Apologies were received from Councillors Danny Brookes, Alex Hall and James Knowles.

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 Jimmy Brookes had been appointed to the Committee in place of Councillor Danny Brookes for this Meeting only.

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

The Minutes of the Meeting held on 3rd September 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 3 September 2024

Action No. 38, 39 and 43 – completed.

Actions from the Meeting held on 23 July 2024

Action No. 23(c) and 28 – completed.

Comments were received as follows:

Action No. 43(c) – ‘To request clarification on the accuracy of using mobile phone data to measure high street footfall whilst excluding those without mobile phones and whether privacy was respected by utilising mobile phone data in this way’, page 40 of the Agenda refers.

·         A Member was dissatisfied with the response provided to the Action and further queried the logic of the methodology for measuring footfall using mobile phone data.  In response, the Assistant Director – Corporate advised Members that further clarification would be obtained from the Service.

·         A Member further commented that the Transport Board had provided similar explanations regarding footfall and that the metrics did not always reflect the strengths or weaknesses of town centres.

Action No. 23(b) – ‘To request an update on the role and duties of the Volunteer Co-Ordinator and to invite them to a future meeting of the Committee’, page 40 and 41 of the Agenda refers.

The Chairman welcomed Emily Spicer, Assistant Director – Wellbeing and Community Leadership and Alison Carlisle, Volunteer Co-ordinator to the Meeting and advised Members that the topic would be discussed in more detail during the upcoming Agenda item.

Action No. 23(c) – ‘To request an update on the recruitment process for the Local Partnership Group and Theme Groups and the measures taken to ensure that local businesses and groups have local representation’, page 41 of the Agenda refers.

·         A Member was dissatisfied with the response provided to the Action and further queried the reasons that ELDC’s Councillors talents were not being utilised.  In response, the Assistant Director – Governance advised Members that the recruitment criteria were often set by the government and that the Committees comments would be emphasised when future recruitment exercises were undertaken.

Action No. 28 – ‘In reference to Section 106 Agreements: To request clarification on East Lindsey being allocated the lowest multiplier as part of the NHS formula and receiving the lowest payment in Lincolnshire per dwelling compared to other districts’, page 41 of the Agenda refers.

• A Member commented that the government had stipulated that health money could only be distributed to GP practices. 

• A Member further queried the justification for East Lindsey receiving the lowest multiplier whilst in a Partnership with two other Councils who received different amounts.  In response, Councillor Tom Ashton as Portfolio Holder for Planning advised Members that he would be keen to understand how the allocation process worked and would ensure that further information was obtained for the next Meeting.

• A Member commented on communications with the S106 Officer relating to monies allocated to the NHS and highlighted concerns that the GP surgery in Stickney had not received any S106 funds.   In response, a Member further commented that there  ...  view the full minutes text for item 50.

To receive an update from the Assistant Director – Planning and Strategic Infrastructure.

The Chairman welcomed Pranali Parikh, Director of Economic Development and Councillor Tom Ashton, Portfolio Holder for Planning to provide Members with an update.

The Portfolio Holder for Planning was pleased to be in attendance to support positive and significant updates on progress with planning enforcement following attendance at the earlier Overview Committee meeting on 11th June 2024, Minute No. 7 refers.

The Director of Economic Development assured Members on the importance of completing the 18 different actions following the caravan scrutiny work - ‘To explore the issues surrounding caravan licensing and enforcement’ and expressed her commitment to delivering the Council’s ambitions, pages 82 to 89 refer.

In relation to recommendations No 1 and 2 (pages 92 and 83 of the Agenda refer), the Director of Economic Development advised Members that an additional enforcement officer had been employed to improve capacity and that increased teamworking and liaison was being undertaken between the Licensing and Council Tax teams and the Enforcement department.

In relation to recommendations No 3 to 18 (pages 83 and 89 of the Agenda refer), the Director of Economic Development further assured Members that significant progress had been made in the last few months through liaising with multiple departments including emergency planning and that three recommendations remained outstanding until capacity issues had been resolved.

