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 Ruchira Yarsley had been appointed to the Committee in place of Councillor Robert Watson and Councillor Roger Dawson had been appointed in place of Councillor Claire Arnold for this Meeting only.

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

Councillor Yarsley requested that it be noted that in relation to Item 9a she was the Chairman of the Magna Vitae Scrutiny Panel, however would remain in the Meeting to speak on that item.

To confirm the Minutes of the Meeting held on Tuesday 23 January 2024.

The Minutes of the Meeting held on 23 January 2024 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 23 January 2024.

Action Nos. 71 (a), 72 (b), 81 (Numbers 5, 7, 11 and 17) – completed.

Actions from the Meeting held on 28 November 2023.

Action Nos. 57 (b), 58 (a) and 59 (c) – completed.

The Chairman informed Members that an update to actions 72 (a) and 72 (b) had been tabled for today’s meeting and marked as completed.  The updated actions are attached to the Minutes at Appendix A.

Comments were received as follows:

• A Member requested that the full names of Officers were included on the Action Sheet to ensure it was clear who was responsible for providing a response.  The Chairman confirmed this would occur in future.

ActionNo. 72 (b)– ‘To schedule a future Agenda item to look at money saving opportunities with (Artificial Intelligence (AI) and invite the Chief Delivery Officer to provide a report’fromthe meetingheld on23 January2024, page55 ofthe Agenda refers.

• A Member commented that ELDC should not follow the transformation work carried out by PS2 as it was necessary to look at what suited this Council in order to make savings.

In response, the Assistant Director (Corporate) advised that Artificial Intelligence (AI) relied on technology and that the Council needed to look across the sector to find suitable solutions and PSPS being a technology provider was able to implement those solutions.  The Assistant Director (Corporate) further advised Members that the Chief Delivery Officer (PSPS) was present at today’s meeting to provide an update on the work the Council was already undertaking with AI across the Partnership in order to drive efficiency and support the deployment of AI where it was more cost effective and affordable because of high volume services.

Councillor Graham Marsh, the Portfolio Holder for Community Safety, Leisure and Culture, and Carbon Reduction assured Members that he met fortnightly with the Chief Delivery Officer (PSPS) to oversee technology that was brought into the Council and that a wide remit was considered to determine what was achievable and if there were better ways of moving forward to save money.

ActionNo. 57 (b)– ‘Further updates to be provided to the Committee in relation to progress for Market Towns, including arranging a walkaround for Louth’from themeeting heldon 28November 2023, page56 ofthe Agenda refers.

• A Member informed the Committee that a walkaround of Louth had been postponed due to the unfortunate loss of the Town’s Planning Committee Chair and that additional time was being given for the new Chair to become established before arranging the walkaround.

The Chairman informed Members that during the Overview Committee Pre-Meeting it was agreed that items in the Overview and Scrutiny Recommendation Tracker would no longer show in the Action Sheet to avoid duplication and the need to cross reference between the two updates.

In reference to Appendix A1 Briefing Note – Heritage Updatefrom  ...  view the full minutes text for item 87.

To receive an update from the Environmental Health Service Manager.

The Chairman welcomed David Dodds, Environmental Health Service Manager (ELDC) to provide an update on the review of the scrap metal licensing regime. 

The Environmental Health Service Manager informed Members that the Council was in the final stages of a full review of the scrap metal licensing policy and that an overhaul of the policy was needed as the current fees and charging regime was not fit for purpose.  The Environmental Health Service Manager further advised that there was a number of fixed and mobile collectors in East Lindsey.  In total there were seven approved fixed sites and ten mobile collectors and there were twelve scrap metal operators which were under investigation to ensure they were correctly licensed.  It was assured that different methodologies were being examined and work was being undertaken with the Finance and Environmental Health Teams to develop a more robust scheme which would provide full cost recovery.

Members were invited to put their comments and questions forward.

• A Member queried whether scrap metal licencing was a large issue in relation to Envirocrime.  In response, the Environmental Health Service Manager advised that activity had been increasing and peaks and troughs were expected depending on the value of scrap metal.

• A Member queried if operators were legally required to have a licence.  In response, the Environmental Health Service Manager advised that it was illegal to operate without a licence and that the Council was targeting those who were operating illegally.  The Environmental Health Service Manager advised Members that the Council was working with partner agencies who were encouraging people to think twice about operating without a licence and highlighting that a waste carriers licence could be obtained from the Environment Agency free of charge.

