Agenda and minutes
PDF 173 KBVenue: Council Chamber - South Kesteven House, St. Peter's Hill, Grantham. NG31 6PZ
Contact: Democratic Services
Note: Decision implemented date (provided no call-in) - 20 February 2023.
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Register of attendance and apologies for absence
Additional documents: Minutes: Apologies for absence were received from Councillor Robert Reid. |
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Minutes of the previous meeting
Minutes of the meeting held on 10 January 2023. Additional documents: Minutes: The minutes of the meeting held on 10 January 2023 were confirmed as a correct record. |
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Disclosure of Interests
Additional documents: Minutes: Councillor Adam Stokes declared that he was a Director of Environment SK Ltd. and therefore would leave the Chamber and take no part in item 86 – Grounds Maintenance, Future Arrangements.
Councillor Mark Whittington declared that he would leave the Chamber and take no part on item 82 due to his involvement with a third party connected with this development. |
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Budget Proposals for 2023/24 and indicative budgets for 2024/25 and 2025/26
The Council is required to set a balanced budget and agree the level of Council Tax for 2023/24 and this report contains a summary of the proposals that have been considered for inclusion. The proposals were considered and scrutinised in detail by the Budget Joint Overview and Scrutiny Committee on 9 January 2023. The proposals have been consulted upon by residents and businesses during the period 16 – 30 January 2023. Additional documents: Minutes: Purpose of report
The Council was required to set a balanced budget and agree the level of Council Tax for 2023/24 and this report contained a summary of the proposals that had been considered for inclusion. The proposals were considered and scrutinised in detail by the Budget Joint Overview and Scrutiny Committee on 9 January 2023. The proposals had been consulted upon by residents and businesses during the period 16 – 30 January 2023.
Decision
Cabinet recommended that Full Council:
1. Set a General Fund budget requirement of £16.800m for 2023/24 detailed at section 2 of the report and shown in detail at Appendix A (inclusive of special expenses).
2. Propose a Council Tax level of £178.58 for 2023/24 (Band D property) after taking into consideration the consultation findings.
3. Notes the indicative base estimates for 2024/25 and 2025/26 as detailed at Appendix A.
4. Approves Housing Revenue Account (HRA) dwelling rent increases of 7% in accordance with Government guideline rent providing an average rent of £92.90 per week.
5. Approves an increase in HRA garage rents of 5%.
6. Approves an increase in shared ownership rents by 7%.
7. Approves the HRA Revenue Summary for the year 2023/24 and notes the indicative budgets for 2024/25 and 2025/26 shown at Appendix A of the report.
8. Approves the fees and charges detailed at section 4 of this report and shown at Appendix B.
9. Approves the General Fund Capital programme for 2023/24 to 2025/26 as detailed at section 5 of this report and shown at Appendix C.
10. Approves the General Fund Capital Financing statement detailed at Appendix C of this report.
11. Approves the General Fund Capital Programme budget carry forward of £2.513m from 2022/23 shown at Appendix C of this report.
12. Approves the Housing Capital Investment programme for 2023/24 to 2025/26 detailed at section 5 of this report and as shown at Appendix C.
13. Approves the HRA Capital Financing statement detailed at Appendix C of this report.
14. Approves the Housing Revenue Account Capital Investment Programme budget carry forward of £3.515m from 2022/23 shown at Appendix C of this report.
15. Approves the movements in General Fund Revenue and Capital reserves and balances detailed at section 7 of this report and shown at Appendix D.
16. Approves the movements in HRA revenue and Capital reserves and balances detailed at section 7 of this report and shown at Appendix D.
Alternative options considered and rejected
There was no option not to set a Budget for 2023/2024.
Reason for decisions
The Council was legally required to set a balanced budget each financial year.
The Budget proposals were first scrutinised in detail by the Joint Budget Scrutiny Overview and Scrutiny Committee on 9 January 2023. Both the initial proposals, and proceedings from the Joint Budget Scrutiny meeting were then considered by Cabinet at their meeting on 10 January 2023.
The draft fees and charges increases were consulted upon during the period 16-30 January 2023 and the results from this ... view the full minutes text for item 79. |
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Transfer of Public Conveniences, South Street Bourne - Bourne Town Council
The report recommends the freehold transfer of the public conveniences at South Street Bourne to Bourne Town Council following the installation of the Changing Places equipment. Additional documents: Minutes: Purpose of report
The recommendation of the freehold transfer of the public conveniences at South Street, Bourne, to Bourne Town Council following the installation of the Changing Places equipment.
