Apologies were received from Councillors Billy Brookes, Dick Edginton, Alex Hall and Neil Jones.

It was noted that in accordance with Regulation 13 of the Local Government (Committees and Political Groups) Regulations 1990, notice had been given that Councillor Daniel Simpson had been appointed to the Committee in place of Councillor Robert Watson for this Meeting only.

At this point in the Meeting, Members were invited to declare any relevant interests.

Declarations were made as follows:

·       Councillor Jill Makinson-Sanders asked it be noted that she started the Baby Bank in Louth, Minute No. 33 refers.

·       Councillor Fiona Martin, Chairman asked it be noted that she was a member of the Horncastle Support Team, Minute No. 33 refers and that she was a Member of the Invest East Lindsey Advisory Board, Minute No 38 refers.

To confirm the Minutes of the Meeting held on Tuesday 25 July 2023.

The Minutes of the Meeting held on 25 July 2023 were agreed as a correct record.

Actions from the previous Overview Committee Meeting.

Members noted that the following Actions were now complete.

Actions from the Meeting held on 25 July 2023.

Action Nos. 22 (a), (b) and (c), 23, and 27 (a) – completed.

Action No. 24 (a) ‘Scrutiny Topic Suggestions’ ‘How can ELDC retain, attract and re-attract qualified, innovative, ambitious and young professionals in the district’, page 26 of the Agenda refers.

A Member highlighted that the recruitment service was provided by PSPS Limited.  It was suggested that such topics would be good for task and finish groups.  The Chairman responded that other routes had been explored to scrutinise shorter topics.

Action No. 24 (b) ‘Scrutiny Topic Suggestions’ ‘Update ELDC planning policy to encourage/require integration of renewable energy sources into new build properties’, page 26 of the Agenda refers.

Following a query, it was confirmed that planning policy related recommendations from Overview Committee were reported back to Planning Policy Committee.  The Chairman confirmed that there was a mechanism in place and comments put forward by Members were fed back by this mechanism, or via the action sheet.

Action No. 27 (b) ‘Executive/Council Forward Plan’ ‘Proposed disposal of ELDC land, Humberston Road, Tetney’, page 27 of the Agenda refers.

A Member was pleased to see that this item had been removed from the Forward Plan.

Actions from the Meeting held on 20 June 2023.

Action No. 14 (a) and (b) – completed.

Actions from the Meeting held on 8 March 2022.

Action No. 88 – completed.

Action Nos. 89 ‘Heritage and Scrutiny Briefing Report’ ‘An update to be provided after consultation on Conservation Areas, with the timescales being 4 to 6 months from June 2023’, page 27 of the Agenda refers.

A Member asked for clarification on which Member was the current appointed ELDC Heritage Champion.

A Member queried the timescales for consultations on the conservation areas and in particular, who the consultees were.  The Chairman advised Members that an update from the Heritage Manager would be presented to Committee in November 2023.

Action No. 90 ‘Envirocrime Contract Progress ELDC’ ‘The Environmental Health Service Manager to provide Members with data on patrols undertaken in Spilsby’, page 27 of the Agenda refers.

Further to the update provided, a Member commented that the performance was poor all round and queried whether the contract was fit for purpose.  It was requested that this item be left on the action sheet as outstanding until a further, fuller update had been provided.

With regards to recently convened scrutiny panels, a Member highlighted her disappointment that despite expressions of interest shown, some Members had not been appointed.  The Scrutiny Officer explained that two of the panels had been oversubscribed and hoped that those Members who were not successful would be able to join a future panel.  The Chairman commented that it was encouraging that the panels had been oversubscribed as in the past it had been difficult recruiting to panels.

A copy of the updated action sheet tabled at the Meeting is attached at Appendix A to the Minutes.  ...  view the full minutes text for item 32.

To receive a verbal update from the Healthy Living Strategic Lead.

The Chairman welcomed Roxanne Warrick, Healthy Living Strategic Lead to present Members with an update on the Household Support Fund (HSF).