• A Member stated that more publicity was needed if a licence could be obtained free of charge.  In response, the Environmental Health Service Manager clarified that it was not free to obtain a scrap metal dealer licence, it was only free to obtain a waste carriers licence from the Environment Agency as many businesses needed to transport their own waste.  The Environmental Health Service Manager further advised that the scrap metal dealers licence required a fee to be charged as covered by the Scrap Metal Licencing Act and that the Council were not able to recharge for its time spent on enforcement, however it was able to charge for their time as part of the application process.

• A Member further enquired if adverts or posters on licensing requirements could be placed at recycling centres.  In response, the Environmental Health Service Manager explained that there was no opportunity to advertise at recycling centres  as mobile collectors visited licenced metal sites and not recycling sites.  Members were reassured that the Council was co-ordinating with licenced metal sites to address the issues and that all information received was acted upon, particularly in relation to those operating without a licence and advertising on social media sites.  

No further comments or questions were received.

The Chairman thanked  ...  view the full minutes text for item 88.

To receive an update from the Safer Communities Service Manager.

The Chairman welcomed Jonathan Challen, Safer Communities Service Manager and Councillor Graham Marsh as Portfolio Holder for Community Safety, Leisure and Culture, and Carbon Reduction.

The Safer Communities Service Manager provided an overview on Community Safety efforts in Lincolnshire.  It was explained that efforts which were historically only undertaken at a district level had become a county-wide approach with the introduction of the Safer Lincolnshire Partnership (SLP) and an additional level was in place as East Lindsey District Council had opted to maintain a local partnership with Boston and South Holland Councils which ensured the delivery of local initiatives.

The Safer Communities Service Manager further provided Members with a detailed background on hate crime initiatives and the changes in county priorities.  It was advised that the South East Lincolnshire Community Safety Partnership (SELCSP) had continued to keep hate crime as a priority when county priorities had changed. 

Assurance was provided that partnership working with the police was helping to improve consistency across agencies and that an agreement with Lincolnshire police had been secured to share hate crime date on a quarterly basis. 

The Safer Communities Service Manager informed Members that the SELCSP has supported National Hate Crime Awareness Week and was continuing to raise awareness in other ways.  Further assurance was provided that maintaining a local partnership was the right choice for the Council in supporting and maintaining specific focuses and priorities.

The Portfolio Holder for Community Safety, Leisure and Culture, and Carbon Reduction stated his support of the SELCSP and the benefits of maintaining a district level approach.

Members were invited to put their comments and questions forward.

• A Member queried the statistics and sought clarification on what was being done to stop hate crime.  In response, the Safer Communities Service Manager advised that each one of the statistics related to individuals and that hate crime was reported either to the Police or to the Council’s Anti-Social Behaviour Officers.  It was important that any information was reported and recorded correctly to ensure that hate crimes were not slipping through the net.

• A Member queried if figures would be reported to Police in East Lindsey if a hate crime incident occurred in another part of the county.  In response, the Safer Communities Service Manager advised that Lincolnshire had benefited from a county wide approach through the SLP and for anti-social behaviour a combined database was being utilised to track incidents and ensure that agencies were connected and communicating far and wide across the county.

• A Member sought an indication of whether the county wide body had failed to focus on hate crime.  In response, the Safer Communities Service Manager advised that the SLP had a set capacity to address core priority groups and could not address every area.   Individual agencies were still tasked with addressing individual elements that were not county level priorities.  For example, the Lincolnshire Road Safety Partnership took up the road safety elements which were not a key priority for the SLP and in most instances  ...  view the full minutes text for item 89.

To receive an update from the Chief Delivery Officer (PSPS).

The Chairman welcomed Jackie Wright, Chief Delivery Officer (PSPS) to provide an update.

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

The Chief Delivery Officer (PSPS) provided Members with an overview of the use of Artificial Intelligence (AI) in the Public Sector.

Councillor Craig Leyland as Portfolio Holder for Corporate Affairs confirmed that his portfolio covered a range of areas and thanked the Chief Delivery Officer (PSPS) for her presentation.  He advised that the Council needed to consider all the points raised and determine how best to take advantage of AI to improve day to day operations.

Councillor Graham Marsh as Portfolio Holder for Community Safety, Leisure and Culture, and Carbon Reduction confirmed that he had no comments to make. 

Members were invited to put their comments and questions forward.

• On the wider issues with AI, a Member queried if there were any laws against bias or discrimination for AI technologies.  In response, the Chief Delivery Officer (PSPS) advised that the law was developing with regards to this and that it was currently the Council’s responsibility to monitor.  The policy was a moving policy and had taken into account the pace of change around controls and governance.  Over the next 12 to 18 months it was expected that more protection in law would become evident. 

