Agenda and minutes

The Chairman welcomed those in attendance to the meeting. 

 

Prior to the commencement of formal proceedings, the Chairman asked Members to join her in a minute’s silence following the recent death of former Councillors Dorrien Dexter and Margery Radley. Councillor Dorrien Dexter was a Councillor for the Grantham Earlesfield Ward from 2003-2007, and Councillor Margery Radley was the Chairman from 2010-2011 and served as a Councillor from 2003 to 2011 for the former Morkery Ward which covered Castle Bytham, North Witham and South Witham. Councillors Ian Selby and Charmaine Morgan gave short speeches in memory of the former Councillors.

 

The Chairman highlighted that there were a number of appointments within the agenda and reminded Members of Council Procedure Rule 16.1:

 

‘In the event of a tie the Chairman, or person presiding the meeting, will draw the name of a person nominated at random who will then be duly appointed.’

 

From the Chair, it was moved that this Council Procedure Rule be suspended to allow the Chief Executive to draw the name of the person nominated at random, in place of the Chairman, should this process be required.

 

The motion was duly seconded, and following a vote, it was AGREED to suspend Council Procedure Rule 16.1.

 

Apologies for absence had been received from:

 

Councillor Jane Kingman

Councillor Bridget Ley

Councillor Murray Turner

Members were invited to make nominations for the Chairman of the Council for the 2023/2024 municipal year.

 

A proposition was moved and seconded that Councillor Gloria Johnson be elected as the Chairman of South Kesteven District Council.

 

A vote was taken, and the Council AGREED: 

 

To elect Councillor Gloria Johnson as the Chairman of the Council for the 2023/2024 municipal year. 

 

The Chairman was invested with the chain of office and Members offered their congratulations.

 

COUNCILLOR GLORIA JOHNSON IN THE CHAIR

 

The new Chairman led a vote of thanks for the out-going Chairman. Members took the opportunity to thank the out-going Chairman of the Council, Councillor Helen Crawford, for the work she had completed during her term of office.

 

Councillor Helen Crawford addressed the Council, outlining the events she had experienced during her time as Chairman of the Council. She highlighted the £3,000 that had been raised for her two Chairman’s charities, the Lincolnshire and Nottinghamshire Air Ambulance and St. Barnabas’ Hospice. Thanks were expressed to those officers that had supported the Chairman over the previous year.

Members were invited to make nominations for the Vice-Chairman of the Council for the 2023/2024 municipal year. 

 

A proposition was moved and seconded that Councillor Paul Fellows be elected as Vice-Chairman of South Kesteven District Council. 

 

A vote was taken and the Council AGREED: 

 

To elect Councillor Paul Fellows as the Vice-Chairman of the Council for the 2023/2024 municipal year.

 

The Vice-Chairman was invested with the chain of office and thanked fellow member and officers for granting him the honour of representing the District in a civic capacity

No interests were disclosed.

The minutes of the meeting held on 1 March 2023 were proposed, seconded and AGREED as a correct record.

 

Clarity was sought on a number of items that were not heard during the meeting held on 1 March 2023. The Monitoring Officer confirmed the following:

 

·         Item 92 of the minutes, Proposed Amendments to the Constitution - referred item was originally to be considered at the 18 May meeting of Full Council, but it had been felt subsequent to the publication of the minutes that this item would be more appropriate for the next ordinary meeting of Full Council.

·         Item 95 of the minutes, a motion from former Councillor Amanda Wheeler could now not be considered as she was no longer a member of the Council. Motions were not traditionally considered at the Annual Meeting of Council.

·         Item 96 of the minutes, a motion from Councillor Phil Dilks referred to the creation of a Standards Committee, which had been established at the meeting held on 1 March 2023, and therefore the motion would have been withdrawn if tabled again. Motions were not traditionally considered at the Annual Meeting of Council.

The Council noted the outgoing-Chairman’s engagements.

Members were invited to make nominations for the Leader of the Council. 

 

A proposition was moved and seconded that Councillor Richard Cleaver be elected as the Leader of South Kesteven District Council.  

 

A proposition was moved and seconded that Councillor Graham Jeal be elected as Leader of South Kesteven District Council. 

 

A request was made that a recorded vote on the motion be taken, as in accordance with Council Procedure Rule 15.5 any ten or more Councillors present at the meeting of Full Council could request this. 

