Apologies were received from Councillors Danny Brookes and Stephen Evans.

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

Declarations were made as follows:

Councillor Jill Makinson-Sanders requested it be noted that in relation to Agenda Item 7 she was on the Board of Directors for PSPS Limited.

Councillor Alex Hall requested it be noted that in relation to Agenda Item 12 he was a Lincolnshire County Council Councillor.

Councillor Fiona Martin asked that it be noted that in relation to Agenda Item 12 she was on the Shareholder Supervisory Board for Invest East Lindsey.

To confirm the Open and Exempt Minutes of the Meeting held on Tuesday 19 November 2024.

The Open and Exempt Minutes of the Meeting held on Tuesday 19 November 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 19 November 2024

Action No. 64, 67, 73 (b), 74 (a) and 76 – completed.

Actions from the Meeting held on 23 July 2024

Action No. 55 – completed.

Actions from the Meeting held on 28 November 2023

Action No. 66 – completed.

Comments were received as follows:

Action No. 64 – To request clarification where the S106 Officer is based, page 117 of the Agenda refers.

• A Member queried whether the S106 Officer would be able to provide an update on S106 Agreements at the next Meeting.  In response the Chairman advised Members that an invitation would be extended to Amanda Seaton, the Lead Section 106 Monitoring Officer for the March 2025 Overview Committee.

Action No. 73 (b) - Scrutiny Panel Report - Review of the Carbon Reduction Plan and associated carbon reduction activity at ELDC, page 118 of the Agenda refers.

• A Member commented on historic attendance at scrutiny panels by members of the public and emphasised the importance of the public being included at future scrutiny meetings.  In response, the Scrutiny and Policy officer advised Members that no changes had been made to the approach for including members of the public, however the increased occurrence of online meetings had led to a decline in public attendance. 

Further to a discussion, the Chairman explained to Members that the issue would be highlighted to Scrutiny Panel Chairmen to ensure that members of the public had the opportunity to participate.

Action No. 74 (a) – Q2 2024-25 Performance and Risk Report - To request clarification on the lack of data included in the report on Kingfisher Caravan Park, page 118 of the Agenda refers.

• A Member commented that updates and follow-up actions were frequently postponed.  In response, the Chairman advised Members that a number of Agenda Items had been moved to the March 2025 Meeting.

Action No. 74 (b) – Q2 2024-25 Performance and Risk Report - Huq footfall data for Q2 2024, page 118 of the Agenda refers.

• A Member commented that footfall analysis was not an exact science and that figures for Mablethorpe in July 2024 may have been influenced by the opening of the new leisure centre.

• A Member queried the reasoning for the increase in footfall in Louth in July 2024 compared to August 2024.   In response, the Chairman advised Members that further clarification would be requested on the data for Louth, Mablethorpe and Skegness.

• Members commented on various activity occurring in Mablethorpe in July and August 2024 that may have affected footfall.

Action No. 74 (c) – Q2 2024-25 Performance and Risk Report - A report on the amount of funds that the Council spends on consultants has been requested for a future meeting, page 118 of the Agenda refers.

• The Chairman explained to Members that the report on consultants had been requested for the March 2025 Meeting and had been delayed.  In response, James Gilbert (Assistant Director, Corporate)  ...  view the full minutes text for item 81.

To receive a report. 

The Chairman welcomed Christine Marshall, Deputy Chief Executive (Corporate Development) and Section 151 Officer and Carl Holland, Head of Finance (Client), PSPS Limited to the Meeting.

The report highlighted to Members the final details of the 2025/26 budget, the 5-year Medium Term Financial Strategy (MTFS) from 2025/26 to 2029/30 and Capital Programme which included the recommended level of Council Tax for 2025/26 when considering budgetary pressures including that from the Internal Drainage Board (IDB) levy, pages 1 to 52 of the Supplementary Agenda refer.

Members received a presentation that provided an overview of budget progress which included highlighting budget pressures, risks and considerations, improvements and further opportunities and a summary of the consultation response.  A copy of the presentation is attached at Appendix A to the Minutes.

