Agenda and minutes
PDF 79 KBVenue: Council Chamber - South Kesteven House, St. Peter's Hill, Grantham. NG31 6PZ
Contact: Democratic Services
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Register of attendance and apologies for absence
Minutes: Apologies for absence were received from Councillors Nick Robins and Rosemary Trollope-Bellew. |
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Minutes of the previous meeting
Minutes of the meeting held on 21 June 2022. Minutes: The minutes of the previous meeting held on 21 June 2022 were confirmed as a correct record. |
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Disclosure of Interests
Minutes: No interests were declared. |
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UK Shared Prosperity Fund
Additional documents: Minutes: Purpose of report
To present the proposed interventions for inclusion in the Investment Plan, for submission to the Government, which detailed projects that met the requirements of the funding programme and supported the growth and prosperity of the district.
Decision
That Cabinet:
1. Recommends to Full Council the proposed interventions, as set out in Appendix A to the report, to form the basis of the South Kesteven UK Shared Prosperity Fund Investment Plan, with the intention this be submitted to the Government by 1 August 2022 for consideration.
2. Delegates authority to the Chief Executive and Section 151 Officer, in consultation with the Leader and Deputy Leader of the Council and the appropriate Director, to allocate funding between the approved interventions within the Investment Plan.
Alternative options considered and rejected
An alternative option would be to commission an external provider to develop the bids on behalf of the Council with no local knowledge or partnership links. This option was discounted because the Government had placed importance on leveraging options from the locality when selecting communities and place and supporting local business interventions to fund.
Reasons for decision
The primary goal of the UK Shared Prosperity Fund was to build pride in place and increase life chances across the United Kingdom. Underneath this overarching aim were the following three investment priorities:
· Communities and place · Supporting local businesses · People and skills
Details relating to the three investment priorities, a summary of objectives and example interventions were set out in paragraph 1.14 of the report.
In order to allow flexibility, it was permissible to select ‘bespoke’ interventions which did not necessarily feature in the menu of options available. This would require the Council to provide evidence to support the bespoke intervention, including a logic chain or theory of change and demonstrate alignment with the investment priorities.
The funding was allocated annually and must be invested by March 2025, with most of the funding being available in the final year of the programme. It was mainly a revenue-based fund, with limited allocation for capital projects.
In order to secure the 30-month funding allocation, an Investment Plan had to be submitted to the Government by 1 August 2022. In developing its Investment Plan, the Council was working in partnership with Councillors, Members of Parliament and local stakeholders, including businesses and residents.
An internal officer group initially met to consider suggested interventions and activities. On 18 May 2022, Cabinet Members considered the outcome of this work and mapped out the interventions against the Council’s Corporate Plan to decide which meaningful local activities, based on need, should be considered for inclusion in the Investment Plan. This had resulted in over 40 suggested interventions and activities relating to both the communities and place and support local businesses priorities.
On 8 June 2022, several of the district’s business support practitioners and representatives were consulted on the proposed local businesses priority. Unanimous support for the suggested proposals was received.
Further engagement with the Council’s elected Members had taken place throughout ... view the full minutes text for item 19. |
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Housing Allocations Policy
Additional documents: Minutes: Purpose of report
To consider adoption of the Housing Allocations Policy as a document which provided the Council with the framework to manage the allocation of social housing within the district and allow the Authority to meet its legal duties in relation to its housing function.
Decision
That Cabinet:
1. Notes the report, the proposed Housing Allocations Policy, consultation responses and Equality Impact Assessment.
2. Approves the Housing Allocation Policy.
3. Delegates authority to the Director of Housing and Property to make minor amendments to the Housing Allocations Policy, as needed, by changes to regulation or legislation.
Alternative options considered and rejected
Cabinet could have made other amendments to the revised Allocations Policy or continue with the existing Policy.
Reason for decision
The Council had a clear commitment in its Corporate Plan to provide housing that met the needs of all residents. As a stock-retained Local Authority, the Council had approximately 6,000 properties with a waiting list consisting of approximately 1,500 live applications.
The current Housing Allocations Policy was adopted in March 2019 and since its implementation issues had been experienced around its ease of understanding in relation to the banding of applications and eligibility size. Taking this into account, as well as the fact that the existing Policy did not take into account the Armed Forces Covenant, recent domestic abuse guidance or the Homelessness Act 2017, it was considered appropriate to undertake a thorough review of the document.
