Apologies were received from Councillor Billy Brookes.

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 McNally had been appointed to the Committee in place of Councillor Dick Edginton for this Meeting only.

At this point in the Meeting, Members were invited to declare any relevant interests.  None were received.

To confirm the Minutes of the Meeting held on Tuesday 17 October 2023.

The Minutes of the Meeting held on 17 October 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 17 October 2023.

Action Nos. 46 (a), 46 (b), 47, and 50 – completed.

Actions from the Meeting held on 5 September 2023.

Action Nos. 33 (a), 37 (a), 39 and 22 (c) - completed.

Actions from the Meeting held on 7 March 2023.

Action Nos. 89 and 90 (b) - completed.

Comments were received as follows:

Action No. 50 - Recommendation No 1, ‘To recognise the need to make Caravan Enforcement a priority for new Council, with the first priority dealing with the issue of unauthorised occupancy and to review and strengthen licence conditions’ from the meeting held on 17^th October 2023, page 29 of the Agenda refers.

A Member expressed dissatisfaction that after submitting the well-received scrutiny on the caravans, actions were not followed up and more needed to be achieved sooner than February 2024. The Chairman advised that this was to be addressed in the Overview and Scrutiny Recommendation Tracker Item.

Action No. 39 - Recommendation No 10, ‘ELDC will consider the feasibility of returning to house building / mixed stock holding to balance and influence our local market,’ page 30 of the Agenda refers.

A Member queried if ELDC was considering the feasibility of returning to house building and if that was part of Invest East Lindsey’s remit. The Chairman confirmed that this was also to be addressed in the Recommendation Tracker Item.

To receive a presentation.

The Chairman welcomed Alice Ullathorne, Head of Heritage for Heritage Lincolnshire and Councillor Tom Ashton as Portfolio Holder for Planning to provide Members with an update following the consultation on conservation areas.

Members received a presentation (a copy is attached at Appendix A to the Minutes).

The Portfolio Holder for Planning advised Members of progress made and the benefits of observing ELDC Strategic Policy 11 Historic Environment (SP11) in practice, inviting Members to examine the successful conversion of a former Railway Station at Tumby Woodside, planning reference S/189/01386/22.  This had demonstrated that derelict buildings which would have historically been refused planning permission could be effectively rebuilt because of changes in the National Planning Policy Framework which was now enabling developments to commence reusing and enhancing redundant buildings.

Members were invited to put their comments and questions forward.

• A Member expressed their dissatisfaction with the Council’s progress on reviewing conservation areas, stating that Louth as a major Market Town was in a state of decay and neglect and no progress had been made since being added to the ‘at risk’ register in 2022.  A request was made for an action plan for Louth.  In response, the Portfolio Holder for Planning advised that Louth was featured in the Heritage Report and examples were evidenced where premises had been tidied and improved. Reassurance was given that all means and powers of enforcement was utilised when appropriate.  A walkaround was offered to provide positive steps forward. 

• A Member queried the enforcement case at Beech Grove House in Manby, referring to the perimeter fence and security cameras and whether work had been completed since the previous update.  In response, the Head of Heritage advised that an update would be provided to Members at the next meeting.

• The Head of Heritage also offered to assist with a walkaround of Louth to consider any options that might be available.  In response, the Chairman requested further updates were provided to the Committee on both Louth and Manby.

• A Member queried if Great and Little Carlton Parish Council was being kept updated in relation to matters in that area.  It was confirmed that the Heritage Manager would provide a further update directly to the Parish Council.

No further comments or questions were received.  The Chairman thanked the Head of Heritage for their presentation.

N.B. The Head of Heritage and the Planning Conservation Consultant left the Meeting at 10.43am.

To receive a presentation from the Environmental Health Service Manager, ELDC.

The Chairman welcomed David Dodds, Environmental Health Service Manager (ELDC) to provide an introduction and present Members with an update on the Envirocrime Contract.