Members were invited to put their comments and questions forward.

• Councillor Craig Leyland as Leader of the Council and Portfolio Holder for Corporate Affairs advised Members that increasing uncertainty approached with future local government re-organisation and that he was satisfied that the Council was well prepared to deal with the challenges through a carefully considered budget proposal. 
• The Chairman further commented that East Lindsey District Council was in a better position than many other Councils across the country.  In response, the Section 151 Officer further supported that the Council’s budget was in a good position for facing future challenges.
• A Member expressed concern about local government reorganisation and considered the measures that could be implemented to ensure that residents’ funds remained for the benefit of residents in East Lindsey and were not dispersed into other district areas. 
• A Member expressed concern on increases in carparking fees.  In response, the Section 151 Officer advised Members that Full Council had previously agreed RPI increases across all fees and charges and that costs were increasing for all services to keep in line with inflation.
• A Member further commented that increasing parking fees would not help struggling businesses, especially those in rural market towns.  In response, the Chairman highlighted that many businesses were facing difficult challenges with National Insurance Contribution and wage increases.
• A Member referred to public comments for Councillors to receive a reduction in their allowances.
• A Member queried the number of dog wardens in East Lindsey district and their ability to cover such a wide area.  In response, Councillor Craig Leyland as Leader of the Council and Portfolio Holder for Corporate Affairs explained to Members that one dog warden was assigned to East Lindsey district and that there were three dog wardens across the Partnership who were supported by enforcement officers. 
• Members commented on the negative impact on the Partnership of those Councillors approving pay rises at Boston Borough Council.  In, response, Councillor Craig Leyland as Leader of the Council and Portfolio Holder for Corporate Affairs advised Members that Councillor pay increases had been recommended by the Independent Remuneration Panel and had been considered at each respective Full Council.
• A Member commented on the lack of financial support for rural areas and queried whether  ...  view the full minutes text for item 82.

To receive an update from the Community Transport Project Officer, LCVS.

The Chairman welcomed Rachel Gmajner, Community Transport Officer for LCVS and Dr Batul Dungarwalla, Strategic Lead – Thriving Communities and Inclusive Growth for LCVS to the Meeting.

Members received a presentation that detailed an overview of the community transport project including the role of the Lincolnshire Community and Voluntary Service (LCVS), progress to date and a summary of voluntary car schemes, community minibuses and Call Connect Demand Response Transport (DRT) in East Lindsey.  A copy of the presentation is attached at Appendix B to the Minutes.

Members were invited to put their comments and questions forward.

• The Chairman commented that it would be beneficial to be provided with a map of all the areas covered by the community transport schemes.  In response, the Community Transport Officer, LCVS advised Members that all areas of the district had transport coverage through the Louth and Sutton on Sea car schemes.   Members were further advised that Louth had around 100 drivers and that some of the smaller villages had fewer volunteer drivers to provide transport cover. 

• The Chairman further queried the coverage for areas just outside of Boston that fell within East Lindsey district.  In response, the Community Transport Officer, LCVS advised Members that areas near Boston could be covered by either Boston or Louth schemes and that transport in Boston benefited visitors to the Pilgrim Hospital.

• A Member queried whether the UKSPF funding which ceased in March 2025 would be renewed to enable the project to continue.  In response, the Strategic Lead – Thriving Communities and Inclusive Growth, LCVS advised Members that UKSPF funding was under discussion and that other opportunities were being explored.

• A Member commented on the success of the Voluntary Car Schemes and provided an example where an individual was unable to provide an upfront payment.  In response, the Community Transport Officer, LCVS advised Members that challenges with paying upfront were recognised and that attempts were being made to establish funds to subsidise journeys in advance. 

The Community Transport Officer, LCVS assured Members that she was in post until May 2025 and that further attempts to secure funding would be made.

The Strategic Lead – Thriving Communities and Inclusive Growth, LCVS further advised Members that support with social journeys was as important as medical journeys to combat loneliness and to support people’s wellbeing.

