No apologies for absence were received.

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 22 July 2025.

The Minutes of the Meeting held on 22 July 2025 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 22 July 2025

Action No. 22 (a) and 24 – completed.

Actions from the Meeting held on 17 June 2025

Action No. 15 – completed.

Comments were received as follows:

Action No. 96 (a) – Section 106 Agreements Update from the Meeting held on 3 September 2025, pages 49 and 50 of the Agenda refer.

• A Member commented that the Lincolnshire Integrated Care Board (ICB) did not appear to fully grasp the extent of the issues in relation to caravan occupation in East Lindsey district.

Further to a discussion, it was agreed that the Committee’s concerns would be highlighted to the ICB in relation to the effects the seasonal transient population had on local doctors’ surgeries and health services.  

Action No. 99 – South and East Lincolnshire Councils Partnership Volunteer Scheme Update from the Meeting held on 17^th June 2025, page 50 of the Agenda refers.

• Members queried the reasons that Councillor Sarah Devereux as Portfolio Holder for Partnerships could not attend the Committee Meeting on 14^th October 2025. 

Further to a discussion, it was agreed that the Chairman arrange a private briefing with Councillor Sarah Deveraux to discuss the volunteer scheme and to explore other options that would enable her to attend future Meetings of the Committee.

To receive a report from the Interim Director of Finance and Section 151 Officer.

Brendan Arnold, Interim Director of Finance and Section 151 Officer presented Members with a report on Budget Preparation 2026/27 – Approach & Process, pages 51 to 58 of the Agenda refer.

Members were advised that the purpose of the report was to ensure that the Committee received a thorough briefing on the system that the Council wished to use in preparation of the 2026/27 Budget and to gain assurance from the arrangements described.

In reference to the timeline highlighted at Paragraph 6.1 of the report, Members were advised of the progress that had been made to date, page 55 of the Agenda refers.  The Interim Director of Finance and Section 151 Officer explained to Members that Items A1, A2 and A3 had been completed, Item B1 was due to commence in September 2025, Item B2 was complete and Item B3 was moving forward.

The Interim Director of Finance and Section 151 Officer further explained to Members that the government had stated its intentions for a settlement to arrive by mid November 2025 and that uncertainty remained in relation to the timeline for Item C3 – Settlement.

Members were invited to put their comments and questions forward.

• The Chairman commented in support of the report and welcomed the opportunity for the Committee to be involved with the budget process at an earlier stage.

• A Member commented whether the new budget approach had an impact on costs.  In response, the Interim Finance Director and Section 151 Officer advised Members that cost expenses were expected to be marginal and that there were no significant differences compared to past budget processes.

• A Member commented that it would have been beneficial for an up-to-date timeline to have been included in the written report to reflect the current situation.  In response, the Interim Director of Finance and Section 151 Officer advised Members that the table at Paragraph 6.1 had been produced as part of the report that had been presented to the Audit and Governance Committee at its Meeting held on 26^th June 2025 and that a verbal update on progress had been provided in place of updating the report.

• A Member welcomed the new approach that was being implemented by the Interim Director of Finance and Section 151 Officer and commented on the importance of increasing Members’ understanding of the budget.

• A Member commented on the lack of attendance by Portfolio Holders at Committee Meetings and spoke in support of the budget scrutiny approach to meet with Executive Board Members and be given the opportunity to ask questions.  In response, the Chairman advised Members that Councillor Tom Kemp, Portfolio Holder for Finance had given his apologies for the Meeting and would make every effort to attend the budget scrutiny Meeting in January 2026.

• A Member queried whether Item C2 – ‘December Council’ was null and void due to no December Council Meeting being held for ELDC, page 55 of the Agenda refers.  In response, Interim Director of Finance and Section 151 Officer advised Members that  ...  view the full minutes text for item 38.

To receive a report from the Interim Place Manager, Economic Growth.

The Chairman welcomed Amy Beckett, Interim Place Manager (Economic Growth) to provide Members with an update on Cultural and Town Boards.

A copy of the presentation is attached at Appendix A to the Minutes.

Members were provided with an Overview of the following:

• Different groups which focused around market towns
• Information on tourism and visitor economy partnerships
• An overview of funding programmes
• Activities to date
• Tourism and Events

Members were invited to put their comments and questions forward.

• The Chairman commented that an update on progress with the conservation area appraisals was long overdue and would be added as a future action.  