The Director of Economic Development continued to explain that a three phased approach was being undertaken to address the outstanding actions.  Members were further advised on a number of additional steps that had been taken which included the sharing of information with the emergency planning team, a public register of caravan sites which had been published on the Council’s website, the alignment of content on the Council’s Caravan and Council Tax webpages, the improvement of back-office systems to enhance staff efficiency and that contact had been made with the evaluation office to verify that the caravan park evaluations had been carried out correctly.

In relation to recommendations No 9 to 14 (pages 87 and 88 of the Agenda refer) and in reference to the fees and charges for Caravan Parks, the Director of Economic Development explained to Members that the Council was only able to charge Council Tax for the 24 residential sites.

In relation to recommendation No 16 – ‘To consider reviewing the Planning Policy in relation to caravan sites and restrictions as part of the Local Plan review’ (page 89 of the Agenda refers), Members were advised that that inclusion of a policy would be considered during the review of the Local Plan that was currently underway and that the Planning Policy Committee was actively involved in monitoring and shaping the process. 

The Director of Economic Development concluded that work would focus on addressing capacity and resources within the team over the next few weeks and that the work on caravan enforcement and licensing in relation to unauthorised occupation would be presented to the Executive Board by early 2025.

Members were invited to put their comments and questions forward.

·         The Chairman offered thanks  ...  view the full minutes text for item 51.

To receive an update from the Heritage Manager.

The Chairman welcomed Emilie Wales, Heritage Manager and Councillor Wendy Bowkett as Heritage Champion to provide Members with an update.

The Heritage Manager advised Members that the four draft conservation area reports for Alford, Horncastle, Spilsby and Wainfleet with funding from the 2021-22 Welcome Back Fund had been completed and sent to Town and Parish Councils for comment, and that the aim was to progress to public consultation before the end of 2024.  Members were further advised that the consultation would run for a minimum of 28 days to allow for a workshop and a meeting in each area which would be attended by Heritage Lincolnshire.  Members were further advised that any recommendations received would be incorporated into documents for consideration by the Executive Board and then for Full Council approval.

Members were invited to put their comments and questions forward.

·         The Chairman queried whether comments had been received from Town Councils.  In response, the Heritage Manager confirmed that Town Council responses had been received and that the most comprehensive comments had been received from Horncastle Town Council.  The Heritage Manager further confirmed that objection or support comments based on planning aspects would be incorporated into the final draft.

·         The Heritage Champion commented that the conservation area appraisal was welcomed and seen as a positive move for Wainfleet.  The biggest concern had been that Platform Housing and the areas around it had not been included in the appraisal process.

·         The Chairman commented that support for conservation was also welcomed in Horncastle.

·         A Member welcomed the return of the Heritage Manager and reiterated that Louth was listed as ‘at risk’ by English Heritage and that buildings in Louth needed love and attention.  In response, the Heritage Manager advised Members that towns which were on the ‘at risk’ register which had not been added previously was due to lack of funding availability.  The Heritage Manager further advised Members that capacity would be examined with a view to add Louth for consideration in the next financial year.

·         A Member queried whether the Council could examine the Article 4 Direction Order alongside undertaking an appraisal of Louth.  In response, the Heritage Manager confirmed that one of the recommendations in the report was to re-examine the Article 4 Directions which currently applied to Louth, Horncastle and Wainfleet.

·         A Member spoke in support of the Cube report and queried whether the Cube report had been examined and reutilised.  In response, the Heritage Manager confirmed that five appraisals were undertaken in 2007 and 2008 including Louth and that the Cube report had not been adopted due to political concern.

·         Councillor Ashton as Portfolio Holder for Planning assured Members that he was very keen for the Council to examine additional conservation areas, particularly in reference to New Bolingbroke and other areas which had missed out on consideration in the last round of funding.

The Chairman thanked everyone for attending.

N.B Councillor Wendy Bowkett, Heritage Champion, Councillor Tom Ashton, Portfolio Holder for Planning, Emilie Wales, Heritage Manager and  ...  view the full minutes text for item 52.