• A Member queried awareness of voluntary community transport services by members of the public and whether the service could cope with a sudden increase in demand.  In response, the Community Transport Officer, LCVS advised Members that sudden increases in demand would present challenges and that existing passengers had long-term familiarity with the service, however websites such as the Lincs Links, Connect to support and One You Lincolnshire aimed to inform users and encourage volunteer drivers to come forward.

• A Member queried the opportunities for funding support for the miles travelled without a passenger.  In response, the Community Transport Officer, LCVS advised Members of an example in South Holland where a parish car scheme operated from  ...  view the full minutes text for item 83.

To receive a report from the Assistant Director, Corporate.

James Gilbert, Assistant Director (Corporate) presented Members with the LGA Corporate Peer Challenge report and action plan, pages 121 to 160 of the Agenda refer.

Councillor Craig Leyland, as Leader of the Council and Portfolio Holder for Corporate Affairs informed Members that he was pleased to welcome the Peer Review team and that the resulting action plan had been positive for the Council.

Members were invited to put their comments and questions forward.

• A Member queried how the peer invitation process worked and whether specific areas of focus were highlighted to the Peers.  In response, the Leader of the Council advised Members that the Council requested the Peer Review and that it was undertaken according to a set criteria.   Members were further advised that the Leader of the Council was interviewed by the Lead Peer which enabled areas of challenge to be identified and examined in more detail.

• In relation to Peer Reviews undertaken at Partnership Councils, a Member queried the reason why the Council’s relationship with PSPS Limited was only highlighted by Boston Borough Council.

At this point in the Meeting, Councillor Jill Makinson-Sanders asked that it be noted that she was on the Board of Directors for PSPS Limited.

In response, the Assistant Director (Corporate) advised Members that Boston Borough Council’s Peer Review was undertaken by a different group of Peers and that a different line of enquiry had been highlighted which had resulted in independent recommendations that were different to those received by ELDC.

The Assistant Director (Corporate) further advised Members that the action plan would return to Overview Committee periodically to ensure that progress with delivery was monitored and tracked.

• The Chairman commented in support of the report and on the positive comments received on the way in which the Council’s Overview and Audit and Governance Committees carried out its respective responsibilities.

• A Member commented that the peer review process was a lighter touch approach in comparison to regimes undertaken by CQC and OFSTED.

• In reference to Recommendation 4 – ‘Prioritise Equality, diversity and inclusion (EDI) work around policies and embed it within the work of the Council, including identifying a corporate lead’, a Member stressed the importance of inclusivity and the need for greater diversity of Member age groups on the Council.  In response, the Chairman advised Members that she had become a Member of the Council at a young age 40 years ago and understood the concerns for encouraging younger representation. 

·         The Chairman further commented that the peer review system had evolved to a more fluid and open process which provided positive outcomes.

• Members commented on the advantages and disadvantages of the Committee system and responsibilities for decision making.

• A Member expressed concern with the need for a support system for newer Members of the Council and emphasised the benefit of a buddy system and greater diversity to help encourage and support future Members.

• Members commented on the benefits of appointing different politically aligned Members to the role of Chairman and Vice-Chairman for  ...  view the full minutes text for item 84.

To receive a report from the Outside Body Appointee.

The Chairman referred Members to the briefing papers provided by Councillor Jill Makinson-Sanders, the Outside Body Appointee to the Health Scrutiny Committee (HSC) for Lincolnshire following its Meeting held on 4^th December 2024, pages 161 to 164 of the Agenda refer.

The Outside Body Appointee explained to Members that in relation to the findings from the Community Pharmacy Services in Lincolnshire report, pharmacists were being asked to perform additional tasks and invited Members comments on local pharmacies for an upcoming scrutiny that she was participating in.

Members were invited to put their comments and questions forward.

• The Chairman highlighted concerns with the number of pharmacies that were closing in rural areas.

• The Outside Body Appointee advised Members that Health Watch Lincolnshire was conducting a survey on mental health challenges for farm workers and food factory staff and highlighted the successful work undertaken by the Lincolnshire Rural Support Network.