Members received a presentation (a copy is attached at Appendix B to the Minutes).

Councillor Martin Foster as Portfolio Holder for Operational Services provided reassurances that although initial staffing issues suggested all resources were being utilised at the coast, a request was made to the Assistant Director - Regulatory to place more emphasis on inland Parishes and Towns over the winter months.  Challenges submitted by the public were reviewed by the contractors Kingdom and the Council’s own staff, and positive feedback was provided to complainants.  Overall, it was a good year with a 10% return of income and at zero cost to the Council.

Members were invited to put their comments and questions forward.

• A Member raised issue that no points on the maps presented covered the wider coast and was mainly targeting key coastal areas such as Mablethorpe and Skegness.  It was also queried what more could be done in terms of scrap metal dealers licenses.  In response, the Environmental Health Service Manager advised that more was being addressed.  Site inspections of scrap metal installations was being examined and further follow-up was being carried out on a greater number of unlicensed collectors.

• A Member expressed concern with the unbalanced charging system for scrap metal collectors who had premises versus those without a fixed base which could not be controlled.  In response, the Environmental Health Service Manager advised that issues with mobile collectors were recognised.  The current contract that was in place aimed to address the mobile collectors.

• A Member queried why fixed location collectors paid significantly higher rates compared to mobile collectors.  In response, the Environmental Health Service Manager advised that the charging regime had been inherited and was currently being reassessed.  It was supported that the Environmental Health Service Manager examine the charging regime and provide a report back to the Committee.

• In reference to the 10% income returned back to ELDC, a Member queried how the money was being used, noting particular need for the emptying and number of bins available in areas of high need such as Mablethorpe, and it was further queried whether the bulky waste tip could return.  In response, the Portfolio Holder for Operational Services advised that waste services and street cleaning did not fall under the environmental crime team.  Furthermore, the returned income could not be used in other areas as it was ringfenced in that area of the budget.  A discussion with the various teams about the frequency of emptying bins was possible.  The Council always strived for the best service with the resources available. 

• A Member requested clarification on what route Councillors should take to seek more patrols for their residents from the Envirocrime Contract.  In response, the Environmental Health Service Manager advised that anyone with concerns could email the Envirocrime contact address and should include targeted information such as street name and times of  ...  view the full minutes text for item 58.

To receive an update from the Portfolio Holder for Operational Services.

The Chairman welcomed Councillor Martin Foster, the Portfolio Holder for Operational Services and Victoria Burgess, Assistant Director - Neighbourhoods to provide Members with an update on waste service considerations for the 2024/2025 budget setting process.

Members received a presentation highlighting the context and strategic pull over the next few years, referencing the Lincolnshire Waste Partnership’s (LWP) Joint Waste Strategy and the Environment Act 2021’s impact on the Council’s budget (a copy is attached at Appendix C to the Minutes).

N.B. Councillor Claire Arnold returned to the Meeting at 11.18am

The Chairman thanked the Assistant Director - Neighbourhoods for her presentation and invited Members to put their comments and questions forward.

·       The Portfolio Holder for Operational Services commented that there was a lot of uncertainty with ongoing revenue costs needing to be in place year on year.  There was an effective team with good officers and the Council was on track to meet and address challenges in future years.

• In relation to financial burdens, a Member queried if the funding of £295 million was a national figure and whether it was on a first come first serve basis.  In response, the Assistant Director - Neighbourhoods advised that it was a national figure and that money was allocated using a funding formula and that the special circumstances of the area was taken into consideration.   The Waste and Resources Action Programme (WRAP) was providing a lot of research and support to DEFRA.  WRAP’s work with the SELP had indicated what the costs could be and it was hoped it would assist with placing the Council in a good position. 

• A Member queried if new vehicles were bought outright or leased to include parts and maintenance.  The Assistant Director - Neighbourhoods advised that vehicles were bought outright under contract as a capital purchase as this was more cost effective.  The Council also performed their own maintenance on the vehicles.