• A Member queried how different laws in other countries affected the storage of data and utilisation of AI.  In response, the Chief Delivery Officer (PSPS) advised that this was one of the challenges faced by all organisations and it was largely discouraged to use tools from outside of Europe.  Tools that could be locally hosted within the UK and were compliant with GDPR was the current focus and the Council was looking to manage and maintain its own data to ensure it was protected.

• A Member provided an anecdotal negative experience with chatbots and queried if PS2 had been able to utilise university students and graduates to bring new ideas and innovation.  In response, the Portfolio Holder for Corporate Affairs commented that an impact on staffing through using AI would provide a significant advantage by freeing up extra capacity and this was a driver that Council Leaders were supporting in order to alleviate staffing pressures.

• A Member indicated they would like to see a Scrutiny Group created that was dedicated to examining the opportunities of utilising AI.

• A Member queried if any services within the Council had already benefited from AI processes.  In response, the Chief Delivery Officer (PSPS) advised that no AI processes had been implemented from a service area perspective and that work needed to be undertaken with current systems before processes were changed or reengineered for AI.

The Assistant Director (Corporate) advised Members that Annual Delivery Plans had been approved across the three Council’s and within those a series of service reviews had been undertaken which had brought ideas and thoughts forward for the Council to start testing.

Further to a discussion, it was agreed that  ...  view the full minutes text for item 90.

To receive a report from the Outside Body Appointee.

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 21^st February 2024, pages 63 to 66 of the Agenda refer.

The Outside Body Appointee informed Members that she had been unable to attend the January HSC for Lincolnshire Meeting and had ensured that the minutes were circulated to Members as they contained important considerations on the ambulance service which were being re-assessed in six months’ time.  The Outside Body Appointee further advised that the Chief Executive of the United Lincolnshire Hospitals NHS Trustwas remaining in post whilst recruitment for his replacement was undertaken.

No 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 the final report of the Panel.

The Chairman welcomed Councillor Ruchira Yarsley, Chairman of the Magna Vitae Scrutiny Panel to the meeting who was in attendance to answer Members’ questions.

Members were referred to the final draft report of the Panel, pages 67 to 88 of the Agenda refer.

Members were invited to put their comments and questions forward.

·       A Member commented that scrutiny groups with newer Councillors could benefit from mentoring to assist with formulating recommendations.  A concern was also raised over the proper maintenance and repair of facilities whereby the Council was incurring great expense for these.  In response, the Scrutiny Panel Chairman advised that unfortunately explanations for each of the recommendations had been removed during revisions which would have aided greater understanding, and whilst ELDC supported Magna Vitae financially it was necessary to obtain the benefits and credit for providing that support.

·       A Member queried the reason for the contract being secured where Magna Vitae would not undertake maintenance   In response, the Scrutiny Panel Chairman advised that the current contract had to be adhered to and that pre-scrutiny could be undertaken before the next contract was agreed.  It was further advised that ELDC had previously supported paying maintenance as it related to capital assets which belonged to the Council and required protection. 

·       A Member sought clarification on the definition of sight tourism and commented that the recommendation for an annual presentation from Magna Vitae was already undertaken, page 82 of the Agenda refers.  In response, the Scrutiny Panel Chairman advised that sight tourism occurred when people came to visit areas with beautiful countryside and undertook activities for the benefit of the views and scenery they encountered.

The Scrutiny and Policy Officer informed Members that meetings with Magna Vitae had been attended and that they were aware of the report and had been given the opportunity to comment prior to today’s meeting.

·       The Chairman commented on the benefits of new Councillors becoming involved in the scrutiny process and that it was refreshing to see new perspectives.

·       In relation to Recommendation 2, a Member queried who was responsible for communication, page 82 of the Agenda refers.  The Chairman advised that the existing ELDC team was undertaking work on promotion and that Magna Vitae had their own communications and promotions team.  The work ELDC was undertaking aimed to ensure the connection between ELDC’s funding and Magna Vitae was more publicly visible and recognised.

The Scrutiny and Policy Officer further advised that ELDC assisted promoting campaigns on behalf of Magna Vitae and the Chairman confirmed that no further funding was required for advertising.

Councillor Graham Marsh as Portfolio Holder for Community Safety, Leisure and Culture, and Carbon Reduction assured Members that there was good lines of communication between ELDC and Magna Vitae.  It was further advised that there was scope to readdress the decision of the maintenance contract in future and that the Council had wanted to ensure its properties were well maintained.   Councillor Marsh concluded that the contract was not expensive in comparison to the benefits  ...  view the full minutes text for item 92a

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

Rebecca James, Scrutiny and Policy Officer referred Members to the briefing paper, pages 117 to 118 of the Agenda refer.