• A Member welcomed the Interim Place Manager to her new role within the organisation and queried the status of Alford Windmill.  In response, Councillor Graham Marsh as Portfolio Holder for Community Safety, Leisure and Culture and Carbon Reduction explained to Members that Lincolnshire County Council had been disposing of its assets including Alford Windmill, which they had been unwilling to repair.  Members were further advised that negotiations were ongoing as to who would take ownership of the windmill and undertake the repairs to make it viable. 

• A Member referenced the information provided that the tourism offer had been brought in house and queried how that would operate alongside Visit Lincolnshire and in the wider context of Lincolnshire as a county.  In response, the Interim Place Manager (Economic Growth) advised Members that work with Lincolnshire County Council on Visit Lincolnshire supported a wider remit to ensure the best support for local areas and to promote all types of tourism, including micro tourism which was when people from nearby areas were encouraged to visit neighbouring districts. 

The Interim Place Manager (Economic Growth)assured Members that ELDC was working to continue with projects following the collapse of Destination Lincolnshire and to promote the area as fully as possible.  

• A Member requested that more information was provided on the mental health hubs.  In response, the Interim Place Manager (Economic Growth) confirmed that further clarification would be obtained and brought back to the Committee.

• A Member queried the reasons that the presentation had not been included with the Agenda.  In response, the Chairman advised Members that the presentation had not been available at the time of publication and that a copy of the slides would be made available following the meeting and circulated in Members’ Point Brief.

• A Member commented on the lack of public understanding of the term ‘place’ and stated that it was hard to determine the level of impact the Council had at events and whether value for money was being obtained.  In response, Councillor Graham Marsh as Portfolio Holder for Community Safety, Leisure and Culture and Carbon Reduction reassured Members that some of the funding received towards events was match funded by Arts Council England and that the Council was receiving good value for money.  Members were further advised that funding for events provided wider benefits for the future by bringing in crowds, holiday makers and locals to regenerate  ...  view the full minutes text for item 39.

To receive a report from the Group Manager, Organisational Development.

Rachel Robinson, Group Manager (Organisational Development) presented Members with a verbal Workforce report which provided key metrics from Q4 2024-25.

A copy of the presentation is attached at Appendix B to the Minutes.

Members were provided with an overview of the following:

• Sickness Absence

• Turnover and Retention

• Recruitment

• Key Interventions

Members were invited to put their comments and questions forward.

• A Member expressed disappointment that the Council was not offering enough apprenticeships for local people.  In response, the Group Manager (Organisational Development) advised Members that she had met with the Assistant Director (Corporate), Assistant Director (Governance) and Monitoring Officer and the Interim Director of Finance and Section 151 Officer to discuss recruitment numbers for apprenticeships.  Members were advised that vacancies would soon be coming through the recruitment system and that a number of existing employees were undertaking higher level apprenticeships.

The Group Manager (Organisational Development) further advised the Committee that the Council had an academy and talent lead who was focusing efforts on work experience and apprenticeships, including engagement with local schools and universities.

• A Member expressed concern with the high percentages in relation to Sickness Absence that were related to mental health and the effect it had on service delivery.  In response, the Group Manager (Organisational Development) advised Members that mental health numbers were in line with national trends and that the Council supported people by providing early interventions and signposting.  Members were advised that additional support was available through the Employee Assistance Program and Maximus UK which was an initiative working with the Department for Work and Pensions (DWP) to help keep people in work.  

• The Group Manager (Organisational Development) explained to Members that absences that related to muscular skeletal conditions were more prevalent in manual roles.

• A Member highlighted that the Council had signed up to the White Ribbon Pledge which supported mental health awareness.

• The Chairman commented that the Council had a good track record of apprenticeships.

• Members discussed the benefits of apprenticeship schemes and highlighted the issues that young people who lived on the coast experienced when trying to access opportunities.

• A Member commented on the importance of identifying people within the organisation that were talented and supporting them to take on wider responsibilities.  In response, the Chairman highlighted to the Committee of the existence of the Future Leaders Programme and other talent development initiatives.

• A Member spoke in support of receiving regular workforce reports and commented that mental health training was very important, particularly for educating managers.

• A Member further queried whether the Council could follow more health initiatives such as providing flu jab vouchers.  In response, the Group Manager (Organisational Development) advised Members that the flu jab initiative was already being supported in combination with PSPS.

N.B Councillor Claire Arnold left the Meeting at 11.30am.