• A Member commented that despite the funding made available to the Council, there was going to be an additional cost to collect waste in rural areas, especially where tourism had created further need.  It was further highlighted that policy makers were out of touch with the real world and there was likely to be opposition from the public to having additional food waste bins.  It was queried how the Council would overcome the implications for this area.  The Chairman advised that it was a recognised and longstanding challenge to obtain facts about delivering services in sparsely populated areas.

• A Member commented on the uncertainty of the Council meeting the unknown needs and necessities for collecting waste and provided an example of how waste collection systems in other countries differed.

• A Member stated their recognition for the difficult job waste services performed and commented that food waste collection was not a new concept in other areas of this country.  In response, the Assistant Director - Neighbourhoods advised that the focus was on England alone and that waste minimisation should be the main focus, achieved by  ...  view the full minutes text for item 59.

To receive a report from Councillor Chris Brewis (SHDC) on behalf of the Partnership Scrutiny Task Group.

The Scrutiny Panel Chair Councillor Chris Brewis, South Holland District Council provided Members with a report that detailed the Joint Scrutiny of the South & East Lincolnshire Councils Partnership, pages 45 to 74 of the Agenda refer.

Councillor Brewis thanked all the members of the task and finish group which had undertaken a review of the progress on the opportunities identified in the approved business case for South & East Lincolnshire Councils Partnership including all Staff, Councillors and Officers who had supported the process.  In summary, the overall impression was good, however, more work was needed to make the Partnership more effective, and it was recognised that this part of the country was a vital area for the national economy. A special interest group of the LGA was recently formed and had its first meeting thanks to the national weight the Partnership had exerted.  It was optimistic that the Partnership was to become exemplars for excellent local government behaviour.

Members were invited to put their comments and questions forward.

• A Member queried if a longstanding ICT issue had been rectified and if there was to be progress any time soon.  It was further queried, what was the purpose of the Joint Scrutiny Report being brought to the Overview Committee.

In response, the Chairman advised of the purpose.  The Scrutiny and Policy Officer confirmed that report was to be presented to the Executive Board for comment and the recommendations would be added to the tracker.  The purpose of Overview Committee reviewing the report was that it had the opportunity to add any further comments before referring to the Executive Board.

Councillor Brewis advised Members that more focus was needed in future including target dates for aims and actions.

The Assistant Director – Corporate responded in relation to ICT, confirming that it was a recurring recommendation from over a year ago.  Members were advised that progress had been made and highlighted that ICT was a big piece of work centred around a single 365 tenancy across the Partnership. Background work had been completed and the cost to deliver the project came back at £800,000.  As Microsoft was developing its own product including the ability of tenancies to talk to one and other which may resolve the issues, the decision to invest was not being rushed.

It was recognised that frustrations existed in the organisation around service systems and that service reviews across the Partnership were necessary. Issues were present where contracts all ended at different points in time and aligning those contracts could enable single services.  The Council had been successful with a single telephony system across the Partnership using Ring Central and with a single website system for document sharing.  The priority for the Partnership was continuing to overcome service specific issues.

• A Member commented that salaries were not consistent across the Partnership which was one of the main concerns of workers at ELDC and should have been a top priority.  In response, the Chairman advised that there was a cost implication to  ...  view the full minutes text for item 60.

To receive a report from the Scrutiny and Policy Officer.

Rebecca James, Scrutiny and Policy Officer presented Members with a report that detailed the updated Freedom of Information (FOI) and Environmental Information Regulations Policy (EIR), pages 33 to 40 of the Agenda refer.

Members were advised that the policy was a statutory requirement and was a single aligned policy for the Partnership which included EIR for the first time.  The policy was an update for East Lindsey and South Holland Councils and was a new policy for Boston Borough Council.

Members were invited to put their comments and questions forward.