In addition to addressing these issues, the proposed revisions to the Housing Allocations Policy were intended to provide customers in the greatest need with as much choice as possible and to create a Policy which could easily be understood by customers. The main principles behind the revised Policy were set out in paragraph 1.8 of the report, with key changes ensuring the document was lawful, up to date, simplified and transparent. It also ensured that the Council advertised properties, giving residents choice, and proposed a realignment of bandings focusing on those in housing need.
The following comments were noted during discussion:
· Officers were thanked for the work they had undertaken in developing the revised Housing Allocations Policy · It was pleasing to see that updated reference to domestic violence and the Armed Forces Covenant had now been reflected in the Policy · A question was raised regarding reference to penalties in respect of the auto-bid process should a customer refuse accommodation. It was noted that the application of penalties could not be ruled out and so it was right that this was provisioned for within the Policy. An assurance was provided, however, that an applicant’s needs would be taken into account as part of the auto-bid process · Clarification was sought regarding paragraph 6.5.2.1 of the revised Policy under the banding system in respect of housing conditions, which did not make any reference to private sector housing whereas other parts of the Policy explicitly did. It was explained that all applicants would be considered in line with relevant legislation, such as that in relation ... view the full minutes text for item 20. |
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Turnpike Close Site Remediation works
Additional documents: Minutes: Purpose of report
To seek approval of the budget required to remediate the Council-owned site off Turnpike Close, Grantham.
Decision
That Cabinet:
1. Approves an additional budget allocation of £150,000 for the remediation of the Council asset at Turnpike Close, Grantham and this allocation be funded from the Local Priorities Reserve.
2. Approves the remediation of the site and delegates authority to the Chief Executive and Section 151 Officer, in consultation with the Cabinet Member for Housing and Property, to confirm the appointment of a contractor to undertake the works within the budget envelope of £245,000.
Alternative options considered and rejected
Cabinet could have agreed to leave the site in its existing condition or undertake the works as part of a main contract at a later stage.
Reason for decision
In April 2021, the Council purchased land at Turnpike Close, Grantham, for the proposed relocation of its operational depot which was currently situated at Alexandra Road in Grantham.
It had been identified through the lead consultant commissioned as part of procurement process associated with the acquisition of the land that the land required a significant amount of demolition and remediation works to prepare the site before any construction could commence. Two quotes for these remediation works had been received from contractors to date, however, it was proposed that the Council approached a framework to appoint a contractor so that site management and set up costs would be included as part of the contract and reduce costs, as opposed to including this in a main construction contract at a later stage.
£95,000 was remaining in the budget originally allocated after deduction of legal fees, surveys and consultants’ fees. It was therefore proposed that the remaining balance was increased by a further £150,000 to provide a maximum budget envelope of £245,000 for the demolition and remedial works.
The following comments were noted during discussion:
· Clarification was sought as to whether this was the right time to commit to such expenditure when the total costs associated with the scheme were unknown. The demolition and remedial works needed to be undertaken before any further works could commence on the site. A point was made that, in the event that the proposed development of the site did not take place, the undertaking of these works would make the land more marketable to potential purchasers. It was considered more cost effective to procure these works now as opposed to paying potentially inflated rates at a later date as a result of the current economic climate and cost of living crisis · This represented a key project for the district, creating light industrial units and regeneration of a town centre site in Grantham |
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Policy for the Provision of Litter Bins
Additional documents: Minutes: Purpose of report
To provide Cabinet with an opportunity to consider the Council’s approach and principles to be followed in selecting and reviewing sites for the provision of litter bins across the district.
Decision
That Cabinet:
1. Approves the adoption of the South Kesteven District Council Policy for the provision of litter bins.
2. Delegates authority to the Deputy Chief Executive, in consultation with the Cabinet Member for Waste Services and Climate Change, to make minor amendments to the Policy which may become necessary from time to time to ensure its continued accuracy, but do not affect its direction or intent.
Alternative options considered and rejected
There was no statutory requirement to adopt a policy relating to the provision of litter bins. Cabinet could have considered that it was not necessary to adopt a policy and litter bins could continue to be provided in accordance with current practice.