To receive a report from the Business Intelligence and Change Manager.

The Chairman welcomed Corey Gooch, Business Intelligence and Change Manager to the Meeting.

The Business Intelligence and Change Manager presented Members with the Artificial Intelligence (AI) Policy, pages 51 to 64 of the Agenda refer.

Members were advised that the Policy had returned to the Committee following the opportunity for further Members to attend a planned AI briefing session, and that the policy was now being presented for consideration and comments to ensure that the Overview Committee had the opportunity to input into the policy prior to consideration by the Executive Board.

Members were invited to put their comments and questions forward.

·         A Member queried the number of participants who attended the two briefing sessions.   In response, the Assistant Director – Corporate advised Members that approximately 25 Members across the Partnership were in attendance. The Chairman further advised Members that feedback on the briefings had been positive.

·         In reference to Paragraph 3.6 of the Artificial Intelligence Policy titled ‘Vendors’, a Member queried whether the term referred to other organisations that supplied ELDC with AI or whether it was referring to people that used AI, page 60 of the Agenda refers.  In response, the Business Intelligence and Change Manager confirmed that term ‘Vendors’ referred to organisations who supplied AI to the Council.

·         A Member made a request for an additional item for inclusion in the policy which was to establish and clarify who ultimately owned the technology.

·         A Member further commented that there was significant opportunities and threats with AI and that it was important to determine who owned the companies that were supplying the Council and what their motives were.   In response, the Business Intelligence and Change Manager assured Members that a specific reference would be included in the Policy and that background information would be established during procurement exercises.  The Business Intelligence and Change Manager further assured Members that vigorous checks would be undertaken to determine who owned the data and outline the areas of consent.

·         In reference to Paragraph 3.8.1 of the Artificial Intelligence Policy titled ‘Accuracy’, a Member queried example situations such as real-time telephone enquires where it was not possible to review the accuracy of the responses provided, page 61 of the Agenda refers.  In response, the Business Intelligence and Change Manager explained to Members that live responses could not be reviewed each time and that every AI system worked on a scripted basis.  Members were further advised that this would allow the Council to have a certain level of control and could refer customers to a human customer contact should they not be able to achieve the right response after a certain number of attempts.  The Business Intelligence and Change Manager assured Members that the responses and language would be reviewed, and that testing would be undertaken to prevent users becoming frustrated with the system.

·         Members commented on experience with the Impy System that was being used by Lincolnshire County Council and that AI learned and improved through scripting.

·         A Member queried whether the AI  ...  view the full minutes text for item 53.

To receive an report from the Assistant Director – Wellbeing and Community Leadership.

The Chairman welcomed Emily Spicer, Assistant Director – Wellbeing and Community Leadership and Alison Carlisle, Volunteer Co-Ordinator to the Meeting.  Members were referred to the report, pages 1 to 8 of the Supplementary Agenda refer.

Members were advised that the report provided an overview of the activity that had taken place in the first three months of the Trusted Volunteer Scheme funded through UK Shared Prosperity funding which formed part of the Partnership’s strategic approach to working with the Voluntary and Community Sector (VCS) within the Sub-Region.

Members were further advised that a Volunteer Charter had been developed to inform new recruits of what to expect when they started volunteering and to provide foundations for a good volunteering experience.  The Committee were advised that the Charter would be circulated to Members following the Meeting.

The Assistant Director – Wellbeing and Community Leadership introduced the Volunteer Co-Ordinator to the Committee and highlighted to Members the work undertaken since June 2024.  This included working with Partners including Lincolnshire CVS and insurance bodies to ensure that policies and procedures were up to date, co-ordinating volunteering opportunities, creating a dedicated webpage, working with community groups in East Lindsey and across the Partnership and examining opportunities for volunteers to assist with beach cleans and to clear the sand on Sutton on Sea Promenade. 

The Volunteer Co-Ordinator stressed the importance of obtaining feedback and encouraging new volunteers.  Members were informed that contact was being pursued with local schools and colleges to provide work experience opportunities for students.