The Group Manager (Organisational Development) advised Members that further work had been undertaken in relation to men’s health initiatives including prostate cancer awareness and in relation to women’s health initiatives around menopause support. 

N.B  ...  view the full minutes text for item 40.

To receive an update from the Digital Content Advisor, PSPS Limited.

The Chairman welcomed Amie Househam, Head of Customer Contact, PSPS Limited and Lewis Richardson, Digital Content Advisor, PSPS Limited to provide Members with an update on his role and key objectives in relation to digital content and communications.  A copy of the presentation is attached at Appendix C to the Minutes.

Members were invited to put their comments and questions forward.

• Members commented on the benefits of attending Lincs Digital training sessions and highlighted that the initiative no longer provided services in Louth.

• A Member highlighted a past example where Councillors had assisted with test driving websites which allowed them to provide additional insight by utilising their assistance for future testing.

• A Member queried whether Artificial Intelligence (A.I) was being utilised as part of the Digital Content Advisor’s role and whether additional training was required.  In response, the Digital Content Advisor explained to Members that he was not currently using A.I but would look to using it in the future when he became more established in his role.

• Further to a discussion, it was agreed that Members receive a copy of the presentation slides and for the information to be circulated in Members’ Point Brief.

The Chairman thanked, Amie Househam, Head of Customer Contact, PSPS Limited and Lewis Richardson, Digital Content Advisor, PSPS Limited for attending.

N.B Amie Househam, Head of Customer Contact, PSPS Limited and Lewis Richardson, Digital Content Advisor, PSPS Limited left the Meeting at 11.49 a.m.

To receive a report from the Assistant Director, Regulatory.

The Chairman welcomed Christian Allen, Assistant Director (Regulatory) and Heather Prescott, Environment and Sustainability Officer to the Meeting to present the Carbon Footprint updates and revised Carbon Reduction Action Plan.

The purpose of the report and accompanying analysis aimed to provide annual updates for 2022 and 2023 on the Council’s progress towards the target to reduce carbon emissions to net zero by 2040, with a minimum reduction of 45% by 2027, in line with the Carbon Reduction Plan and the strategic aims of the Sub-Regional Strategy. The report included an updated Carbon Reduction Action Plan which outlined the programme of work needed to deliver ongoing carbon reductions and a copy of the presentation, pages 59 to 78 of the Agenda refer.

Members were invited to put their comments and questions forward.

• Councillor Graham Marsh, Portfolio Holder for Community Safety, Leisure and Culture, and Carbon Reduction spoke in support of the team that was working on reducing ELDC’s carbon footprint and the work being undertaken to support Home Improvement Grants.

• A Member raised concerns that changes in the reporting methodology which indicated a reduction in the Council’s carbon footprint, could be misleading.  They suggested that the report should be reviewed and amended before being submitted to the Executive Board, page 61 of the Agenda refers.

N.B. The Interim Place Manager (Economic Growth) left the Meeting at 11.58am.

• A Member further highlighted the conflict that had been created by changing reporting methods which appeared to reduce the Council’s carbon footprint, and emphasised the need for ensuring transparency for the public to ensure that value for money was being obtained.  In response, Councillor Graham Marsh as Portfolio Holder for Community Safety, Leisure and Culture, and Carbon Reduction explained to Members that buildings and facilities that the Council no longer owned could not be included in the representation of the Council’s carbon footprint.

• A Member queried whether the report could be condensed and made more succinct to provide greater clarity on what the Council’s top three actions were to achieve the required carbon reduction targets and to save on officer time and resources.

• A Member expressed further concern that the report was not an accurate representation of what the Council had achieved.  In response, Councillor Graham Marsh as Portfolio Holder for Community Safety, Leisure and Culture, and Carbon Reduction assured Members that the report provided a solid representation of the Council’s carbon footprint and that he was confident that the Council had taken the right approach.  Members were further advised that reducing the report in size would not be acceptable when presented to the Executive Board as Members would question a lack of information.

• The Chairman supported that highlighting a top 3 actions or priority order for reducing the Council’s carbon footprint would be beneficial to observe.

• A Member commented on the need for more openness in the reporting where the Council’s responsibilities had been discharged and may impact on future generations.

• A Member expressed concerns that the disposal of assets should not offload  ...  view the full minutes text for item 42.

To receive a verbal report from the Outside Body Appointee.

The Chairman advised Members that a Meeting of the Health Scrutiny Committee (HSC) for Lincolnshire had not taken place since July 2025 and that the next Meeting was to be held on 10^th September 2025.

