Agenda and minutes

Apologies for absence were received from Councillor Rhys Baker.

Minutes of the meeting held on 11 September 2023.

The minutes of the meeting held on 11 September 2023 were approved as a correct record.

There were no declarations of interests.

This report is for members to approve the contractor for providing the Managed Stores Contract for the management and provision of vehicle parts and consumables.

The procurement was completed through a compliant procurement process, with the contract to be awarded through the Yorkshire Purchasing Organisation (YPO) framework.

Purpose of report

For members to approve the contractor providing the Managed Stores Contract for the management and provision of vehicle parts and consumables.

Decision

That Cabinet approves the award of the Managed Stores Contract delivered through a further competition tendering process via the Yorkshire Purchasing Organisation (YPO) Framework, Fleet Management, DPS, Lot 1117, Managed Stores to Fleetfactor Ltd. for a 4-year period with the option for a 2-year extension. The estimated contract value was £424,000 per annum.

Alternative options considered and rejected

A tendering process was considered to be the best option and no other options were identified.

Reasons for decision

The stores contract provided for all of the vehicle parts and consumables for the maintenance of the Council’s fleet of vehicles including vehicles for the services of Waste and Recycling, Street Scene, Pool Cars and Housing repairs.

One tender was received through the YPO framework from Fleetfactor Ltd., who currently provided the service.

The proposed contract award had followed compliant procurement processes and would provide the Council with the appropriate contract to aid the delivery of the Corporate Priority to provide “Clean and sustainable environment”. This would be done by ensuring that the vehicle fleet was maintained and fuel efficient, in turn ensuring that essential environmental and other services kept their vehicles on the road and remained productive.

The Council is required to review the Public Spaces Protection Orders which apply in the district every three years.  This report considers whether the existing orders be extended, that an existing order be amended and that an additional order be implemented.

Purpose of report

To review the Public Spaces Protection Orders which applied in the District every three years.

Decision

That Cabinet:

1.    Notes the results of the public consultation on the continuation of the existing Public Spaces Protection Orders.

2.    Notes the results of the public consultation on the proposed amendment to the existing Public Spaces Protection Orders (Dog Exclusion) to include additional areas at the Recreation Ground, Stamford.

3.    Notes the results of the public consultation on the request for a new Public Spaces Protection Orders for vehicle related nuisance and anti-social behaviour covering the following areas within Stamford: the Station Road car park (also known as Cattle Market), The Meadows and Bath Row car park.

4.    Approves the Public Spaces Protection Orders, for the District of South Kesteven, relating to dog fouling for a 3-year period from 20 October 2023.

5.    Approves the Public Spaces Protection Orders, for the District of South Kesteven, relating to the requirement for dogs to be placed on leads by order of an Officer, for a 3-year period from 20 October 2023.

6.    Approves the Public Spaces Protection Orders, as specified in the Order, relating to alcohol control for a 3-year period from 20 October 2023

7.    Approves the Public Spaces Protection Orders excluding dogs from enclosed children’s play areas within the District of South Kesteven, which includes the additional areas proposed at the Recreation Ground Stamford, for a 3-year period from 20 October 2023.

8.    Approves the Public Spaces Protection Orders requiring dogs to be kept on leads of no more than 1 metre in length in The Spinney, Market Deeping Cemetery for a period of 3 years from 20 October 2023.

9.    Approves the implementation of a new Public Spaces Protection Orders for vehicle related nuisance and anti-social behaviour covering the following areas within Stamford: the Station Road car park (also known as Cattle Market), The Meadows and Bath Row car park, for a period of 3 years from 20 October 2023.

Alternative options considered and rejected

That the existing orders be allowed to expire. This would remove the ability to enforce against the matters covered by the Orders.

That the proposed amendments to orders not be put in place; this would prevent the ability to enforce against the matters covered by the proposed amended Orders.

The new Order was not put in place; this would prevent the ability to enforce against the matters covered by the proposed Order.

Cabinet may determine that the legal test had not been met in some or all of the Orders. In this case the Order(s) should not be extended/ approved.

If as a result of the consultation, changes to the draft orders were proposed, further consultation would be necessary.

Reasons for decision

To ensure an effective mechanism was available to deal with issues detailed in the Orders. PSPO related issues that were brought forward in the future would be discussed during the course of any review.

There were 366 responses to the four-week public  ...  view the full minutes text for item 37.

To seek approval from Cabinet of the adoption of the new HRA Acquisition and Disposal Policy which sets the framework for the way in which we acquire and dispose of land or assets to and from the Housing Revenue Account.

Purpose of report

To seek approval of the adoption of the HRA Acquisition and Disposal Policy which set the framework for the way in which land or assets were acquired or disposed of from the Housing Revenue Account.

Decision

That Cabinet approves that the adoption of the Housing Revenue Account (HRA) Acquisition and Disposal Policy was in line with best practice and would provide clear operational guidance.

Alternative options considered and rejected

Continue without an adequate policy or procedure.

Reasons for decision

The clarity provided by the HRA Acquisition and Disposal Policy enabled staff working in the service to make operational decisions efficiently and consistently. This in turn provided greater transparency and understanding for the reasoning and decision-making process in relation to property acquisitions and disposals within the Housing Revenue Account.