 

For Councillor Richard Cleaver:    Councillors Emma Baker, Rhys Baker, Ashley Baxter, Harrish Bisnauthsing, Pam Byrd, Richard Cleaver, Steven Cunnington, James Denniston, Phil Dilks, Patsy Ellis, Paul Fellows, Phil Gadd, Tim Harrison, Anna Kelly, Philip Knowles, Virginia Moran, Charmaine Morgan, Chris Noon, Habib Rahman, Rhea Rayside, Max Sawyer, Ian Selby, Rob Shorrock, Vanessa Smith, Lee Steptoe, Paul Stokes, Elvis Stooke. (27) 

 

For Councillor Graham Jeal:          Councillors David Bellamy, Pam Bosworth, Helen Crawford, Richard Dixon-Warren, Barry Dobson, Ben Green, Graham Jeal, Gloria Johnson, Gareth Knight, Zoe Lane, Robert Leadenham, Nikki Manterfield, Paul Martin, Penny Milnes, Nick Robins, Penny Robins, Susan Sandall, Peter Stephens, Ian Stokes, Rosemary Trollope-Bellew, Sarah Trotter, Mark Whittington, Jane Wood, Paul Wood, Sue Woolley, Ray Wootten. (26) 

 

Abstain:          None. 

 

Therefore, the motion was AGREED, and Councillor Richard Cleaver was appointed as Leader of the Council.

The Leader of the Council, prior to announcing the members of his Cabinet highlighted the following points:

 

·      One of the first tasks of the leadership would be to review the Council’s finances and ensure that they were secure.

·      Several key themes would be pursued, and these included:

o      the improvement of decision making through enhanced scrutiny

o      reviewing all major projects to ensure value for money

o      stepping up action on climate change

o      making the Council more responsive to residents

o      protecting communities from the cost-of-living crisis

o      transparency in the development of planning policy

o      providing an adequate supply of good quality affordable housing stock, and;

o      renewing public faith in local democracy.

 

The Leader stated that the Cabinet would consist of eight members:

 

·       Councillor Richard Cleaver, as Leader

·       Councillor Ashley Baxter as Deputy Leader, and Portfolio Holder for Finance.

·       Councillor Paul Stokes

·       Councillors Rhys Baker and Patsy Ellis in a job share arrangement

·       Councillor Phil Dilks

·       Councillor Philip Knowles

·       Councillor Rhea Rayside

 

Precise details of each portfolio would be confirmed in due course.

This report sets out the requirements placed on Full Council for the appointment of Members to its Committees and Panels, and the appointment of their Chairmen and Vice-Chairmen.

 

All Political Group Leaders are responsible for nominating Members from within their respective Groups to each of the Committees, in accordance with political balance as appropriate. Full Council will appoint the Chairmen and Vice-Chairmen of the Committees.

Members considered a report setting out the requirements placed on Full Council for the appointment of Members to its Committees and Panel, and the appointment of their Chairmen and Vice-Chairmen.

 

All political group leaders were responsible for nominating members from within their respective groups to each of the Committees/Panels, in accordance with the political proportionality of the Authority as appropriate. Full Council had responsibility for appointing Chairmen and Vice-Chairmen of Committees.

 

Members raised the following points during debate:

 

·         Additional Overview and Scrutiny committees had been suggested to scrutinise issues such as Housing and Environment in further detail. It also had the purpose of ensuring that decision making was better informed and that the administration was held to account.

·         The number of committee seats had been increased to allow for a greater swell of opinion, and to be more inclusive to a Council that included a number of different political groupings.

·         Concern was raised that the two new Overview and Scrutiny Chairman and Vice-Chairman positions that had been proposed would lead to increased costs to the Council in the form of more special responsibility allowances; it was highlighted that this money could be spent elsewhere.

·         The Scrutiny Review that had taken place in the previous year had recommended that the Council should move to three, but ideally two Overview and Scrutiny Committees. The proposal to add in new Overview and Scrutiny Committees to the structure had not been considered by Governance and Audit Committee.

·         The addition of two new Scrutiny Committees reverted the Council back to a position that it already had in place prior to the election in May 2023; the new structure agreed in March 2023 had led to the loss of the Constitution Committee, Companies Committee and one Overview and Scrutiny Committee. With Housing Overview and Scrutiny Committee, Environment Overview and Scrutiny Committee and Standards Committee being added into the structure, this would mean a status quo in the number of committees.

·         Mandatory training would be provided for those on regulatory committees, and there would be specific training for Overview and Scrutiny Committees. There would also be training for committee Chairmen, as well as a range of other sessions.

·         Clarity on the opposition group Leader’s special responsibility allowance would be sought from the Governance and Audit Committee. Many of the political group leaders were either Chairmen of committees, or members of the Cabinet and therefore would not be able to claim this smaller, second special responsibility allowance.

 

Nominations were proposed by the Deputy Leader of the Council and the Leader of the South Kesteven Coalition Group for Chairmen and Vice-Chairmen of Committees. These nominations were duly seconded.

 

The remaining recommendations within the report were proposed and seconded; a variation to the wording of both recommendations 3 and 6 was agreed, rather than the printed recommendation. Upon being put to the vote the following was AGREED.