• A Member commented in support of the report and being able to read the Minutes from the HSC to keep informed on current issues.

N.B Councillor Dick Edginton left the Meeting at 12.11pm.

• A Member queried whether pharmacies had the same access to patient records as doctors.  In response, a Member commented that it was believed that pharmacists had the same access as prescribing nurses.

• Further to a discussion, it was agreed to include forthcoming HSC updates in Members’ Point Brief communications.

• A Member commented on disappointment with the lack of Care Quality Commission (CQC) inspections and government progress.

• A Member further commented that one cycle of IVF treatment was inhumane. 

• The Chairman commented on the lack of information shared between health trusts in different counties which was creating unnecessary administration.

N.B Councillor Dick Edginton returned to the Meeting at 12.15pm.

• A Member spoke in support of the report and queried the value of talking about the issues.  In response, the Chairman assured Members that the Outside Body Appointee maintained a strong vocal representation on behalf of the Council at all HSC Meetings.

• The Outside Body Appointee expressed disappointment with the lessening attendance of Partnership Councils at HSC Meetings. 

No further comments or questions were received.

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

To receive an update from the Scrutiny and Policy Officer.

Rebecca James, Scrutiny and Policy Officer updated Members on the Overview Committee Annual Scrutiny Programme 2024/25 and presented Members with a copy of the draft Scrutiny Programme 2025/26, pages 165 to 168 of the Agenda refers.

Members were invited to put their comments and questions forward.

• A Member queried the absence of the scrutiny on Enviro-Crime.  In response, the Scrutiny and Policy Officer explained to Members that Enviro-Crime was a Partnership Joint Scrutiny and confirmed that the programme was focused only on ELDC.

• A Member commented that joint scrutiny panels were not always satisfactory.  In response, the Scrutiny and Policy Officer advised Members that the success of scrutiny panels varied.

• A Member commented that joint scrutiny was well attended by ELDC Members compared to Members from Partnership Councils. 

• Members discussed the difficulties experienced with scheduling scrutiny panels to enable maximum involvement.

• A Member queried whether the recommendation not to meet too frequently had been actioned.  In response, the Scrutiny and Policy Officer advised Members that the Scrutiny for Town and Parish Councils had been postponed until the March 2025 Meeting due to additional information that had come forward.

• Members discussed the topic of Member development which included considerations for a buddy system, induction requirements and a Members’ room.

• The Scrutiny and Policy Officer advised Members that the Member Development scrutiny had not yet been approved and that a Partnership Membership Development Group was proposed with a light touch approach on strategic issues.

• A Member commented on the workload of the Section 151 Officer and the relationship with PSPS Limited and queried whether a new interim Section 151 Officer may have a different approach. 

In response, the Chairman supported that earlier involvement of the Overview and Audit and Governance Committees was needed.  The Chairman further advised Members that herself and the Chairman of Audit and Governance Committee would continue to meet to aid better communication.

·         The Scrutiny and Policy Officer advised Members that the request for scrutiny topics would be advertised in the Members’ Point Brief.

• Members discussed the differences between scrutiny undertaken at the Partnership Councils.

N.B Councillor David Hall left the Meeting at 12.36pm.

No further comments or questions were received.

To receive a written update.

Rebecca James, Scrutiny and Policy Officer referred Members to the briefing paper, pages 169 to 170 of the Agenda refer.

The Chairman advised Members that due to additional information that had come forward, the Panel had asked for an extension to enable to final report to be presented to the March 2025 Meeting of the Committee.

N.B Councillor David Hall returned to the Meeting at 12.38pm.

No further comments or questions were received.

To receive an written update.

Rebecca James, Scrutiny and Policy Officer referred Members to the briefing paper, pages 171 to 172 of the Agenda refer.

Members were advised that the Task Group was intending to bring their final report to the March 2025 meeting of Overview.

• A Member sought clarification on situations where people were expected to pay Enviro-crime fines upfront which differed to fines presented by the magistrate courts.  In response, a Member advised the Committee that Fixed Penalty Notices had different legal standing to court fines, and upfront payment was permitted.