To receive a written update.

The Chairman referred Members to the briefing paper, page 79 of the Agenda refers.

Members were advised that an additional meeting was planned for 8th September 2025 with the Portfolio Holder and that further meetings would take place in the coming weeks.

To receive a written update.

The Chairman referred Members to the briefing paper, page 81 of the Agenda refers.

Members were advised that a call for Members for this panel has been advertised in Members’ Point Brief and that once membership was confirmed, the panel would commence in late September / early October 2025.

Members discussed concerns relating to rough sleepers’ access to mobile phones and charging facilities and the support that was offered by Lincs Digital. 

To receive a report from the Assistant Director, Corporate.

The Chairman welcomed Corey Gooch, Business Intelligence and Change Manager to present the Quarter 1 25/26 Performance Report, pages 83 to 118 of the Agenda refer. 

A copy of the responses to the questions and answers received in advance of the Meeting is included at Appendix D to the Minutes.

Members attention was drawn to the Q1 performance indicators with targeted performance levels (Appendix 1), pages 89 to 118 of the Agenda refer.

Members were invited to put their comments and questions forward.

• In reference to ‘Percentage of fly-tips collected within 5 working days of being reported’, a Members requested clarification on the missing commentary for the performance indicator with a red RAG rating, page 92 of the Agenda refers.  In response, the Business Intelligence and Change Manager confirmed to Members that commentary was expected for all areas that were underperforming and that information for the missing commentary would be obtained and brought back to the Committee.

• The Business Intelligence and Change Manager advised Members that the Council was tracking 135 Key Performance Indicators (KPI’s) which included 35 which were targeted and 100 which were trend only. 

• A Member queried the origins for monitoring of the different indicators and the process for agreeing which indicators were included.  In response, the Business Intelligence and Change Manager advised Members that each year using the Performance Management Framework, Assistant Directors put forward indicators to align with key outcomes from the SELCP Sub-regional strategy which were signed off by the Senior Leadership Team.  Members were further advised that the indicators were updated yearly and that no significant changes had been made.

• A Member queried the reasons that Councillors were not consulted in the process for agreeing KPI’s.  In response, the Business Intelligence and Change Manager explained to Members that all Assistant Directors were required to obtain sign off through the relevant Portfolio Holders in relation to new indicators or changes.

• A Member commented that Overview Committee’s role was to challenge the Executive Board and queried whether the Committee was effectively fulfilling that requirement.   In response, the Assistant Director (Governance) and Monitoring Officer advised Members that a number of indicators had initially been identified in the SELCP Business case across the three Councils.  Members were further advised that the Overview Committee was welcome to make suggestions on what indicators they would like to see tracked in future performance reports.

The Assistant Director (Governance) and Monitoring Officer explained to Members that the indicators supported portfolio holders and senior managers to gain an oversight of how services were performing.

• A Member commented that 135 indicators was excessive and expressed concerns on whether the number could be consolidated so that officer time was better spent on other tasks.  In response, the Business Intelligence and Change Manager advised the Committee that their concerns would be fed back to the Assistant Directors responsible for the relevant KPI’s and taken into consideration.  The Business Intelligence and Change Manager explained to Members that the number of KPI’s was a careful balance as  ...  view the full minutes text for item 45.

To note the Overview and Scrutiny Recommendation Tracker.

Members were referred to the Overview and Scrutiny Recommendation Tracker, pages 119 to 250 of the Agenda refer.

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

Sutton on Sea Colonnade Project

• Members expressed concern with the success and viability of the Sutton on Sea Colonnade Project and how much it was costing to run.  The Chairman advised Members that it was too soon to obtain a full year’s running costs.

Further to a discussion, Members agreed that the Towns Fund Update should be brought forward to the October 2025 Meeting to provide an update on finances and future operational costs.  It was confirmed that pages 119 to 122 of the Agenda would remain on the tracker marked as green.

Recommendation No 5 ‘Include more soft landscaping in the final design’, page 121 of the Agenda refers.

• A Member queried whether the old bowling green area was included in the landscaping scheme.  In response, a Member advised the Committee that the old bowling green area was part of phase two of the project and that the future of the area was undecided due to the passage of time and increased costs. 

• A Member further highlighted that the Sutton on Sea Colonnade had been value engineered and that it was essential that it was made into a success.