A Member queried why Boston did not have a policy beforehand.  The Scrutiny and Policy Officer explained that Boston did not have a standalone policy previously but were compliant by incorporating it in a statement on their website, whereas ELDC and South Holland already had a separate policy.

No further comments or questions were received.

Following which it was,

RESOLVED:

That the Freedom of Information and Environmental Information Regulations Policy be noted and presented to the Executive Board for approval.

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

The Chairman referred Members to the briefing papers from Councillor Jill Makinson-Sanders, the Outside Body Appointee to the Health Scrutiny Committee (HSC) for Lincolnshire following its Meeting held on 8th November 2023, pages 41 to 44 of the Agenda refer.

The Outside Body Appointee advised Members of a meeting that was taking place the following day in the Conoco Room at Louth Library where the consultation team would be present.  Members of the Health Scrutiny Committee were previously asked to make comments and the opportunity was taken to highlight the problems for the East Coast getting ambulances and travelling long distances, for example to Scunthorpe General Hospital if a resident had a stroke.

Members were invited to put their comments and questions forward.

·         A Member expressed their appreciation on behalf of the residents of Mablethorpe that a dental service was finally being provided.

·         A Member stated their support for addressing stroke issues where response time was critical for positive outcomes. Reports of people moved from hospital to hospital and poor response times was a worrying development.  In contrast, a Member stated they felt the opposite was true and that moving to specialist places of excellence when stabilised was more important than location.

·         A Member queried the reference to the £5 million Government funding for mental health support and if that was for Lincolnshire alone.  The Outside Body Appointee confirmed that this was a nationwide figure and Lincolnshire received very little.

·         A Member requested further information on the young people’s mental health hubs mentioned in the report. In response, the Outside Body Appointee advised that clarification would be sought.

·         The Chairman enquired if information was provided on how strategies or outcomes were monitored. The Outside Body Appointee advised that information presented to the HSC for Lincolnshire was effectively supported by statistics and figures, and reassured Members that it was a very well-run scrutiny group with informative research and discussions.

·         A Member requested clarification on a statement in the report that noted that hospitals experienced significant demand in contrast to not being attractive for people to work there.  In response, the Outside Body Appointee advised it was related to the Royal College which sets the number of people required to perform a procedure safely. Risk was a huge problem, and the situation was ruled by reaching the thresholds set by the Royal College.

No further comments or questions were received.

The Chairman thanked the Outside Body Appointee for her contribution on reporting back from the HSC.

Following which it was,

RESOLVED:

That the Health Scrutiny Committee for Lincolnshire briefing papers be noted.

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

Rebecca James, Scrutiny and Policy Officer referred Members to the briefing paper, pages 75 to 76 of the Agenda refer.

Members were advised that the Panel had met five times to date. It was arranged for speakers on 6^th December 2023 from the Property Team and 10^th January 2024 from the Climate Change Team.  The Panel would examine the final report before making recommendations.

A Member queried if further detail was available at this time.  The Chairman advised that an interim or full report was to be brought to the Committee at a future date.

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

Rebecca James, Scrutiny and Policy Officer referred Members to the briefing paper, pages 77 to 80 of the Agenda refer.

Members were advised that the Panel had met four times to date.  At the meeting on 13^th November 2023, concerns were raised over the detail of the scoping document, and it was suggested that alterations were sent to the Overview Committee for consideration.  A further meeting was planned for 27^th November 2023 to examine the draft report and emerging recommendations.

The Chairman referred to the original scoping document and advised that there was some previous confusion over the extent of the work the panel was looking at, which was originally to include free public toilets and not the toilets that were operated by Danfo.  The panel had asked to clarify the scope which now stated that it was the cost of providing public conveniences that were free at the point of use and in free to use buildings.   It was clarified that taking on additional toilets was only an expression of interest at this stage, and a separate tendering exercise was currently being undertaken by Danfo which was not part of this review. 