Decision
That Cabinet:
1. Approves the freehold transfer of the public conveniences at South Street, Bourne, to Bourne Town Council for a nominal consideration of £1.
2. Delegates authority to the Chief Finance Officer, in consultation with the Deputy Leader of the Council to agree Heads of Terms for the disposal.
Alternative options considered and rejected
South Street Bourne was the preferred location for the changing places equipment as the original site at the Bourne Community Access Point was deemed unsuitable following a structural survey.
Reason for decisions
The Deputy Leader had responsbility for the report as the Cabinet Member for Housing and Property was involved in discussions as a Bourne Town Councillor and would have taken no part in Cabinet’s decision if he had been present.
Preliminary survey work had determined that extensive structural changes would have been required at the Bourne Community Access Point to locate a Changing Places Facility; this had been the location originally earmarked for the work. An alternative site at South Street Public Toilets had been offered by Bourne Town Council. The Public Toilets had remained closed since the investment into the design stage of the works.
The building was in the ownership of South Kesteven District Council but was deemed surplus to requirements and Bourne Town Council had expressed an interest in taking the asset on, once the works on the Changing Places equipment had been completed.
Bourne Town Council had been awarded £40,000 of funding from the Department for Levelling Up, Housing and Communities.
Heads of Terms had been negotiated and agreed as part of discussions with Bourne Town Council.
Members noted that it was important to transfer assets down to Town and Parish Councils, where appropriate. It was also important across the District to install Changing Places equipment, where investment allowed. |
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Transfer of Jubilee Park Deeping St James to Deeping St James Parish Council
The report recommends the freehold transfer of Jubilee Park Deeping St James to Deeping St James Parish Council. Additional documents: Minutes: Purpose of report
The report recommended the freehold transfer of Jubilee Park, Deeping St. James to Deeping St. James Parish Council.
Decision
That Cabinet:
1. Approves the freehold transfer of Jubilee Park Deeping St. James to Deeping St. James Parish Council for a nominal consideration of £1.
2. Delegates authority to the Chief Finance Officer in consultation with the Cabinet Member for Housing and Property to agree Heads of Terms for the disposal.
Alternative options considered and rejected
South Kesteven District Council could have decided to retain Jubilee Park.
Reason for decisions
With the Cabinet Member for Housing and Property having given apologies, the Leader of the Council introduced the report.
Heads of Terms had been negotiated with Deeping St. James Parish Council – these included:
· Freehold transfer for a nominal consideration of £1 · Pre-emption right in favour of the District Council to re-purchase the site at the original sale price should the Parish Council wish to sell the land · Both parties responsible for their legal costs
The proposal was that disposals should be at nominal consideration of £1. This could have amounted amount to an undervalue against a strict ‘open market’ valuation of the asset, however, the Council had the benefit of a general consent from the Secretary of State for such disposals if the undervalue was less than £2million (which it would be in this case), and the proposal contributed to promoting economic, social, or environmental wellbeing in its area. It was considered that placing ownership and maintenance of this sort of asset in the hands of the local community through its Parish Council was justifiable as contributing to social and environmental wellbeing.
The District Council would no longer be incurring the ongoing financial responsibility for the operational and maintenance aspects of the asset and this cost saving would offset the disposal of Jubilee Park for a nominal consideration.
It was proposed that both parties would meet their own respective legal costs associated with the transfer. |
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This report sets out the details for the proposed development of a Customer Services Hub at the Picture House St Catherine’s Road, Grantham. Additional documents: Minutes: Note: Councillor Mark Whittington left the Council Chamber for the duration of this item due to his involvement with a third party connected with this development.
Purpose of report
This report set out the details for the proposed development of a Customer Services Hub at the Picture House, St. Catherine’s Road, Grantham.
Decision
That Cabinet:
1. Delegates authority to the Chief Finance Officer to agree the Heads of Terms for joint occupancy by a public sector organisation, with respect to the funding contribution and operational criteria.
2. Recommends to Council an allocation of £900k in order to fit out the vacant units at the Picture House St Catherine’s Road, Grantham in order to provide a Customer Services Hub.
3. Delegates authority for the Chief Finance Officer, in consultation with the Cabinet Member for Housing and Property, to approve a funding agreement with the public sector organisation that will ensure both parties contribute a proportionate share of the fit out and operational costs based on occupancy and usage.
4. Approves entering into a lease agreement for the units with the public sector organisation.
5. Delegates authority for the Chief Finance Officer, in consultation with the Cabinet Member for Housing and Property to allocate funds (following approval) and enter into a contract for the construction and fit-out works required to the agreed specification.