• A Member highlighted the issues that had been experienced with trying to utilise volunteers for maintenance of the garden area which had been unsuccessful and had resulted in the Council being fully responsible for funding grounds maintenance.  In response, the Chairman advised Members that a response would be requested for inclusion in the Towns Fund update for the October 2025 Meeting.

• A Member referenced that the Peer Review had highlighted that failures in communication needed significant improvement.

To explore the issues surrounding caravan licensing and enforcement

• A Member emphasised significant concerns with the length of time that caravan issues had remained unaddressed and was continuing to be a problem for East Lindsey.  In response, the Chairman confirmed that Jo Parker, Enforcement Service Manager would be asked to attend the October 2025 Meeting to provide an update.

Recommendation No 1 ‘ELDC will set local energy efficiency minimums above and beyond the minimum standards required by building regulations, in line with its carbon commitments. This commitment will be a clear and central part of the reviewed Local Plan’, page 128 of the Agenda refers.

• A Member queried the dates for completion of the recommendations.  In response, the Chairman confirmed that the implementation date was noted as December 2025.

Partnership Task Group - Public Transport in the S&ELCP area

• Members agreed that that recommendations No. 8 and 9 could be removed from the tracker, page 136 of the Agenda refers.

Recommendation No 11 ‘To support with delivery of the above, to consider opportunities for how SELCPs UKSPF (alongside other external funding sources) might be used to support with aspects of delivery of rural transportation and mobility’, page 137 of the  ...  view the full minutes text for item 46.

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

Members were presented with the Executive/Council Forward Plan 2025-26, pages 151 to 168 of the Agenda refer and were invited for their comments.

• In reference to the SELCP Safeguarding Policy, a Member queried the reasons that the Council was not using the Safeguarding Policy developed by Lincolnshire County Council that applied to the whole of Lincolnshire, page 154 of the Agenda refers.  The query was noted as an Action.

• In reference to the Equality, Diversity and Inclusion Strategy, a Member queried the timeline for a decision being taken and ways in which the Council could save money through streamlining, page 154 of the Agenda refers.  In response, the Chairman advised Members that the policy had been placed on the Action Plan and had not yet been formally adopted as a decision was to be taken on 24^th September 2025.

• Following the earlier Agenda Item ‘Update on Cultural and Town Boards’ and an in reference to the Destination Lincolnshire Local Visitor Economy Partnership, a Member requested further clarification on the ways in which the Council was working with Leicestershire to generate tourism in Lincolnshire, page 156 of the Agenda refers.  In response, the Chairman advised Members that the intention was to promote cross boarder tourism from neighbouring counties and that further clarification would be requested.

• In reference to ‘Invest East Lindsey - To update the Executive Board regarding the operation and activities of Invest East Lindsey Limited’, a Member commented on the disappointing findings of the previous scrutiny report.  In response, the Chairman confirmed that the status remained red in the recommendation tracker and that the Audit and Governance Committee was keeping a close watch on the management of Invest East Lindsey, page 157 of the Agenda refers.

• In reference to ‘Section 151 Officer Appointment’, the Chairman confirmed that a new Section 151 Officer was expected in November 2025, page 158 of the Agenda refers.

• In reference to ‘Contracting of Leisure Facilities with an external operator as agent for service delivery - To consider the award of contract under an agency agreement for the operation and lifecycle maintenance of the Council’s leisure facilities’, a Member queried whether the decision would be made by Full Council, page 160 of the Agenda refers.  In response, the Assistant Director (Governance) and Monitoring Officer advised Members that decisions related to contracts was a responsibility of the Executive Board unless legislation stated otherwise.

• A Member further queried whether there would be any further opportunities for the Full Council to have a democratic input on the award of a contract.  In response, the Chairman advised Members that a request would be made to the portfolio holder to recommend that it was presented to Full Council.  Further to a discussion, it was agreed that a request was made to Councillor Graham Marsh as Councillor Graham Marsh, Deputy Leader of the Council and Portfolio Holder for Community Safety, Leisure and Culture, and Carbon Reduction.

• A Member queried the reasons that budget responsibilities were  ...  view the full minutes text for item 47.

To consider the Overview Committee Work Programme 2025/26.

Members were presented with the Overview Committee Work Programme 2025/26, pages 169 to 176 of the Agenda refer.

The Chairman advised the Committee that some further amendments would be made to the Work Programme following the Meeting.

Following which it was,

RESOLVED:

That the Overview Committee Work Programme 2025/26 be noted.

The date for the next Meeting was noted as Tuesday 14 October 2025.