A Member requested that the Chairman’s name was included when updates were provided to Committee.  In response, the Scrutiny and Policy advised that Councillor Stef Bristow was Chairman of the Public Convenience Panel.

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

Rebecca James, Scrutiny and Policy Officer referred Members to the briefing paper, pages 81 to 82 of the Agenda refer.

Members were advised that the Panel had met four times to date.  Speakers were invited during November and December 2023, including the Leader of the Council, the Chief Executive and the Section 151 Officer.  An interim or final report was to be brought to the January 2024 Overview Committee Meeting.

A Member requested clarification if the report was presented to the Executive Board.  In response, the Scrutiny and Policy Officer advised that scrutiny reports were presented to Overview Committee and then to Full Council.  The recommendations contained within the report were then considered by the Executive Board through the relevant Portfolio Holder, with the decision on whether to accept each recommendations being reported to Overview.  Following which, the recommendations would be added to the Overview and Scrutiny Recommendations Tracker.   

A Member queried if it was possible to comment about Members appointed to the panel failing to attend scrutiny panel meetings.  The Chairman advised that it was a recurring issue and it was hoped that attendance was considered essential by panel members where mutually acceptable dates had been agreed.

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

Rebecca James, Scrutiny and Policy Officer referred Members to the briefing paper, pages 83 to 84 of the Agenda refer.

Members were advised that the Joint Scrutiny Panel had its first meeting on 9^th October 2023 and further meetings on 31^st October and 13^th November 2023.  A Chair (Councillor Dick Edginton) and Vice Chair (Councillor Mark Le Sage SHDC) were elected, and it was planned to meet again in December 2023 to receive a report from Active Lincolnshire.  Future meetings aimed to examine shared issues across the Partnership.

To receive a report from the Assistant Director, Corporate.

James Gilbert, Assistant Director - Corporate presented Members with the Performance and Governance Framework – Quarter 2 Monitoring Report 2023/24 (July to September 2023), pages 85 to 142 of the Agenda refer.

The report brought together information relating to the Council’s Performance and Governance Framework at the end of Quarter 2 2023/24.

The Assistant Director - Corporate advised that three questions were received in advance of the meeting:

• Number of Fixed Penalty Notices (FPN’s) Issued – Fly Tipping, page 97 of the Agenda Refers. Clarification was requested on why this item was duplicated.  The Assistant Director - Corporate advised there was an error on the indicator and that the one directly above the bottom indicator should have stated Kingdom Contract: Number FPN’s paid.

• Number of swimming lessons, page 99 of the Agenda refers. It was queried if the decline in Quarter 2 was due to school holidays and there being no school swimming lessons.  The Assistant Director - Corporate advised it was the Q2 outturn and this was a seasonal dip, generally it was expected to see peaks and troughs.

• Partnership Table, page 120 of the Agenda refers. It was queried what the figures related to.  The Assistant Director - Corporate advised this was to be titled as “The external funding secured across the Partnership”.

Members were invited to put their comments and questions forward.

• A Member enquired why the format had changed, pages 91 to 120 of the Agenda refer.  The Assistant Director - Corporate advised that the format had changed on trend indicators.  The previous report had only included the current quarter’s trend and was not effective without historic data. The past four months were now included to give a fuller picture.

• A Member further commented that the commentary underneath the indicators was no longer present, pages 91 to 119 of the Agenda refer.  The Assistant Director - Corporate advised that comments were still included for red or amber indicators, where red and amber was below performance but were within a set tolerance level.  The overall aim was to achieve consistent metrics across the Partnership year on year.  It was further advised that the information being collected was to ensure a stable position in terms of KPI’s which were reviewed every year.  The KPI’s were discussed with the Portfolio holders and metrics were agreed, this has been consistent since the last quarter.