Members were invited to put their comments and questions forward.

• In reference to Paragraph 2.5, a Member welcomed the new efforts being made to encourage volunteering and queried whether basic training was compulsory, page 3 of the Supplementary Agenda refers.  In response, the Volunteer Co-Ordinator advised Members that the Council’s insurance required all volunteers to undertake core online training which included equality and diversity, GDPR, Safeguarding and Health and Safety.  Members were further advised that the Council was required to assess the risks and have policies and procedures in place, however training requirements could deter volunteers from taking part.  The Volunteer Co-Ordinator further advised Members that current volunteers were able to sign a disclaimer if they wished to participate without undertaking training.

• A Member queried what the benefits of volunteering were for individuals.  In response, the Assistant Director – Wellbeing and Community Leadership advised Members that training provided benefits in assisting people with preparing for employment and that the Trusted Volunteers Scheme was a learning process that was established to determine the barriers and opportunities for volunteering.

• A Member commented that the wording ‘Trusted Volunteer’ could be misinterpreted by long standing volunteers and that potential volunteers could be discouraged by a prescriptive approach to undertake training.

• A Member highlighted that many volunteers were sourced through word of mouth rather than online.

• The Assistant Director – Wellbeing and Community Leadership assured the Committee that Members feedback was valued and that through performance reporting it had been highlighted that volunteer numbers  ...  view the full minutes text for item 54.

To receive an update from the Head of Finance (Client).

The Chairman welcomed Carl Holland, Head of Finance (Client) – PSPS Limited and Deputy Chief Executive (Corporate Development) and Section 151 Officer to provide an introduction and present Members with an update on the 2025/2026 Budget Setting Process.

Members received a presentation which highlighted the significant challenges, strategic issues and opportunities and an examination of the considerations in relation to the Medium-Term Financial Strategy (MTFS) in the context of the budget setting process (a copy is attached at Appendix A to the Minutes). 

Members were referred to the timeline which the budget process was expected to follow and were advised that the Budget Overview, 2025/26, (including Budget Consultation) would be presented to Overview Committee for further scrutiny on 21st January 2025, page 5 of Appendix A to the Minutes refers. 

N.B Councillor Neil Jones left the Meeting at 11.35am.

The Committee were further advised that examination of the budget setting process was a useful opportunity for Members to consider the risks that had been identified and the ways in which the proposed budget addressed the priorities of the Council.

N.B Councillor Neil Jones returned to the Meeting at 11.37am.

The Chairman spoke in support of the presentation and commented on the benefits of receiving a detailed overview of the budget timeline and information that outlined the Committee’s role.  The Chairman queried whether the presentation slides could be circulated to Members.  In response, the Head of Finance (Client) – PSPS confirmed that Members would be provided with a copy following the Meeting.

Christine Marshall, Deputy Chief Executive (Corporate Development) and Section 151 Officer provided Members with a summary of the main points for consideration of the upcoming budget.  Members were advised that the risks and implications were difficult to determine at this point in time due to potential changes that could affect the Council’s Partners and that a further assessment would be made after 30th October 2024 when the new government issued their Autumn Budget statement. 

The Section 151 Officer further advised Members of current issues of national concern which included National Insurance costs for employers and the new homes bonus which was still impacting on local authorities’ accounts.  The Section 151 Officer concluded that in anticipation of the Autumn Budget statement, it was expected that the Council would utilise a single year budget approach which would ensure a more fluid budget setting process.

Members were invited to put their comments and questions forward.

·         The Chairman queried whether an update on the political and emerging risks could be provided to Members after the Autumn Budget Statement had been announced.  In response, the Section 151 Officer advised Members that headline risks could be made available for the following Meeting.

·         The Scrutiny and Policy Officer took the opportunity to advise Members of upcoming training opportunities from the Centre for Governance and Scrutiny (CfGS) which was taking place online on 23rd October 2024 to examine keeping a watching brief on Council finances and exploring scrutiny’s role and powers.