Alternative options considered and rejected
An alternative option was to find identify a location for a new Customer Services Hub in an alternative location, but this would remove the advantage of hosting the Centre adjacent to the new Council Offices. Furthermore, the vacant units provided sufficient space to enable the development of a multi-purpose Customer Hub.
To no longer have a face-to-face customer services function - this was not considered a viable option as the Council’s Customer Experience Strategy supported a face-to-face service for those residents who preferred this customer offer.
To retain the service at the Guildhall Arts Centre – this was not considered a viable option as the space is limited and therefore the service offer was reduced accordingly.
Reason for decisions
A front facing customer service function was essential for the residents of South Kesteven District, and with the current St. Peters Hill offices closing, and officers being relocated to a new office space, a new customer services space was also needed. The two empty units below the new office space were an ideal fit for size, location and links to back-office employees.
Sharing the space with a public sector partner organisation providing public sector services would create a central hub in the town for residents to visit and access services. The costs of creating this Hub would also be shared across the two parties; however it was confirmed that South Kesteven District Council would not bear the significant share of the costs for this project. |
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Contract Award for Microsoft Licences
To approve the contract award for the Microsoft Subscription Agreement. Additional documents: Minutes: Note: Councillor Mark Whittington returned to the Council Chamber.
Purpose of report
To approve the contract award for the Microsoft Subscription Agreement.
Decision
That Cabinet approves the award of the contract for the Microsoft Subscription Agreement for a period of three years commencing on 1 April 2023 at an annual budgeted cost of £115,000.
Alternative options considered and rejected
The Council could have completed a competitive procurement process, but Microsoft pricing was fixed so any cost savings would have been minimal.
Reason for decisions
A Microsoft Subscription Agreement was required to ensure the Council was able to continue to use Microsoft applications.
The Council’s current subscription would expire on 31 March 2023 so approval had allowed the Council to continue to use Microsoft applications.
The annual cost of £115,000 per year was based on the current amount of licences in use. |
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Additional documents: Minutes: Purpose of report
The current contract for the supply of stairlifts and modular access ramps expires on 31 March 2023. This report sought agreement to enter into a new arrangement to utilise the Lincolnshire Community Equipment Service (LCES) to provide these items for eligible persons under Disabled Facilities Grants.
Decision
That Cabinet approves the use of the Lincolnshire Community Equipment Services (LCES) contract for the supply of stairlifts and modular access ramps from 1 April 2023 until the expiration of the contract on 31 March 2028.
Alternative options considered and rejected
The Council could have gone directly out to the market, however, it was considered that this was unlikely to lead to a more competitive alternative, as the benefits of the economies of scale bought about by using the LCES framework would not have been available.
Reason for decisions
With the Cabinet Member for Housing and Property being absent, the Leader of the Council introduced the report.
Disabled facilities grants supported people to live independently and remain in their homes where appropriate. The use of the Lincolnshire Community Equipment Service (LCES) for the supply of stairlifts and modular access ramps supported an integrated approach and would help to streamline the process for clients.
Stairlifts and modular access ramps were eligible works and were currently installed via a contract with a single supplier, which would end on 31 March 2023.
The LCES was jointly commissioned by Lincolnshire County Council and Lincolnshire Clinical Commissioning Group (CCG) – the contract provided equipment and services to meet the healthcare needs of those who required it.
It was intended that the Council would procure the stairlifts and ramps from the LCES via Lincolnshire County Council utilising a Memorandum of Understanding. The service response levels provided for the installation of straight stairlifts within two weeks of approval of the grant by the Council and curved stairlifts and modular access ramps within four weeks.
South Kesteven District Council would be the first district council to pilot this approach.
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St. Martin's Park, Stamford - Additional Costs
To provide the Cabinet with an update that the demolition works at the former Cummins factory site are complete and seeking additional funding for the project overspend with the contract and additional monies for ongoing project management support from Avison Young. Additional documents: Minutes: Purpose of report
To inform the Cabinet that the demolition works at the former Cummins factory site were complete whilst seeking additional funding for the project overspend with the contract and additional monies for ongoing project management support from Avison Young.
Decision
That Cabinet:
1. Approves the additional costs from the demolition contract with GF Tomlinson of £52,249.11 along with £49,000 for ongoing project management support.
2. Approves a reserve movement of £100,000 from the Local Priorities Reserve to the Regeneration Reserve in order to provide funding for the costs outlined in resolution 1.
3. Approves the funding of these additional costs from the Council’s Regeneration Reserve, having approved recommendation 2.
Alternative options considered and rejected
The Council was contractually required to settle the final invoice with GF Tomlinson. It could have decided not to progress with external project management support, but the Council did not have in-house expertise to support the progression of such a complex project.