Reason for decision
An audit of litter bins across the district had been undertaken to establish an up-to-date record of their condition and assess the effectiveness of the existing provision. A total of 608 litter bins had been recorded. Historically, the providing and siting of litter bins had been in response to requests from the public or elected members without any structured review to ensure there was a genuine and continuing need.
To support a consistent approach to future litter bin provision, a draft Policy for the provision of litter bins had been developed, as appended to the report.
The Policy sought to clarify responsibilities where Parish and Town Councils had provided litter bins and detailed how requests for new litter bins would be dealt with. It also suggested criteria which would generally be taken into consideration when determining site location and gave an indication of areas which would not normally be considered a priority.
It was noted that, as local ward Councillors, this issue came up regularly. The Policy therefore provided useful clarity to Parish and Town Councils in respect of litter bin provision across the district.
The Policy outlined that requests for additional litter bins from Parish or Town Councils would not be rejected but would need to be paid for out of their respective precepts and that all additional litter bins would be collected as part of the Council’s normal collection rounds. |
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Grantham High Street Heritage Action Zone Scheme
Additional documents: Minutes: Purpose of report
To seek a recommendation from Cabinet to Historic England to allocate a £300,000 grant from the Grantham High Street Heritage Action Zone programme, to restore Westgate Hall and bring it back into use.
Decision
That Cabinet recommends to Historic England an allocation of £300,000 from the High Street Heritage Action Zone programme to restore Westgate Hall and bring it back into use.
Alternative options considered and rejected
The alternative would be for Cabinet to outline its opposition to the proposal and recommend refusal of the grant.
Reason for decision
The High Street Heritage Action Zone was a national scheme managed by Historic England, with 68 schemes approved within England offering funding to Local Authorities to regenerate and revitalise historic town centres.
The Council had successfully bid for a High Street Heritage Action Zone for Grantham in December 2019 with the total cost of the programme consisting of £1,262,000 made up of £886,540 from Historic England and £375,660 from South Kesteven District Council over a four-year programme from May 2020 to March 2024.
This report focused on a specific project to support the regeneration of the Grade II listed building known as Westgate Hall. The building was of significant architectural importance to Grantham, having been constructed in 1852 and being previously used as a corn exchange.
It was considered that the restoration of Westgate Hall would enhance other regeneration works which were being delivered in and around the marketplace from both the High Street Heritage Action Zone and the Future High Streets Fund. The scale and fabric of the building were distinct from any other building in the area and as such its current state had a disproportionately negative impact on the area. Regeneration of the building would therefore have a much more significant impact on the area than other projects, with the potential to act as a catalyst for further regeneration.
Both the property owner and the tenant would be making financial contributions to the project, with the owner contributing to the repair and reinstatement works supported by the grant and the tenant funding the fit out of the property. It was estimated that their combined contribution to the project would be approximately £350,000 and represented more than double the target public sector investment for the Grantham Heritage Action Zone programme as a whole. It was also estimated that the Hall, when in operation, would create 30 jobs and act as a destination venue for Grantham attracting people to the district, supporting the visitor economy and enhancing and diversifying the evening and night-time economy of the town centre.
It was noted that, even though the proposed decision was a recommendation to Historic England, it was considered good governance to take it through Cabinet as a Key Decision due to it being a single grant allocation of significant value which exceeded the Council’s threshold in its Financial Regulations.
The following points were noted during discussion:
· A question was raised as to any financial risk attributable to the Council ... view the full minutes text for item 23. |
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Outturn Position Report 2021/22
Additional documents: Minutes: Purpose of report
To provide Cabinet with the detail of the Council’s provisional outturn position for the financial year 2021/22, covering the General Fund Revenue Budget, Housing Revenue Account Budget and Capital Programmes for the General Fund and Housing Revenue Account.
Decision
That Cabinet:
1. Recommends to the Governance and Audit Committee approval of the provision position for the financial year 2021/22.
2. Approves the budget carry forwards set out in Appendices D and H.
3. Recommends to the Governance and Audit Committee the following reserve movements in respect of the General Fund:
The balance of the Covid Recovery Reserve of £1.286 million to be transferred to the:
· ICT Reserve increase by £0.202 million · Waste and Recycling Reserve increase by £0.084 million · Creation of an Inflation Reserve to £0.500 million · Invest to Save Reserve increase by £0.500 million
Alternative options considered and rejected
No alternative options were considered.