Members received a presentation (a copy is attached at Appendix B to the Minutes), following which Members were invited to put their comments and questions forward.

N.B.  At this point in the Meeting, Councillor Jill Makinson-Sanders asked that it be noted she started the Baby Bank in Louth.

N.B.  Councillor Fiona Martin, Chairman asked it be noted that she was a member of the Horncastle Support Team.

·       Further to the comment made in relation to the Lincolnshire Community Foundation (LCF) who were delivering the HSF, the Healthy Living Strategic Lead informed Members that it was a very established and reputable grants provider.  ELDC had worked with the LCF since the flooding in Wainfleet when they managed the emergency grant scheme.  They also had the staff capacity to administer both online and telephone applications and provided additional onward signposting, including delivering flyers into various community venues.  It was further highlighted that the LCF had been on the steering group of the Lincolnshire Financial Inclusion Partnership with the Council for seven years.

·       A Member asked whether the LCF could be invited to a future Reserved Members Day briefing to better inform Members on the role they had with the Council.

·       A Member queried the funding and details of the ‘pots of money’ available from the scheme.  The Healthy Living Strategic Lead explained that the money did not exist in a bank account and the Council’s allocation was the maximum that could be drawn upon and was pleased to advise that for the last three schemes, ELDC had spent its total allocation.

·       A Member thanked the Healthy Living Strategic Lead and all involved and stated that it was good to hear of people benefitting and reaching those in areas of deprivation.  A query was raised in relation to the 10% of vouchers that had not yet been claimed and whether the Council had a follow-up process in place as it was a loss to families if the take up was not 100%.  The Healthy Living Strategic Lead advised Members that families had three months to redeem the vouchers, and the current scheme only circulated the vouchers in the last three weeks.  With regards to the last tranche of funding that had achieved a 90% redemption, it was possible to identify those families who had not redeemed the vouchers as names and addresses were noted alongside those allocated.  Therefore, it would be possible to send a follow up letter, but it was highlighted that some people may have moved house, passed away or chosen not to redeem the vouchers.  It was highlighted that there was an element of mis-trust from people dealing with the Department of Works and Pensions, therefore it was important to get the message out through the Council’s charitable networks that the scheme was genuine.

Members were advised that any unredeemed vouchers were credited back to the Council after three  ...  view the full minutes text for item 33.

To receive a verbal update from the Deputy Chief Executive, Programme Delivery.

The Chairman welcomed Adrian Sibley, Deputy Chief Executive (Programme Delivery) to the Meeting who was in attendance to deliver a presentation to Members on the Towns Fund Projects (a copy of the presentation is attached at Appendix C to the Minutes).

Following which, Members were invited to put their comments and questions forward.

·       A Member referred to the Colonnade project that was 2/3 months late in starting due to significant issues with the contractors revised costs and stated that it was concerning that accurate quotes were not being received and queried whether there was a flaw in the process.  In response, the Deputy Chief Executive (Programme Delivery) stated that nationally, all major projects were coming in over budget.  Members were provided details of the two different ways to procure a contract.  It was further explained that it was difficult to lock a contract value into a project.  It was confirmed that the scheme had been amended to fit the budget and the second part of the scheme had been put out to the external market and when finished it would be a fantastic facility for the public.

·       A Member queried why the Mablethorpe Leisure and Learning Hub had changed its name to Station Leisure and Learning.  The Deputy Chief Executive (Programme Delivery) advised Members that the operator had requested this and it had been through the executive forum, however stated that this was not set in stone and Members could to back to the Executive Board to reconsider.

·       A Member asked whether the facility included a hydrotherapy pool, following which the Deputy Chief Executive (Programme Delivery) advised Members that he would go back to the original specification and confirm to Members.

·       A Member stated that she was pleased to see the Campus for Future Living (CFL) development in Mablethorpe, however highlighted her concerns as the existing Marisco Medical Centre had been well equipped but under-utilised and not offering services that people could access without having to travel out of the area.  The Deputy Chief Executive (Programme Delivery) informed Members that any activities taking place in the new development had to be endorsed by the Integrated Care Board and had to be agreed before any deal was made with the Marisco Medical Centre.  It was confirmed that the centre had no vacancies and was currently fully rented out.