Reason for decisions
The Council was contractually required to pay GF Tomlinson the remainder of the contract sum as the works had been instructed and completed. The initial sum granted for £1.3 million had no contingency monies built into it for unforeseen works, such as asbestos removal.
The Council did not have the internal knowledge or resources to internally project manage this complex infrastructure/construction scheme. The lack of knowledge and continuation of a project manager would be a risk to the Council.
In the report to the Finance, Economic Development and Corporate Services Overview and Scrutiny Committee in September 2022 it was identified to the Committee at that time that the contract was overspent due to unforeseen works that were not included in the original contract
Cabinet on 18 October 2022 approved an additional £192,630.23. The final account (after detailed scrutiny) showed a contract overspend requiring Cabinet to approve the sum of £52,249.11 to pay this final invoice and conclude the contract. Project Management support had been ongoing from Avison Young with weekly meetings with the Head of Corporate Projects, Policy and Performance yielding advice regarding the complex demolition works required to the site.
Cabinet approved the sum of £49,000 to continue this support due to the complex nature of the site and the lack of internal resource within the Council that had knowledge and skillset in this area. |
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Grounds Maintenance – Future Arrangements
To provide information to Members on the results of the grounds maintenance options appraisal undertaken, and to consider a recommendation to Cabinet from the Joint Meeting of Environment, and Rural and Communities Overview and Scrutiny Committees.
The Joint Meeting will take place on 6 February 2023, after the publication of this agenda so the results of that meeting will be reported to Cabinet at their meeting on 7 February 2023. Additional documents: Minutes: Note: Councillor Adam Stokes left the Council Chamber for the duration of this item as he was a Director of EnvironmentSK Ltd.
Purpose of report
To provide information to Members on the results of the grounds maintenance options appraisal undertaken, and in consideration of the results consider recommendations from the Joint Meeting of the Environment and Rural and Communities Overview and Scrutiny Committees.
Decision
That Cabinet:
1. Approves the insourcing of the Council’s grounds maintenance service back to South Kesteven District Council as soon as possible.
2. Is mindful that the replacement of handheld kit for Grounds Maintenance should be electric, green and does not use fossil fuels.
3. Approves that the insourcing takes place as soon as possible in 2023/2024 following a TUPE consultation.
4. Approves the proposed changes to the grounds maintenance specification (as detailed in Appendix Two, Amended Grounds Maintenance Specification and Associated Savings) are adopted from 1 April 2023.
5. Approves the integration of an insourced grounds maintenance service with Street Scene and the Big Clean Team, such integration taking place as soon as possible during financial year 2023/2024.
6. Approves the dissolution of the Council’s wholly owned companies EnvironmentSK Ltd. and EnvironmentSK Commercial Services Ltd. at the earliest opportunity.
Alternative options considered and rejected
A full explanation of the options considered was provided within the committee report.
Reason for decisions
Three options had previously been agreed to form the basis of an options appraisal, these being:
· To retain the services of EnvironmentSK · To secure an external provider under a contract arrangement · To insource the grounds maintenance service, to include integration with wider Council services
Insourcing the grounds maintenance service would provide the Council with full operational control over how the service was delivered. The service could be increased or reduced in line with service requirements, whilst taking account of seasonal fluctuations, without incurring any contractual penalties or additional costs.
The timeline for the service to be insourced would need to be identified in line with the Council’s obligations relating to the transfer of employees under Transfer of Undertakings (Protection of Employment) Regulations 2006 (TUPE) regulations. In addition to the necessary TUPE consultation with the current employees of EnvironmentSK Ltd. an integration of the insourced service and Street Scene would also require consultation with the existing Council employees. In line with Council procedures, affected employees would be fully consulted on the proposed changes to their employment with support from the Council’s HR team.
TUPE Regulations provide that transferring employees transfer to a new employer on their existing terms and conditions, their length of service also being protected. However, receiving employers can propose to make changes to the employees’ terms and conditions if these represent an improvement, and if the employees are fully consulted and agree to the proposed changes.
Options were being explored to introduce charging for HRA assisted gardens and communal area maintenance. Any changes proposed to the service would require full consultation with the Council’s tenants.
The savings identified from insourcing the grounds ... view the full minutes text for item 86. |
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Cabinet's Forward Plan
This report highlights matters on the Cabinet’s Forward Plan. Additional documents: Minutes: Note: Councillor Adam Stokes returned to the meeting.
The Forward Plan for Cabinet was noted.
The meeting closed at 2:30pm. |