Members were advised that the Panel had met several times to date and that the task group planned to meet again in March with a view to bringing a report to the April 2024 Overview Meeting.

To receive the final report of the Panel.

The Chairman introduced the final draft report from the Scrutiny Panel on Public Convenience Provision in East Lindsey and informed Members that Councillor Stef Bristow, the Scrutiny Panel’s Chairman was not present for today’s meeting.

Members were invited to put their comments and questions forward.

·       A Member commented that a list of Scrutiny Panel Members was not included in the report and that some of the recommendations were not clear to understand.  In response, the Scrutiny and Policy Officer confirmed that no acknowledgements had been included in the report and advised Members that the Panel consisted of Councillors Stef Bristow (Chair), Robert Watson, Sandra Campbell-Wardman, Ellie Marsh, Kate Marnoch, Terry Taylor and Danny Brookes.  The Scrutiny and Policy Officer further advised that the recommendations had not been determined through the conventional approach and that advice had been provided.  The recommendations had been put forward with the agreement of the Panel and it was for Overview Committee to determine the way in which they were written.

·       A Member spoke in support of requesting more detailed recommendations.

·       A Member speculated that the reason the recommendations appeared different was due to targeting them towards the Parish Council and not the District Council.

·       The Portfolio Holder for Community Safety, Leisure and Culture, and Carbon Reduction advised Members that a number of public conveniences had previously been offered to Parish Councils and they had refused to take them on.

·       Referring to public convenience provisions in Hubbard’s Hills, a Member commented that the issues needed thorough examination especially when there was vandalism and difficulties in maintaining these facilities.

Further to a discussion, it was agreed that the Scrutiny Panel be requested to meet again before the next Full Council meeting and that comments be put forward for the inclusion of an acknowledgements paragraph and for recommendations to be made clearer.

Following which it was,

RESOLVED:

• That the draft report of the ‘Public Convenience Provision in East Lindsey’ Scrutiny Panel be noted and return to the next meeting of the Overview Committee for final quality checking.

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

Rebecca James, Scrutiny and Policy Officer referred Members to the briefing paper, pages 119 to 120 of the Agenda refer.

Members were advised that the Panel had met several times to date. The Panel had met with the Assistant Director for Leisure and Culture on 29th January 2024 to discuss work undertaken in the three areas of the Partnership on Health and Leisure provision, and the task group planned to meet on 4th March 2024 with a view to bringing a report to the April 2024 Overview Meeting.

Councillor Dick Edginton as Chairman of the Scrutiny Panel provided feedback on the value of the Joint Scrutiny Panel and offered thanks to the Scrutiny and Policy Officer for co-ordinating the responses in preparation for bringing the final report to the Committee next month.

To receive an update from the Scrutiny and Policy Officer.

The Scrutiny and Policy Officer informed Members that scrutiny requests had previously been delayed following the district election in 2023 and more time being required for new Members to undertake training.  It was confirmed that requests for suggestions for new scrutiny panels were now being circulated to Members and that at least two topics were expected to be included at the April 2024 Overview Meeting.

The Scrutiny and Policy Officer informed Members that Project Scoping templates for the Community Safety Strategy Review and Carbon Reduction had been approved in March 2023 and that an additional section for ‘Indicators for Success’ had been added to the template to help understand the desired outcomes, pages 121 to 124 of the Agenda refer.

A Member commented that Community Safety was beneficial as a Joint Scrutiny across the Partnership.  The Scrutiny and Policy Officer advised Members that she would raise this request with the Partner Councils.

The Chairman took the opportunity to remind Members to put forward scrutiny topic requests to the Scrutiny and Policy Officer.

To consider a scoping document.

RESOLVED:

• That the Project Scoping Template for the ‘Community Safety Strategy Review’ be noted.

To consider a scoping document.

RESOLVED:

• That the Project Scoping Template for the ‘Review of the Carbon Reduction Plan and associated carbon reduction activity at ELDC’ be noted.

To receive a report from the Assistant Director, Corporate.

James Gilbert, Assistant Director - Corporate presented Members with the Performance and Governance Framework – Quarter 3 Monitoring Report 2023/24 (October to December 2023), pages 125 to 172 of the Agenda refer.

The report brought together information relating to the Council’s Performance and Governance Framework at the end of Quarter 3 2023/24.

The Assistant Director - Corporate advised Members that four questions had been received in advance of the meeting and responses were provided as follows:

·         Under the Regulatory heading, Q3 saw 557 FPNs for Litter which was double the number for Q2 which included the visitor season.  It was queried if there was an identified reason for the increase, page 135 of the Agenda refers.   The Assistant Director – Corporate explained that the figure was higher than previous quarters as the Council now had a full capacity of staff in the enforcement service.  It was further advised that the Envirocrime contract was at zero cost to the Council and was providing enforcement.