The report had been considered and recommended to Cabinet by Housing Overview and Scrutiny Committee at its meeting held on 21 September 2023. An additional £1 million of capital for the Housing Revenue Account had been approved by Full Council on 28 September 2023, in order to acquire properties which met the criteria set out in the HRA Disposal and Acquisitions Policy. The Policy set out the framework of these acquisitions and the agreed protocol.

To present the Council’s forecast 2023/24 financial position as at the end of July 2023. The report covers the following areas:                                     

·                            General Fund Revenue Budget

·                            Housing Revenue Account Budget

·                            Capital Programmes – General Fund and Housing Revenue Account

·                            Reserves overview – General Fund and Housing Revenue Account

Purpose of report

To present the Council’s forecast 2023/2024 financial position as at the end of July 2023, covering the General Fund Revenue Budget, Housing Revenue Account Budget, Capital programmes (General Fund and Housing Revenue Account), and a Reserves Overview (Including the General Fund and Housing Revenue Account).

Decision

That Cabinet notes the forecasted 2023/2024 outturn position for the General Fund and Housing Revenue Account (HRA) and Capital budgets as at the end of July 2023.

Alternative options considered and rejected

Not to receive the update; the update had already been presented to the Finance and Economic Overview and Scrutiny Committee so this had been the next stage in the budget monitoring process.

Reasons for decision

Committee Members should be updated on the financial position of the Authority, as effective budget management was critical to ensuring financial resources were spent in line with the budget and were targeted towards the Council’s priorities. Monitoring enabled the early identification of variations against the plan and facilitated timely corrective action.

This report provided an overview of the forecasted 2023/24 financial position for the Council and focused on the position as at the end of July 2023.

The following points were raised during discussion:

·       The information contained within the report had previously been considered by Finance and Economic Overview & Scrutiny Committee, with the exception of the additional HRA capital budget of £1 million that had been approved by Full Council on 28 September 2023.

·       Electricity costs had been lower than expected, and business rates had been reduced. Proposed fuel increases were lower than expected.

·       The results of the officer pay award were still awaited.

·       Whilst it was still planned to utilise reserves in the current year, the level of usage was not as high as predicted.

·       The Changing Places toilet scheme was on the agenda of Rural and Communities Overview & Scrutiny Committee for 11 October 2023.

·       Caution should be afforded to fuel and electricity prices given the current situation in the Middle East.

·       One area discussed at the Finance and Economic Overview & Scrutiny Committee in September was the underspend on enhancements to the Council’s housing stock.

To consider the Stamford North Statement of Common Ground and accompanying Duty to Cooperate Board Terms of Reference.

Purpose of report

To consider the Stamford North Statement of Common Ground and accompanying Duty to Cooperate Board Terms of Reference.

Decision

That Cabinet:

1.    Agrees to South Kesteven District Council becoming a signatory to Stamford North Statement of Common Ground, as amended (appended to these minutes), and in so doing, authorizes the Chief Executive to be the signatory.

2.    Agrees to the establishment of a joint board consisting of South Kesteven District Council and Rutland County Council to oversee the potential proposed development of Stamford North, which will be governed by Terms of Reference.

Alternative options considered and rejected

The alternative of not signing the Statement of Common Ground may contravene the current duty to cooperate with neighbouring authorities. It may also have led to a less sustainable development at Stamford North. Therefore, the do nothing option was discounted.

Reasons for decision

The Statement of Common Ground sets out both the background and the two authorities’ intentions for the entire proposed development. It would help to demonstrate Duty to Co-operate on matters by Rutland County Council and South Kesteven District Councils. The reason for the recommendation was to help to enable both authorities to work together on the delivery of a comprehensive cross-boundary development at Stamford North which would include the provision of infrastructure to mitigate any impact on the local area through the collection and expenditure of developer contributions.

The Rutland Local Plan included a housing allocation for 1,350 houses at Stamford North which extended into Rutland, providing an additional 650 homes at Quarry Farm.

The site in Rutland was required to make the entire allocation developable due to the addition of a link road. Local Authorities had a legal duty to cooperate and needed to engage constructively on an ongoing basis to maximise the preparations for the Local Plan.

South Kesteven and Rutland Councils had a good track record of working together on Stamford North with joint discussions having taken place for more than five years. A Statement of Community Involvement had been jointly prepared, which set out proposed planning arrangements for the joint development, including the expenditure for developer contributions for the delivery of key infrastructure.

A Joint Strategic Planning Board would be established and governed by Terms of Reference. The South Kesteven and Rutland Local Plans would be drafted accordingly.

Small amendments to the printed Statement of Common Ground were proposed, seconded, and AGREED. It was noted that these amendments, contained within the copy appended to these minutes had not yet been agreed with Rutland County Council.

This report highlights matters on the Cabinet’s Forward Plan.

Since the publication of the Forward Plan within the Cabinet papers further reports had been added to the Forward Plan. The following reports were highlighted as having been added to the November meeting of Cabinet:

·       South Kesteven District Council Customer Service Point Relocation

·       Domestic Battery Recycling Service

The remainder of the Forward Plan was noted.