• A Member queried percentages in relation to company income, pages 116 to 119 of the Agenda refer. The Assistant Director (Corporate) advised that when looking at rental and car parking income, it was recently highlighted by Senior Leadership Team that the financial position should be detailed and not just as a percentage against the budget.  The information was to be made available going forward. 

• Referring to homelessness on page 91 of the Agenda, a Member queried if immigration in Skegness was having any effect on figures.  In addition further clarification was requested on the new register of strategic risks, page 88 of the Agenda refers.

The  ...  view the full minutes text for item 64.

To note the Overview and Scrutiny Recommendation Tracker.

Members were referred to the Overview and Scrutiny Recommendation Tracker, pages 143 to 160 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 1, ‘To recognise the need to make Caravan Enforcement a priority for new Council, with the first priority dealing with the issue of unauthorised occupancy and to review and strengthen licence conditions,’ page 147 of the Agenda refers.

In relation to Caravan Licensing and Enforcement, a Member expressed disappointment and queried why it was taking three months until February 2024 when it should have been addressed years ago.  In response, the Chairman advised that some recommendations were completed and some work was ongoing.  A Member continued to state that progress should be made with organising a meeting, especially as caravans were an essential part of tourism in the East Lindsey area.  

Further to a discussion, it was agreed that the Overview Committee expressed its disappointment to the Portfolio Holder for Coastal Economy that a meeting had not yet been arranged.

Recommendation No 14, ‘Support relevant outcomes from Floodex and establish closer working relationships with staff at Skegness and Louth Fire Stations,’ page 154 of the Agenda refers.

A Member commented that the team had had several meetings with emergency planning and better liaison had begun to amend documents which addressed risks to the coast.

Recommendation No 18, ‘Seek to work in partnership with Lincolnshire Trading Standards,’ page 156 of the Agenda refers.

A Member highlighted that Lincolnshire Trading Standards had significant workload and was taking many months to catch up which could affect partnership working.

Recommendation No 10, ‘ELDC will consider the feasibility of returning to house building/mixed stock holding to balance and influence our local market,’ page 158 of the Agenda refers.

Further to discussion, the Assistant Director - Corporate advised that two issues may have been confused, one was in relation to Chapel St Leonards and the other the purchase of houses which was a different scheme to bring forward.  More clarity was agreed to be sought and the item would remain on the tracker.

No further questions or comments were received.

RESOLVED:

That the Overview and Scrutiny Recommendations Tracker be noted.

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

Members were presented with the Executive/Council Forward Plan 2023- 24, pages 161 to 166 of the Agenda refer and were invited for their comments.

• In reference to ‘Investment of Funds to meet housing need in East Lindsey’, a Member expressed their concern that more public money could potentially go to Invest East Lindsey when the company had already failed to repay loans, page 161 of the Agenda refers.  In response, the Chairman clarified that no decision was to be taken earlier than 12^th December 2023 and that money was not being committed, it was only the business plan that was being approved.

• A Member referred to the item ‘To outline a proposed Protocol on the use of Community Reserve to provide loans to Parish Councils for capital works’ page 163 of the Agenda Refers.  Further information was requested to ensure that the money was repaid, and the Council was not just acting like a bank.  In response, the Chairman advised that the Protocol would cover all aspects of how it would work.

Further to discussion, it was agreed that pre-decision scrutiny would be requested for the January 2024 meeting.

• In relation to the South & East Lincolnshire Community Lottery – 1 Year Update, a Member queried the reason it had been revised, page 164 of the Agenda refers.  The Chairman advised that an update would be requested and presented to Members at the January 2024 Meeting.

• A Member enquired if the Executive Board reviewed the Overview and Scrutiny Recommendation Trackers.   In response, the Chairman advised that the Scrutiny Officer always requested an update from the Officer or Portfolio Holder to be provided before a meeting.

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 was noted as 23 January 2024.

The Chairman thanked everyone for attending and wished everyone a Happy Christmas and prosperous New Year.