·         A Member queried whether  ...  view the full minutes text for item 55.

To receive a verbal update 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 11th September 2024, pages 65 to 68 of the Agenda refer and a further report which was tabled following the Meeting held on 9th October 2024, (a copy is attached at Appendix B to the Minutes),

The Outside Body Appointee highlighted concerns in relation to the review of the Urgent Treatment Centres where it was being considered that Skegness and Louth would not have an overnight service and that other options were being explored to enable the best use of staff.   The Outside Body Appointee further highlighted the disadvantages of having no overnight service and the challenges East Lindsey residents faced in travelling to and from hospitals further away and stressed that considerations to change overnight services needed further monitoring.

In relation to the targeted Lung Health Checks, the Outside Body Appointee advised Members that people between the ages of 55 and 74 that had smoked 100 cigarettes or more in their lifetime were entitled to a free lung health check to detect any issues early as a preventive measure.

Members were invited to put their comments and questions forward on the paper from the Meeting held on 11th September 2024.

·         Members commented in support of the report.

·         The Chairman queried  at what location individuals would be able to take up the offer of free lung health checks.  In response, the Outside Body Appointee advised Members that information would be contained in sign up letters and that people who had historically smoked and quit were still being encouraged to participate. 

·         The Chairman commented on concerns with the overnight closures of Urgent Treatment Centres which would increase pressures on hospitals and requested that information was circulated through Members’ Point Brief to raise awareness.

·         A Member queried whether staffing Louth Urgent Treatment Centre for the small number of patients seen overnight was a good use of expenditure.  In response, the Outside Body Appointee advised Members that staff numbers had reduced following COVID which had led to overnight closures and people had become unsure whether centres had returned to overnight opening.  The Outside Body Appointee further advised Members that urgent treatment centres saved lives when people were unable to reach a main hospital.

·         Members praised the services provided at Louth Urgent Treatment Centre.

·         The Chairman commented that awareness should continue to be raised and that more people should be encouraged to visit the Urgent Treatment Centres in Louth and Skegness.

·         A Member queried whether the Campus for Future Living in Mablethorpe was discussed at HSC Meetings.   In response, the Outside Body Appointee confirmed that the Campus for Future Living had not been discussed.

Members were invited to put their comments and questions forward on the paper from the Meeting held on 9th October 2024.

·         In reference to the construction of Norton Lea Mental Health Unit at Boston, a Member raised a concern with  ...  view the full minutes text for item 56.

To receive a written update.

Rebecca James, Scrutiny and Policy Officer referred Members to the briefing paper, pages 69 to 70 of the Agenda refer.

Members were informed that the panel had met six times to date and had looked at various issues raised in the scoping document and Key Lines of Enquiry and intended to agree the final report and recommendations for Overview Committee in November 2024.

A Member commented that the benefits of electric cars were negated by the fact that it took more carbon to build them and keep them running on the roads.  In response, the Chairman advised Members that the final report of Panel was expected to provide further clarity and opportunity to raise any unanswered questions.

To receive a written update.

Rebecca James, Scrutiny and Policy Officer referred Members to the briefing paper, pages 71 to 72 of the Agenda refer.

Members were advised that the topic was being moved forward and that the Panel’s membership had been agreed, and that a meeting date had been established for Wednesday 16th October 2024 for the appointment of a Chairman.

·         A Member commented that attendance at scrutiny panels did not contribute to overall Member attendance requirements of the six-month rule and queried the suitability of the requirement that was detailed in the Constitution. 

·         The Chairman commented that Members gave a significant amount of their time to scrutiny panels and that the Audit and Governance Committee had a Constitutional Working Group that could examine the issues.

·         A Member commented that the issue had been raised at the previous Full Council Meeting.  In response, the Chairman explained that the issue raised at Full Council related to the six-month rule for Committees rather than scrutiny panels.  In further response, the Assistant Director – Corporate advised Members that scrutiny panels were not included in the six-month rule due to not being part of the formal Committee structure.