Reason for decision
The report provided detailed information relating to the following areas:
· General Fund Revenue Budget · Housing Revenue Account Budget · Capital Programmes for the General Fund and Housing Revenue Account · Reserves
The Finance, Economic Development and Corporate Services Overview and Scrutiny Committee had considered this report at its meeting on 27 June 2022 and supported the recommendations contained within it.
The backdrop of the 2021/22 financial year had been one of continued uncertainty, with the beginning of the financial year seeing the country still in lockdown and restrictions in place which had an impact on the Council’s income in many areas, especially markets, arts and car-parking revenue in the first quarter and additional cost pressures.
Overall, it was reported the outturn report was favourable and there was not a deficit on the General Fund Revenue Account.
The Covid Reserve, which had been established to protect the Council’s finances from unexpected costs, could now be closed and it was recommended that the balance be redistributed to other reserves to bolster balances for the future. The proposal to create an Inflation Reserve would provide financial resilience to inflationary pressures, utility increases and fuel increases. £500,000 was recommended for inclusion in the Inflation Reserve at this time, but it was highlighted it was not possible to confirm at this stage whether this would be sufficient. Over the course of the year further modelling and forecasting would be undertaken. It was reported that the same pressures were relevant for the Housing Revenue Account and these would be funded from the Housing Revenue Account reserves as and when required.
Capital reserve balances for the General Fund left the Council with the option to fund capital expenditure by using its revenue reserves or undertake borrowing. The Cabinet Member for Finance and Leisure was hopeful that capital receipts would be achieved in the medium term, enabling reserves to be replenished and acting as a funding source for the future.
The following comments were noted during discussion:
· Despite the significant challenges experienced with regard to lockdown, reduced income and unexpected costs, there had been no adverse effect from a ... view the full minutes text for item 24. |
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The Hackney Carriage and Private Hire Licensing Policy (vehicle age at first licence)
Additional documents: Minutes: Purpose of report
To consider the recommendation from the Environment Overview and Scrutiny Committee in respect of the current South Kesteven District Council Hackney Carriage and Private Hire Policy regarding the vehicle age requirement.
Decision
1. That no changes be made to the Council’s Hackney Carriage and Private Hire Policy at this time and a review be undertaken upon publication of the results of the Department for Transport’s consultation on the revised Taxi and Private Hire Vehicle Licensing Best Practice Guidance for Licensing Authorities in England.
2. That the Leader of the Council or Cabinet Member for Corporate Governance and Licensing writes to the Government Minister responsible to seek confirmation as to when the Taxi and Private Hire Vehicle Licensing Best Practice Guidance for Licensing Authorities in England will be published.
3. That the position be reviewed in three months, with a view to adopting the Government’s best practice.
Alternative options considered and rejected
Cabinet could have considered an amendment to the Council’s existing Hackney Carriage and Private Hire Policy.
Reason for decision
At its meeting on 10 May 2022 the Environment Overview and Scrutiny Committee considered the response to the Department for Transport consultation on the revised Taxi and Private Hire Vehicle Licensing Best Practice Guidance for Licensing Authorities in England. This included revised guidance on the setting of vehicle age limits. The Committee recommended that Cabinet urgently reviewed the vehicle age at first registration aspect of the Council’s Hackney Carriage and Private Hire Policy, paying special regard to the vehicle age five-year rule.
The Council’s current Policy was approved on 12 January 2021 and took effect on 1 April 2021, with the exception of the reduction in vehicle age at first licensing from seven to five years which took effect from 1 October 2021. The delay in implementation of this element of the Policy was intended to give the taxi trade an opportunity to plan for the change. Once a vehicle was licensed it could continue to be renewed until it reached the age of ten years, or twelve in the case of wheelchair accessible and low or zero emission vehicles.
The Department for Transport’s consultation closed on 20 June 2022 and it was understood that responses were in the process of being analysed, with no date currently set for publication of the results.