 

 

DECISION:

 

That Full Council:

 

1.    Notes the revised political proportionality of the Council.

 

2.    Approves the Council’s committee structure, including confirmation of  ...  view the full minutes text for item 9.

It is the business of the annual meeting of Full Council to approve a programme of ordinary meetings of Full Council for the year. This report also sets out the dates for meetings of Cabinet, Overview and Scrutiny Committees and other Committees of the Council.

Full Council was presented with a report of the Chief Executive which set out a draft programme of meetings for Full Council, Cabinet and Committees for 2023/24.

 

The Chief Executive highlighted that as a new committee structure had been agreed during the previous item, a delegation to herself to agree dates with the Chairmen of the Housing and Environment Overview and Scrutiny Committees may be in order. Confirmation of these meeting dates and times would be circulated to all members in due course.

 

An additional point was raised on the timings of committees with some members questioning the process for changing the start time of specific meetings as well as meetings of Full Council. Comments were raised, for example, that due to the number of members who had employment in the day it may be more convenient to hold meetings at a later time of the day. It was highlighted that, in accordance with the Constitution, the Chief Executive determined the start time of meetings.

 

The Chief Executive invited Chairmen of Committees to contact her directly should they wish to change the start time of meetings relating to their specific Committees or bodies. In respect of the start time associated with meetings of Full Council, the Chief Executive recommended that this matter be referred to the Governance and Audit Committee to seek its views. It was emphasised that due consideration would need to be given to the impact on officers in terms of resourcing meetings should they run into evenings or start in the evenings, which would also require consultation with trade unions in respect of potential changes to terms and conditions associated with contracts of employment, for example.

 

Having been proposed and seconded, upon being put to the vote the draft programme of meetings for 2023/2024, and a referral to Governance and Audit Committee in respect of the timing of Full Council meetings was AGREED.

 

DECISION:

 

That Full Council:

 

1.    Approves the draft programme of meetings for 2023/2024, as attached at Appendix A of the report.

 

2.    Agrees to refer a consideration of the start time of Full Council meetings to Governance and Audit Committee

The Council, at its annual meeting, will receive nominations of Councillors to serve on a variety of Outside Bodies.

The Council was presented with a report of the Chief Executive on the appointment of representatives to Outside Bodies.

 

Note:  There was a short adjournment to allow members to receive a printed list of nominations for Outside Bodies. The meeting reconvened at 1516.

 

A full list of nominations were proposed and seconded for all available seats on the Outside Bodies. It was confirmed that the Thomas Truesdales’ Hospital and Greater Lincolnshire Local Enterprise Partnership Energy Council bodies were not Outside Bodies of the Council, and therefore did not require an elected representative from the Council.

 

Having been proposed and seconded and upon being put to the vote, appointments to outside bodies were AGREED.

 

DECISION:

 

That Full Council makes the following appointments to its Outside Bodies for a four-year term, unless specified:

 

Black Sluice Internal Drainage Board (1 rep)

 

Councillor Zoe Lane

 

Dame Margaret Thorold's Educational Foundation (1 rep)

 

Councillor Ian Stokes

 

East Midlands Councils (1 rep, for one year, the Leader of the Council)

 

Councillor Richard Cleaver

 

Elsea Park Community Trust (1 rep)

 

Councillor Paul Fellows

 

Grantham Almshouse Charity (1 rep)

 

Councillor Ray Wootten

 

Grantham Canal Partnership (1 rep)

 

Councillor Peter Stephens

 

Greater Lincolnshire Local Enterprise Partnership (1 rep)

 

Councillor Ashley Baxter

 

Heritage Lincolnshire (1 rep)

 

Councillor Mark Whittington

 

Joseph Clark’s (Grantham) Apprenticing Foundation (2 reps)

 

Councillor Tim Harrison

Councillor Charmaine Morgan

 

Lincolnshire County Council Flood and Drainage Management Committee (1 rep)

 

Councillor Helen Crawford

 

Lincolnshire Health Scrutiny Committee (1 rep)

 

Councillor Charmaine Morgan

Councillor Virginia Moran (reserve)

 

Lincolnshire Police and Crime Panel (1 rep)

 

Councillor Sarah Trotter

 

Lincolnshire Waste Partnership (1 rep)

 

Councillor Rhys Baker

 

Local Government Association General Assembly (1 rep, for one year, the Leader of the Council)

 

Councillor Richard Cleaver

 

South Kesteven Citizens’ Advice Bureau (3 reps)

 

Councillor Phil Dilks

Councillor Charmaine Morgan

Councillor Lee Steptoe

 

Upper Witham Internal Drainage Board (3 reps)

 

Councillor Rhys Baker

Councillor Patsy Ellis

Councillor Ian Stokes

 

Welland & Deepings Internal Drainage Board (4 reps)

 

Councillor Emma Baker

Councillor Ashley Baxter

Councillor Barry Dobson

Councillor Vanessa Smith

This report seeks Members’ approval to adopt (make) the Caythorpe and Frieston Neighbourhood Plan (NP) as part of the South Kesteven Development Plan.  The report follows the NP’s successful referendum which was held on 4 May 2023.