·         An explanation was requested in relation to more FPNs being paid than outstanding and noting that payment rate percentage was lower than Q1 and Q2,  page 136 of the Agenda refers.   The Assistant Director – Corporate advised that this had occurred due to the rollover from one quarter to the next and this depended on when FPN’s were issued as they were not always paid immediately.

·         Under the Leisure and Culture heading, Q3 market stall occupancy rate was lower than the previous year's Q3.   It was queried if this was a reflection of the weather and cancellation of markets, page 139 of the Agenda refers.  The Assistant Director – Corporate confirmed that no markets had taken place between the 25^th December 2023 and 1^st January 2024 due to bad weather and this had impacted upon the figures.

·         Under the Corporate heading, an explanation was requested where the staff turnover percentage for Q3 appeared significantly high, page 143 of the Agenda refers.   The Assistant Director – Corporate acknowledged that the figure for staff turnover Q3 2023/24 noted as 9.11% needed to be amended to 3%.

Members were invited to put their comments and questions forward.

·         A Member queried if questions were able to be asked on the day of the meeting.  The Chairman clarified that submitting questions in advance improved the likelihood of obtaining specific responses, however questions were still welcomed during the meeting.

·         In relation to risk, a Member queried what the ‘Identification and Suitability of future Depot Accommodation’ risk included, page 127 of the Agenda refers.   The Assistant Director – Corporate explained that additional housing developments resulted in increased waste which required more vehicles and waste capacity.  The implication was that the existing depots may not be of a suitable size to accommodate the requirements.  An update providing clarification on the risk was to be provided to the Committee at the next Meeting. 

·         On homelessness, a Member recognised that there was people who chose not to receive help and emphasised  ...  view the full minutes text for item 95.

To note the Overview and Scrutiny Recommendation Tracker.

Members were referred to the Overview and Scrutiny Recommendation Tracker, pages 173 to 186 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.

No. 3 - ‘To work with Lincolnshire County Council to improve the surfacing of Broadway’ page 175 of the Agenda refers. 

A Member commented that funding for the Broadway Carpark repairs was welcomed and that Councillors expected to be kept updated.  In response,  the Portfolio Holder for Community Safety, Leisure and Culture, and Carbon Reduction assured Members that money had been put aside to complete the car park.

To explore the issues surrounding caravan licensing and enforcement

No. 1 - ‘To recognise the need to make Caravan Enforcement a priority for the new Council, with the first priorities dealing with the issue of unauthorised occupancy and to review and strengthen licence conditions;’ page 178 of the Agenda refers.

A Member commented there was a long wait for any caravan enforcement action to be taken.

No. 5 - ‘The Caravan Enforcement team to improve liaison with the Council Tax Team, including improved training for relevant officers, in order to prevent the many current misunderstandings about who is liable for council tax payments. To also amend council tax website pages to make them clearer’ page 180 of the Agenda refers.

A Member requested assurance that PS2 was rectifying the issues and not giving the wrong advice.  In response, the Scrutiny and Policy Officer advised that the Assistant Director (Planning and Strategic Infrastructure) oversaw the Enforcement Service Manager who was responsible for providing updates.  The Assistant Director – Corporate further advised that concerns were being relayed to PSPS.

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 187 to 192 of the Agenda refer and were invited for their comments.

·         In reference to the Approval of the award and spend of funding from the UK Shared Prosperity Fund and Rural England Prosperity Fund, a Member requested further clarification on the consultees that were listed, page 187 of the Agenda refers.  The Assistant Director – Corporate advised that information would be obtained and reported back to the Committee.

·         In reference to the Swimming Pool Support Fund, a Member sought clarification on the use of the fund.  In response,  the Portfolio Holder for Community Safety, Leisure and Culture, and Carbon Reduction advised that it was a fund that the Government announced which was for Councils and other local authorities to bid in to for assistance with heating pools. The funds had been secured for three private pools including Meridian Leisure Centre, Woodhall Spa and Wragby.

·         In relation to the Street Art and Graffiti  Policy, a Member queried if the Council should be encouraging such a policy,  page 190 of the Agenda refers.  In response,  the Portfolio Holder for Community Safety, Leisure and Culture, and Carbon Reduction advised Members that the Policy was being proposed to control the situation and provide a safe and secure environment for graffiti artwork.   Members further engaged in discussion for and against the concept and whether a graffiti policy should be encouraged.

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 16 April 2024.