The draft guidance being consulted upon did include reference to the age of taxi vehicles and suggested that authorities should consider more targeted requirements to meet policy objectives rather than those solely based on age. South Kesteven District Council’s Policy sought to promote the protection of the public and the environment, the safety of drivers and provision of access to an efficient and effective public transport service delivered by a professional and respected trade. Licensing authorities could attach to the award of a license of a Hackney Carriage or Private Hire driver such conditions as they may consider reasonably necessary to achieve these objectives.
Table 1 of the report set out a comparison of ... view the full minutes text for item 25. |
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Grounds Maintenance Options Appraisal
Additional documents: Minutes: Purpose of report
To provide Cabinet with information on the work undertaken to develop a new specification, outline possible options and seek agreement for Officers to commence a procurement exercise to assess the future delivery for the Council’s grounds maintenance service.
Decision
Cabinet:
1. Approves the commencement of a procurement process in order to seek proposals from providers of the grounds maintenance service, to assess the future delivery options.
2. Approves the commencement of a full appraisal of alternative delivery models of the grounds maintenance service in order that a final option can be presented to Cabinet that delivers the right quality for the best value to the Council and its housing tenants.
Alternative options considered and rejected
The options contained within the body of the report formed the basis of the options appraisal work the Council had undertaken.
Reason for decision
Councillor Adam Stokes wished it noting that he currently held the position of Chairman of EnvironmentSK Limited.
Since 1 March 2019 the Council’s grounds maintenance service had been provided by EnvironmentSK Limited, a wholly owned Council company. The Council was responsible for the grounds maintenance of Council-owned land, including General Fund and Housing Revenue Account land. Being predominantly a rural district, 3% of the land being maintained was in urban areas and 97% being in rural locations.
It was reported that other areas were maintained, including 21 closed churchyards, three parks in Grantham, Grantham Cemetery and maintenance of sports fields, including white lining. The total amount of land maintained equated to 1.5 million square metres across the district, with the total cost to the Authority being £1.016 million.
Taking into consideration the significant amount of land required to be maintained as part of the contract, together with their varying locations across the district, a review of the specification had been undertaken. As part of this, all areas and sites across the district that required maintenance had been visited, measured and were mapped on a new Geographic Information System. This had provided the Council with the ability to accurately plan and cost out those areas requiring maintenance across the whole of South Kesteven.
A review of the specification provided an opportunity to address anomalies between General Fund land and Housing Revenue Account land, which currently received varying levels of service in respect of grounds maintenance and respective cost efficiencies. Having reviewed and updated the specification, it was considered an appropriate time to reconsider the provision of the service. As part of an options appraisal to facilitate how the service could be provided in the future, the following options were noted:
· Retention of the services of EnvironmentSK Limited · Accessing the grounds maintenance supplier market · Insourcing the service
It was emphasised that there was no preferred option at this stage as it would be necessary to assess the outcome of the options appraisal process.
A joint meeting of the Environment Overview and Scrutiny Committee and Rural and Communities Overview and Scrutiny Committee considered this report at its meeting on 27 June ... view the full minutes text for item 26. |
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Key and Non-Key Decisions taken under Delegated Powers
Additional documents: Minutes: Cabinet noted Key and Non-Key Decisions taken under delegated powers since the previous meeting, as set out in the report. |
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Cabinet's Forward Plan
Additional documents: Minutes: Cabinet noted its Forward Plan.
Prior to closure of the meeting the Leader of the Council made the following announcements:
· The demolition works at the St Martin’s Park site in Stamford were progressing at an incredible pace which was pleasing to see · Recent coverage in the press regarding the outcome of the Scrutiny Review had been unfair against the administration of the Council and its Officers. Clarity was added that Overview and Scrutiny Committees were cross-party and the Council had itself requested the undertaking of the review. At the time of the final report being received the Council was still continuing to address the Covid-19 pandemic, undertake the Local Government Association Corporate Peer Challenge process, undertake a comprehensive review of the Council’s Constitution and undertake corporate restructures. The Leader was content that Overview and Scrutiny Committee meetings were very robust · The Stamford Neighbourhood Plan Referendum would take place on 14 July 2022 and those residents of Stamford registered and eligible were encouraged to cast their vote
The meeting closed at 15:26 |