The Director of Growth and Culture presented a report which sought approval for the Caythorpe and Frieston Neighbourhood Plan to be made part of the South Kesteven Development Plan, following the successful referendum result on 4 May 2023.

 

The referendum was held on 4 May 2023 and the following question was asked:

 

“Do you want South Kesteven District Council to use the Neighbourhood Plan for Caythorpe and Frieston to help it decide planning applications in the neighbourhood area?”

 

37.93% of those on the Electoral Register for the Caythorpe and Frieston Parish area turned out for the Referendum. Of the 396 votes cast, 344 were cast in favour of ‘yes’ and 49 were cast in favour of ‘no’. 2 ballot papers were also rejected. This resulted in an 86.8% positive vote for the Caythorpe and Frieston Neighbourhood Plan.

 

Thanks were given to the Planning Policy team and officers that had helped to make the result in this, and the Rippingale Neighbourhood Plans possible.

 

Having been proposed, seconded and voted upon, the recommendations contained within the report were AGREED.

 

DECISION:

 

That Full Council:

 

1.    Makes (Approves) the Caythorpe and Frieston Neighbourhood Plan (referendum version) to become part of South Kesteven District Council’s ‘Statutory Development Plan’, and a material consideration for determining planning applications in the Caythorpe and Frieston Neighbourhood Area. 

 

2.   Delegates authority to the Assistant Director of Planning to make minor ‘nonmaterial’ changes to the Caythorpe and Frieston Neighbourhood Plan as necessary, and exercise all of the Council’s functions and responsibilities in relation to making the Caythorpe and Frieston Neighbourhood Plan.

This report seeks Members’ approval to adopt (make) the Rippingale Neighbourhood Plan (NP) as part of the South Kesteven Development Plan.  The report follows the NP’s successful referendum which was held on 4 May 2023.

The Director of Growth and Culture presented a report which sought approval for the Rippingale Neighbourhood Plan to be made part of the South Kesteven Development Plan, following the successful referendum result on 4 May 2023.

 

Having been proposed, seconded and voted upon, the recommendations contained within the report were AGREED.

 

DECISION:

 

That Full Council:

 

1.    Makes (Approves) the Rippingale Neighbourhood Plan (referendum version) to become part of South Kesteven District Council’s ‘Statutory Development Plan’, and a material consideration for determining planning applications in the Rippingale Neighbourhood Area. 

 

2.   Delegates authority to the Assistant Director of Planning to make minor ‘nonmaterial’ changes to the Rippingale Neighbourhood Plan as necessary, and exercise all of the Council’s functions and responsibilities in relation to making the Rippingale Neighbourhood Plan.

To present the Annual Report of the Governance and Audit Committee for 2022/23 for Council including the indicative work plan and timetable for 2023/24.

The Chairman of the Governance and Audit Committee for the previous year presented the Annual Report of the Governance and Audit Committee for 2022/2023 and the indicative work plan and timetable for 2023/2024, and proposed approval.

 

The report set out key outcomes arising from the work of the Governance and Audit Committee over the 2022/2023 municipal year, together with the indicative work plan and timetable for 2023/2024. The previous Chairman stressed to Members that the Governance and Audit Committee was not a Scrutiny Committee, rather that its aim was to ensure good governance, independent assurance and effective audit. The committee provided challenge to the effectiveness of the Council’s overall arrangements of corporate governance and internal control, including risk management.

 

The proposal was seconded, subject to the following clerical errors in the report being corrected:

 

·         Councillor Ashley Baxter was marked as absent in the member attendance chart on 15 January 2023 when he was in fact present.

·         Councillor Murray Turner was not elected as a member of Council until December 2022, and therefore was not absent prior to this date, he was simply not a member of the committee.

 

Having been proposed and seconded, upon being put to the vote the proposition was AGREED.

 

DECISION:

 

That Full Council approves the Annual Report of the Governance and Audit Committee for 2022/2023 and the indicative work plan and timetable for 2023/2024, which reflect the terms of reference of the Committee.

This report sets out those decisions that have been made in the 2022/2023 municipal year under urgency provisions set out within the Local Authorities (Executive Arrangements) (Meetings and Access to Information) (England) Regulations 2012 and the Council’s Constitution.

The Monitoring Officer set out those decisions that had been made in the 2022/2023 municipal year under urgency provisions set out within the Local Authorities (Executive Arrangements) (Meetings and Access to Information) (England) Regulations 2012 and the Council’s Constitution.

 

Full Council NOTED the report.

The meeting closed at 15:38pm.