relation the proposal for the Council to offer a new service of MOT testing for certain vehicles.  His interest arose by virtue of the fact that he has a client who also offers MOT services.

Councillor John Smith declared a personal and prejudicial interest in Part A of the budget item concerning the Bourne Core Area element of the Capital Programme.  His interest arose by virtue of his being a member of a club whose premises were located within the Bourne Core Area.

Both Councillors left the meeting before the budget item was discussed and returned to the meeting following a vote on Part A of the budget.

                                                                (Enclosure)

The minutes of the last ordinary meeting held on 22 January 2009 were confirmed as a correct record, subject to the following amendments:

(1)            Attendance:  to include Councillor Lovelock M.B.E., Councillor Mike Taylor, Councillor Turner, and Councillor Avril Williams as being present;

(2)            To record that although Councillor Harvey declared a personal and prejudicial interest in the notice of motion relating to the Stamford Town Centre Partnership he did speak against the motion during the public session for what he stated were “very good reasons”.

(3)            To record that although Councillor Maureen Jalili had declared a personal and prejudicial interest in the notice of motion relating to the Stamford Town Centre Partnership, she did speak in favour of the motion during the public session.

(4)            To record Councillor John Smith’s response to Mrs Mary Patrick’s second question as:

“Stamford Town Council have written to South Kesteven District Council” requesting that they become owners of the Stamford Recreation Ground.  Negotiations are now being entered into by South Kesteven District Council and Stamford Town Council regarding legal obligations and requirements, terms and conditions.  Subject to these being satisfactorily concluded, a decision will be made as soon as possible, but at this time I regret that I cannot give you a date.”

                                                                (Enclosure)

A list of the Chairman’s civic engagements undertaken since the last meeting had previously been circulated with the agenda.

The Chairman advised members that his support officer, Mrs Viv Wyatt, was now on long term sick leave and her duties in her absence would be covered by her colleagues in the Strategic Support team.

Report number CHFCS25 by the Assets & Resources portfolio holder (on behalf of the Cabinet):

                                                                        (Enclosure)

PART A:  

• Revenue Estimates 2009/10 and indicative budget 2010/11 to 2011/12
• Fees and Charges
• Treasury Management Strategy
• Priority Theme Plans

PART B:  Council Tax setting

NOTE: Please can Members bring their budget books to the meeting.

PART A: Revenue Estimates 2009/10 and indicative budget 2010/11 and 2011/12

DECISION: That the Council:-

General Fund Revenue Estimate and Priority Theme Plans

a.     sets a General Fund budget requirement of £16.171M for 2009/10 and an indicative target of £16.581M for 2010/11 and £16.592M for 2011/12 (inclusive of special expenses)

b.    sets a Council Tax increase of 3.5% for 2009/10 (excluding special expenses and parish precepts) which equates to an average increase of 3.45% when including special expenses for comparative purposes.

c.     approves the original base estimate for 2009/10: and indicative base estimates for 2010/11 and 2011/12 as detailed in the summary at Appendix A page 1 to report CHFCS25;

d.    approves the Treasury Management Strategy provided at Appendix B to report CHFCS25;

e.     approves increases in Fees and Charges for 2009/10 (in accordance with the Council’s Fees and Charges Strategy) as set out in Appendix C

f.       approves the Revenue and Capital Reserves statement contained at Appendix A page 8 to report CHFCS25

g.    requires the fundamental review of services where the projected income levels show a continued reduction to ensure the allocated resources are proportionally aligned. 

h.    approves the setting of cash releasing efficiency targets for each corporate head area in order for the Council to achieve its overall efficiency target

i.       approves the priority theme plans as detailed at Appendix D

j.       approves the introduction of MOT testing for taxis, motorcycles and larger vehicles (up to 3.5 tonnes)

k.     approves the cessation of play schemes with effect from 1 April 2009

l.       approves the use of the Housing and Planning Delivery Grant in respect of the works associated with the Local Development Framework

m.  approves the creation of a Community Response Fund

Capital Programme

n.    approves the Capital Programme for 2009/10 and indicative programme for 2010/11 to 2011/12 detailed at Appendix A page 9-12

o.     authorises the funding proposals subject to an annual review of the financing options by the Corporate Head of Finance and Customer Services, in consultation with the Portfolio Holder, during the preparation of the Statement of Accounts to optimise the use of Council resources.

p.    approves the setting of cash releasing efficiency target in respect of the Capital programme

Housing Revenue Account (HRA)

q.    sets dwelling rent increases in accordance with Government guideline rent, but with a cap on individual rent increases of no more than 7%, providing an average rent of £62.61 ( and an average rental increase of 6.04%)

r.      sets an increase in garage rents of 5.5%

s.     increases service charges by 5.0% (retail price index September 2008 )

t.      approves a policy of a target HRA working balance of £5M

u.    approves the policy of achieving a breakeven Housing Revenue Account by the financial year 2011/12 and to ensure all years, thereafter, achieve a breakeven position.

v.     approves the Housing Revenue Account for the year 2009/10 and indicative years 2010/11 and 2011/12 shown at Appendix A page 13

w.  approves the setting of cash releasing efficiency target  ...  view the full minutes text for item 89.