No further comments or questions were received.

To consider a Scrutiny Panel Topic Suggestion on Planning Policy and Renewable Energy.

Rebecca James, Scrutiny and Policy Officer referred Members to the briefing paper, pages 173 to 174 of the Agenda refer.

Members were advised that the proposed topic included undertaking a review of ELDC planning policy to see how the Council could encourage the integration of renewable energy sources and sustainable and environmentally friendly features into new build properties.

• Members commented in support of the topic and highlighted that the nature of the topic was more suited to the Planning Policy Committee.

How can ELDC help improve the design, quality, and choice of new and existing housing in the district?, page 188 of the Agenda refers.

• A Member queried whether the Panel Chairman could be invited to the next Committee Meeting once the report became available.

No further comments or questions were received.

To note the Overview and Scrutiny Recommendation Tracker.

Members were referred to the Overview and Scrutiny Recommendation Tracker, pages 175 to 222 of the Agenda refer. Members were invited to review the tracker and put their comments and questions forward.

Overview Standing Reference Group - Sutton on Sea Colonnade Project

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

• A Member commented on the lack of collaboration with Lincolnshire County Council (LCC) and highlighted that the work was behind schedule, and that part of the car park was being used as a worksite.  In response, the Policy and Scrutiny Officer advised Members that an update would be sought from the Interim Consultant for Culture and Regeneration.

Further to a discussion, it was agreed that the Recommendation on the tracker would be removed and the failure to effectively liaise with LCC was noted.

N.B Councillor Neil Jones left the Meeting at 12.49pm.

• Councillor Alex Hall requested it be noted that he was a Lincolnshire County Council Councillor.

Recommendation No 4 ‘Explore opportunities with museum services and universities to develop the exhibition space’, page 177 of the Agenda refers.

• A Member commented that securing an operator early in the project was crucial to the success of the development and that it was hoped that an operator came forward soon.

• The Chairman highlighted that the MP for Louth and Horncastle had shown a visible presence in recent weeks at the Sutton on Sea Colonnade.

To explore the issues surrounding caravan licensing and enforcement

Recommendation 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 181 of the Agenda refers.

• A Member expressed concern for the future progress of caravan enforcement in light of the news of local government reorganisation.   In response, the Chairman assured Members that ELDC had until April 2028 to make significant progress before changes occurred.

How can ELDC help improve the design, quality, and choice of new and existing housing in the district?

• A Member queried the lack of response from the Place Manager (Economic Growth), page 192 of the Agenda refers.  In response the Scrutiny and Policy Officer advised Members that the Place Manager (Economic Growth) was no longer with the organisation and that one of his roles had included Town and Parish Liaison meetings in conjunction with the Clerk. 

The Scrutiny and Policy Officer further advised Members that the change presented the opportunity for the scrutiny panel to examine ways to improve engagement with town and parish councils.

Partnership Task Group - Public Transport in the S&ELCP area, page 196 to 202 of the Agenda refer.

• The Scrutiny and Policy Officer informed Members that Recommendations 2 to 11 had not been previously agreed as official recommendations.

Further to a discussion it was agreed to remove the recommendations that the Council was unable to action.

• A Member queried  ...  view the full minutes text for item 89.

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

Members were presented with the Executive/Council Forward Plan 2024- 25, pages 223 to 234 of the Agenda refer and were invited for their comments.

The Chairman reminded Members that the Forward Plan provided opportunities for pre-decision scrutiny.

• Members commented on the press release for homeless accommodation pods in Skegness.

• In relation to the Warm Homes Grant, a Member provided an anecdotal example on the unforeseen costs of maintaining and repairing a newly installed boiler, page 229 of the Agenda refers.

• The Chairman further highlighted the opportunity to become involved in pre-decision scrutiny on Invest East Lindsey before September 2025, page 234 of the Agenda refers.

No comments or questions were received.

Following which it was,

RESOLVED:

That the Executive/Council Forward Plan 2024-25 be noted.

The date of the next Meeting was confirmed as 25 March 2025.