·       A Member highlighted that Lincoln University was interested in the CFL, however had since pulled out from this and queried why.  The Deputy Chief Executive (Programme Delivery) informed Members that there had been a change in leadership at Lincoln University and it was the decision of the new chancellor to pull out of the project, following which a second interested party from Leicester withdrew its interest in the project.

A Member stated that being so far into the project, it was a risk that the Council would have to take on the costs of running the building.  The Deputy Chief Executive (Programme Delivery) added that it was also a risk that no one  ...  view the full minutes text for item 34.

To consider the response from the Department for Levelling Up, Housing and Communities in relation to Internal Drainage Board Levies.

The Chairman referred Members to a letter received from Victoria Atkins, MP for Louth and Horncastle that included a response from the Department for Levelling Up, Housing and Communities (DLUDC) in relation to Internal Drainage Board (IDB) levies, pages 29 to 30 of the Agenda refer.

Members recalled that Committee had agreed to support the Executive Board to get help from the government towards IDB levies as Lincolnshire was the worst affected regarding the precept and this was a massive burden to the authority.

James Gilbert, Assistant Director (Corporate) explained that currently 65% of the Council Tax collected funded the IDB which showed the scale of the challenge that the Council faced compared to some other authorities.  ELDC was recently asked to start the process to form a Special Interest Group (SIG) which was a mechanism by the Local Government Association (LGA) where the Council could raise issues of significance with other authorities with a similar issue that wanted to join the cause.

Members were advised that earlier in 2023 the Council were awarded money by government circa £930k to help support in recognition that the IDB levies took a substantial increase due to utility costs, etc.  All 15 authorities across the county had confirmed their support and the application had been submitted and the Council was waiting to hear the outcome.  It was hoped that the SIG would aid the process, but recognised that the funding mechanism was a different objective.

A discussion ensued and it was highlighted that it was important for the appointed Member to be well informed on drainage matters.  The Assistant Director (Corporate Support) confirmed that the appointment would be made by the LGA as it was funding the group and Councillor Fry, Portfolio Holder for Finance was the Council’s appointment as the focus of the discussion would be around funding.

A Member commented that it was important to get the message out that the issue was the funding mechanism and not the IDBs and their charges which was unfair to the councils involved.

No further comments or questions were received.

The Chairman thanked Members for their input and highlighted that the Committee would continue to support this.

To receive a verbal update from the Outside Body Appointee to the Health Scrutiny Committee for Lincolnshire.

The Chairman advised Members that the Health Scrutiny Committee (HSC) for Lincolnshire had not met since July, therefore there was no briefing paper to consider.

The Chairman invited Councillor Jill Makinson-Sanders, the Outside Body Appointee to the HSC to update Members on any issues that had arisen since that time.  Councillor Makinson-Sanders advised Members that as part of her role on the HSC she had been made aware that she was also a Member on the Healthy Living Board.

The Chairman asked that this be clarified with the Democratic Services Team at Lincolnshire County Council.

Members noted that the next Meeting of the HSC was on Wednesday 13 September 2023.

To receive a written update from the Scrutiny and Policy Officer.

Rebecca James, Scrutiny and Policy Officer referred Members to the briefing paper, pages 31 to 32 of the Agenda refer.

Members were advised that Councillor Ruchira Yarsley had been appointed as Chairman of the Panel.  The first Meeting was held on 9 August 2023 and meeting dates had been planned through to February 2024.

A Member raised a query in response to attendance by members of the press and public.  In response, the Scrutiny Officer advised Members that a panel meeting only had to be open if there were external witnesses attending.

It was agreed that the dates for upcoming scrutiny panel meetings would be added to the website.

To receive a written update from the Scrutiny and Policy Officer.

Rebecca James, Scrutiny and Policy Officer referred Members to the briefing paper, pages 33 to 34 of the Agenda refer.