Further to a discussion on the six-month rule and scrutiny panels, it was agreed that a request would be made for the Constitutional Working Group to examine the issues.  

To receive a written update.

Rebecca James, Scrutiny and Policy Officer referred Members to the briefing paper, pages 73 to 74 of the Agenda refer.

Members were advised that the Task Group had undertaken three meetings to date and that Councillor Claire Rylott of Boston Borough Council was elected Chair at the first meeting.  Members were further advised that the Task Group had spoken with the three Leaders of the Partnership Councils, Members of the Senior Leadership Team and the Chief Executive and had reviewed answers from the anonymous surveys carried out both with Councillors and senior officers.

To receive a written update.

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 Task Group was due to meet for the first time on 29th October 2024 and had five meetings planned to carry out their review and that the Task Group would bring their final report to the March 2025 meeting of Overview.

·         A Member queried whether a correction could be made to the Task Group membership list, page 75 Agenda refers.  In response, the Scrutiny and Policy officer confirmed that the Membership list was to be corrected to include Councillor Daniel Simpson. 

·         A Member commented that they were looking forward to the scrutiny panel commencing.

To note the Overview and Scrutiny Recommendation Tracker.

Members were referred to the Overview and Scrutiny Recommendation Tracker, pages 77 to 110 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 4 - ‘Explore opportunities with universities and museum services to develop the exhibition space’, page 78 and 79 of the Agenda refer.

• In reference to the full update on progress requested for November 2024, a Member commented that progress was falling behind at a crucial time and that the success of the project depended on securing appropriate operators.

• A Member drew references to the success of Lincolnshire County Council’s North Sea Observatory at Chapel Point and emphasised the need for ELDC to strengthen its position and ensure that the Colonnade building was fully utilised. In response, the Chairman confirmed that a feedback update was expected in November 2024.

• A Member expressed concern with the repurposing of buildings and lack of progress, and further highlighted that the intended purpose for the Campus for Future Living at Mablethorpe had moved away from a health focus and was not delivering on its original aims outlined when the Towns Fund spending was agreed.

• Members discussed the changes in concepts and proposed uses of the Campus for Future Living and the Sutton on Sea Colonnade.

• A Member further explained that the Campus for Future Living would be utilised for housing and rooms made available for community use and that the original proposals for accommodation for health students was no longer being implemented.

Further to a discussion, it was agreed that an update on Towns Fund Projects would be sought for the November 2024 Overview Committee Meeting.

• A Member commented on the reputational risk to the Council when utilising government money to build facilities without sustainable business and management plans in place.

• A Member commented that it was misleading that government funding had not been used for the Campus for Future Living’s original intended purpose which was to create a centre for rural health.

• A Member commented on complaints that had been received from residents and visitors in relation to the Colonnade.

To explore the issues surrounding caravan licensing and enforcement, Pages 82 to 89 of the Agenda refer.

• The Chairman commented on the positive progress update that had been received earlier in the Meeting.

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

Recommendation No 2 - ‘ELDC will adopt a ‘Fabric First’ approach and look to encourage new build homes to be of as high a standard as possible to minimise the need for and facilitate retrofitting in the future, page 90 of the Agenda refers.

• A Member expressed disappointment that new housing providers particularly along the coast were not always delivering high standards of excellence to future proof developments.  In response, the Chairman advised Members that the Planning Policy Committee could be requested to consider the issues and provide an  ...  view the full minutes text for item 58.

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

Members were presented with the Executive/Council Forward Plan 2024- 25, pages 111 to 124 of the Agenda refer and were invited for their comments.

·         The Assistant Director – Corporate advised Members that the Council/PSPS service modernisation programme and PSPS Business Plan 2025 to 2027 was being presented to Overview Committee in November 2024 prior to consideration by the Executive Board.

·         A Member commented on the effectiveness of the report page and queried whether the report had been reformatted, page 123 of the Agenda refers.

No further comments or questions were received.

Following which it was,

RESOLVED:

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

The programmed date for the next Meeting of this Committee was noted as 19^th November 2024.