Report number POI134 by the Leader of the Council.

                                                                (Enclosure)

DECISION: To approve the Lincolnshire wide Sustainable Community Strategy including the chapter on South Kesteven.

The Leader of the Council presented report number POI34 in which she updated members on the progress being made by the Lincolnshire Assembly to develop a new county wide Sustainable Community Strategy.

Members had considered the draft document including the local South Kesteven chapter at its last meeting.  The final version of the document now before the Council (as agreed by the Lincolnshire County Council at its meeting on 13 February) contained an expanded economy section as suggested by South Kesteven members.

Following some revisions made to the local SK chapter as a result of consideration by the South Kesteven Local Strategic Partnership, it was planned to publish the new strategy for 2009-2030 by the end of March 2009.

A member asked why there was little reference to Stamford and the Deepings in the local chapter.  Another member commended the way the local chapter had been written in clear, easily understood language.  By contrast, he considered the County part of the document to contain “flowery” language.  He suggested that the County Council be asked to write their part of the document with the same clarity of vision as the South Kesteven District Council chapter.

The Leader responded by explaining that the SK chapter only included the issues that are were current at the moment and would be revised and developed over time to reflect other parts of the district.  The Leader acknowledged the points raised about the format of the document and explained that the County had asked that the local chapter confirm to their format.  However, she undertook to refer the comments on the style of language used to the Sustainable Community Strategy Board.

The Chairman of the Constitution Committee to submit recommendations from the committee arising from its meeting held on 20 February 2009.

                                                                (To Follow)

DECISION:

(1)  Officer Delegation

Part 3 of the Constitution (Delegated Authority) in relation to the Corporate Head of Finance and Customer Services (S151 Officer) be amended to read:

“to take the appropriate action in respect of forfeiting, terminating or repossessing a lease between the Council and any tenant as the final part of debt recovery and breach of tenancy process where rent remains outstanding or there has been some other breach of the terms of the lease which would require the Council to obtain vacant possession of the leased premises.”

(2)  Terms of Reference of the Governance and Audit Committee

Article 12, page 54.1 of the Constitution under part (b) Regulatory Framework be amended to include the wording:

“to monitor, review and amend as appropriate the thresholds and limits contained in the Financial Regulations Guidance notes.”

(3)  Pubic Right to Speak at Development Control Committee meetings

Part 4, Council procedure rule 24.7 of the Constitution be amended to read:

“Any person wishing to include photographs or any other information within the committee presentation, as part of their three minute address to the committee, shall ensure that this information is received if possible in an electronic format (e-mail with an attachment, memory stick, or disc) by the relevant case officer at least one working day prior to the meeting; and/or written material and/or photographs should be submitted to the relevant case officer at least two working days prior to the meeting.  Material presented after these deadlines will be accepted at the discretion of the Chairman of the Development Control Committee.

(4)  Public Speaking at Full Council

Part 4, Council procedure rule 10 of the Constitution be amended to read:

“10.  PUBLIC OPEN FORUM

10.1     General

Residents of the District or any non-domestic ratepayer may ask questions of any members of the Council and speak on any item on the agenda of any ordinary meeting of the Council during a period of 30 minutes set aside at the start of the meeting.

10.2  Notice of intention to speak or ask questions

Notice of any question to be asked or of any intention to speak on an item on the agenda must be given by delivering it in writing or by electronic mail to the Chief Executive at least 3 working days before the day of the meeting.  Each notice must give the name and address of the speaker or questioner and must name the member of the Council to whom a question is to be put or the item on the agenda to be addressed.  The Chairman may direct a question to another member if more appropriate and they agree to accept it.

10.3  Order of speakers and questions

          Questions will be asked and speeches made in the order in which notice of them was received, except that the Chairman may group together similar questions or items to be spoken on.  Each question and answer or speech will be subject to a total time limit of 5 minutes.

10.4  Number of  ...  view the full minutes text for item 91.

The Chairman agreed to accept this item on the agenda as a matter or urgency as the recommendation from the Governance and Audit Committee had been omitted from the Council agenda in error and there was a need to effect the revision to the delegated limits for virements as soon as possible in the interests of efficient financial management of the authority.

DECISION: To approve the following revised delegated limits relating to the Financial Regulations Scheme of Virement:

(1)           the upper delegated virement limit for Cabinet portfolio holders be set at £60,000;

(2)           the upper delegated virement limit for the Cabinet be set at £100,000;

(3)           Any virements over £100,000 to be referred to the Council for approval.

The Chairman of the Governance and Audit Committee submitted the recommendations of the committee as contained in minute 58 of the meeting held on 29 January 2009.  (These minutes had previously been in the public domain as they had been published on the Council’s website.)

The recommendation was seconded by the Assets and Resources portfolio holder and, following a vote, carried.

To note the list of questions asked under Council procedure rule 11.1 as circulated at the start of the meeting and their reference to the relevant Policy Development Group.

No Questions on Notice had been submitted for this meeting.

The meeting closed at 4.27pm