Members were advised that the inaugural meeting of the panel was scheduled for 12 September 2023.

To receive a written update from the Scrutiny and Policy Officer.

Rebecca James, Scrutiny and Policy Officer referred Members to the briefing paper, pages 35 to 36 of the Agenda refer.

Members were advised that the next meeting of the panel was scheduled for 11 September 2023.

In response to a query relating to substitute members on the panel, the Scrutiny Officer advised Members that due to two of the panels being oversubscribed she had a list of reserves available to attend when necessary.  It was further highlighted that any Member was welcome to attend a panel meeting as an observer.

To receive a written update from the Scrutiny and Policy Officer.

Rebecca James, Scrutiny and Policy Officer referred Members to the briefing paper on Joint Scrutiny Panels, pages 37 to 38 of the Agenda refer.

Healthy Living Action Plan

The Chairman queried why two of ELDC’s Members had question marks against their names.  The Scrutiny Officer advised Members that the Members concerned had put forward an expression of interest, however due to other commitments were only available on certain days.  The Scrutiny Officer informed Members that she would chase this up, following which details would be circulated in the Members’ Point Brief.

Annual Scrutiny of Partnership

The Membership was confirmed as Councillor Fiona Martin, Councillor Carleen Dickinson, Councillor Claire Arnold and Councillor George Horton as Substitute.

The Scrutiny Officer advised that a number of the provisional dates had been changed which had resulted in a couple of the nominated Members unable to attend.  Following a query, it was confirmed that the Constitution allowed for a further substitute to be nominated to the panel.

To receive a report from the Assistant Director (Corporate).

James Gilbert, Assistant Director (Corporate) presented Members with the Performance and Governance Framework – Quarter 1Monitoring Report 2023/24 (April to June 2023), pages 39 to 62 of the Agenda refer.

Members were referred to Appendix A and invited to put their comments and questions forward.

East Lindsey Corporate – Staff Turnover, page 45 of the Agenda refers.

The Assistant Director (Corporate) highlighted the figures for Q1 to Q4 2022/23 were incorrect and should read as follows:

Q1 - 3.3%, Q2 - 4.02%, Q3 - 1.5% and Q4 - 3.17%.  It was confirmed that Q1 2023/24 was correct at 3.11%.

Wellbeing and Community Leadership – Percentage of Customer Contact Calls Answered, page 43 of the Agenda refers.

A Member highlighted the red status for Q1 and queried whether there was an issue with calls being answered and if this this was a result from staff working from home whether measures were in place to address this.

The Assistant Director (Corporate) advised Members that the Customer Contact staff worked from the Hub and the issue was due to the volume and complexity of calls, including council tax bills and election queries during that period.  Members were further advised that the portfolio holders across the partnership were having a summit to discuss the customer service contract.  A Member commented that the call back system was working well, however the cost of living crisis had resulted in the call numbers increasing.  A Member referred to the increasing number of organisations who were only dealing with customers through submitting forms on line of offering an online chat service and stressed it was important to retain the telephone option.  It was further highlighted that the customer contact team was doing its best under the circumstances.

East Lindsey Leisure and Culture – Market Stall Occupancy Rate, page 44 of the Agenda refers.

A Member queried why markets were included as leisure and culture and considered that it should be included as an economic indicator.

Following which, the Chairman asked whether a document could be circulated that showed which area each departmental service sat under.

East Lindsey Neighbourhoods – Key Performance Indicators – Percentage of streets graded b and above for detritus, page 45 of the Agenda refers.

A Member queried what steps had been put in place to clear the roads affected as it appeared that resources had been deployed mainly along the coast at the expense of the inland towns and villages.  The Chairman advised Members that the Council’s Pride Team would respond to any reported incidents, and highlighted that there may have been an issue across the summer months due to additional resources required along the coast.

East Lindsey Finance – External Funding Received - ELDC, page 46 of the Agenda refers.

A Member commented that the figures provided were meaningless without details of the department referred.  In response, the Assistant Director (Corporate) advised Members that the figures were part of 80+ lines in a spreadsheet that was continually being added to and  ...  view the full minutes text for item 38.

To note the Overview and Scrutiny Recommendation Tracker.

Members were referred to the Overview and Scrutiny Recommendation Tracker, pages 63 to 74 of the Agenda refer.

Members were invited to review the tracker and to put their comments and questions forward.

Overview Standing Reference Group – Sutton on Sea Colonnade Project.

Recommendation No 4, ‘Explore opportunities with universities and museum services to develop the exhibition space, page 66 of the Agenda refers.

Further to the update relating to the branding and marketing strategy, a Member queried who was undertaking this and what qualifications they held.  The Scrutiny Officer advised Members that she would seek this information and report back to the next meeting.

To explore the issues surrounding caravan licensing and enforcement Scrutiny Panel.

Recommendation No. 2 ‘The Caravan Enforcement Team was only created on October 3, 2022, and given it has inherited a huge backlog, which will take at least two years of concentrated work to clear, this council must recognise, as a priority, the need to staff this team adequately as well as employing an apprentice‘, page 68 of the Agenda refers.

Further to the reference that First College would be recruiting an apprentice a query was raised whether any other source of recruitment was being used.  The Scrutiny Officer advised Members that the posts were advertised.  First College placed apprentices which consisted four days in the role and one day at college to provide background training.  The Assistant Director (Corporate) added that the Council put money into the apprenticeship levy and there was a range of qualifications what could be sourced using that route.

Recommendation No. 6 ‘Review the findings of the Capacity Grid operation undertaken on behalf of the council in 2018-19 and make recommendations in the light of this review’, page 69 of the Agenda refers.

A Member commented that she was pleased with the progress of this, however highlighted the difficulties obtaining the information and whether there was a cost to the Council.  The Chairman stated that the legislation was complicated and the Council must comply with the Data Protection Act and the retention period for holding information.  The Scrutiny Officer advised Members that as Capacity Grid carried out the work and provided the results they held the information that was included in the report.  Further information would be sought on this and reported back to the next meeting.

Recommendation No. 13 ‘As the council dealing with the largest concentration of caravans in Western Europe, use this experience to consider offering training for other councils on best practice in the caravan industry. This could potentially provide an additional income stream’, page71 of the Agenda refers.

A Member commented that just because East Lindsey had the largest concentration of caravans it did not mean that it was the best at dealing with them and this could be a diversion from a very important outstanding piece of work.  It was further queried whether a cost benefit analysis had been undertaken on this.  Councillor Makinson-Sanders, Chairman of the Panel explained that this was a  ...  view the full minutes text for item 39.

To receive a copy of the Executive/Council Forward Plan.

Members were presented with the Executive/Council Forward Plan 2023-24, pages 75 to 82 of the Agenda refer and were invited for their comments.

A Member queried who was picking up the work of the Deputy Chief Executive (Growth) since the person in the role had recently left the authority.  The Assistant Director (Corporate) explained that the current role would become vacant on 11 September 2023, following which the Chief Executive would be looking at future arrangements.

Proposed disposal of ELDC land, Humberston Road, Tetney, page 79 of the Agenda refers.

Further to being advised that this item would be removed from the Forward Plan, the Democratic Services Manager advised Members that she had not received a request to remove this item.  It was highlighted that if this item was removed there was a risk that it could be missed as a new submission form requiring a minimum of 28 days’ notice would be required.  The Assistant Director (Corporate) advised Members that he would follow this up.

ELDC Annual Crime and Disorder Scrutiny Briefing Report, page 78 of the Agenda refers.

A Member queried which officer was responsible for the report as he would like an understanding of the level of service being provided.  The Assistant Director (Corporate) advised it was the Safer Communities Service Manager and would pass this request on.

No further comments or questions were received.

Following which it was,

RESOLVED:

That the Executive/Council Forward Plan 2023-24 be noted.

The programmed date for the next Meeting of this Committee is Tuesday 17 October 2023.

The date of the next Meeting was confirmed as Tuesday 17 October 2023.