Apologies for absence were received from Councillor Sarah Devereux, Portfolio Holder for Partnerships and Councillor Martin Foster, Portfolio Holder for Operational Services.

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

In relation to Agenda Item 5, declarations were made as follows:

Councillors Claire Arnold, Dick Edginton, Jill Makinson-Sanders, Fiona Martin and Ru Yarsley asked that it be noted that they were all Members of Internal Drainage Boards.

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

N.B. This item was brought forward at the discretion of the Chairman.

The Chairman welcomed Russell Stone, Director of Finance and Section 151 Officer to the Meeting.

The report highlighted to Members details of the 2026/27 budget and the Medium-Term Financial Strategy (MTFS) from 2026/27 to 2030/31 which included the recommended level of Council Tax for 2026/27 when considering budgetary pressures, pages 1 to 14 of the Supplementary Agenda refer. 

Members received a presentation that provided an overview of budget progress which included highlighting significant changes following the provisional local government finance settlement, budget pressures, savings and efficiencies, a summary of the provisional draft budget by account and the key dates for reports being presented to the Executive Board and Full Council.

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

Members were invited to put their comments and questions forward.

• The Chairman asked that it be noted that all Councillors that were Members of Internal Drainage Boards declared an interest.  Declarations were made for Councillors Claire Arnold, Dick Edginton, Jill Makinson-Sanders, Fiona Martin and Ru Yarsley.

• In relation to fairer funding, a Member queried whether a greater emphasis on the deprivation of a district resulted in a greater increase in funding support.  In response, the Director of Finance and Section 151 Officer advised Members that weightings were applied on where funding was distributed and that this formed part of a targeted approach to provide funding to areas that needed to address specific issues.

• The Chairman queried who was responsible for assessing the level of deprivation in an area.  In response, the Director of Finance and Section 151 Officer advised Members that the assessment of deprivation in an area was a national decision which used the latest data available from the index of Multiple Deprivation (IMD) datasets.

• A Member queried whether Council Tax would increase by 4.7% and whether a requirement for building new houses and revenue generation had been included in the budget.  In response, Councillor Tom Ashton as Portfolio Holder for Planning advised Members that in terms of planning, there was not yet any information available regarding the governments requirements for building new houses.  In follow-up, the Director of Finance and Section 151 Officer assured Members that Council Tax assumptions were not significantly different to historic rates due to referendum limits remaining in place.

• A Member queried the reasons that ELDC did not utilise Community Infrastructure Levy (CIL) in place of Section 106 Agreements.  In response, the Portfolio Holder for Planning explained to Members that Section 106 Agreements enabled greater levels of funding to be provided to benefit local communities.  Members were advised that further discussion would be undertaken by the Planning Policy Committee when work on the review of the Local Plan progressed.

• In reference to the slide on the Summary of Budget Pressures, at the indulgence of the Chairman Councillor Stef Bristow, queried whether the projected reduction in Neighbourhoods from £486k in 2026/27 to £138k in 2027/28 was as a result of  ...  view the full minutes text for item 88.

To confirm the Minutes of the Meeting held on Tuesday 9 December 2025.

The Minutes of the Meeting held on Tuesday 9 December 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 9 December 2025

Action No. 73 (a), 77, 78, 81, 83 and 84 – completed.

Actions from the Meeting held 14 October 2025

Action No. 57 and 63– completed.

Actions from the Meeting held on 2 September 2025

Action No. 39 and 47 – completed.

Actions from the Meeting held on 22 July 2026

Action No. 22, 27 and 28 – completed.

Comments were received as follows:

Action No. 77 (a) – ‘Revised Housing Allocations Policy BBC/ELDC’ from the Meeting held on 9^th December 2025, page 27 of the Agenda refers.

• In reference to Appendix A1, a Member perceived that conflicting information had been provided on the 5-year qualification rule for armed forces personnel in social housing and sought further clarification on whether the 5-year rule still applied, page 35 of the Agenda refers.  In response, the Chairman confirmed that a further response would be obtained from the Housing and Homelessness Manager. 

Action No. 81 (a) – ‘Quarter 2 25/26 Performance Report’ – In reference to the performance indicators for Healthy Lives – Disabled Facilities Grants from the Meeting held on 9^th December 2025, page 27 of the Agenda refers.

• In reference to the response provided on timescales for the days to completion for Disabled Facilities Grants (DFG’s), Members queried whether there were targets that needed to be achieved and whether there were specific reasons for the delays.  In response, Councillor William Gray, Portfolio Holder for Communities and Better Ageing advised Members that it was believed that the delays were related to the processes undertaken by occupational therapists.

• In follow-up, the Chairman queried whether lobbying higher-level authorities would assist with reducing the timescales for completion.  In response, the Outside Body Appointee explained to Members that issues had increased due to challenges with recruiting occupational therapies, particularly towards the coast and that she would seek clarification on who was responsible for recruiting occupational therapists from the Health Scrutiny Officer at Lincolnshire County Council.

• The Chairman supported that delays with DFG’s were well recognised.

Action No. 84 (a) – ‘Overview Committee Work Programme’ – In reference to information Trees and Hedges policies for East Lindsey District Council from the Meeting held on 9^th December 2025, page 28 of the Agenda refers.

• A Member commented on the duplication of reports where ELDC as a sovereign Council already had a policy in place.

• A Member further queried the reason that the website link provided related to ELDC as a sovereign Council rather than the Partnership of Councils.  In response, the Assistant Director (Corporate) clarified to Members that the Tree and Hedgerow Strategy and Action Plan that was presented at the December 2025 Meeting differed to the policy that was being presented to South Holland District and Boston Borough Council for adoption. 

Action No. 56 – ‘Conservation Area Appraisals update’ from the Meeting held on 14^th October 2025, page 29 of the Agenda  ...  view the full minutes text for item 90.

To receive a report.

The Chairman welcomed Aileen Whatmore, Head of HR and Organisational Development (PSPS) to the Meeting to present the Terms and Conditions alignment – next phase, pages 15 to 28 of the Supplementary Agenda refer.

Members were advised that in line with the South & East Lincolnshire Council’s Partnership Business Case and Alignment and Delivery Plan, the Partnership Councils had undertaken a phased programme of work to align workforce terms and conditions of employment.

The Head of HR and Organisational Development (PSPS) highlighted a correction to the report and clarified to Members that Paragraph 2.2, Ref 3 – Employer and Employee Notice Period should state 12 years continuous service or more instead of 12 weeks continuous service, page 17 of the Supplementary Agenda refers.

Members were invited to put their comments and questions forward.

• In reference to First Aid Payments, a Member queried whether training needed to be updated every three years.  In response, the Head of HR and Organisational Development (PSPS) explained to Members that the payment referred to qualified First Aiders, confirming that the First Aid Qualification included a requirement to be updated at three-year intervals.

• A Member queried whether the alignment of policies had been in the best interest of employees.  In response, the Head of HR and Organisational Development (PSPS) confirmed that a selection of the best terms and conditions has been put forward from all three Councils for alignment.

• In reference to probation notice which remained at one week, a Member queried whether this did not apply to employees changing roles within local authorities, page 17 of the Supplementary Agenda refers.  In response, the Head of HR and Organisational Development (PSPS) confirmed that the information would be amended and that any changes would not affect any existing employees.

• In reference to Paragraph 2.2, Ref 8 – Mobility Clause, a Member highlighted that employees should not be disadvantaged because they did not have access to their own transport, page 18 of the Agenda refers.  In response, the Assistant Director (Corporate) advised Members that all East Lindsey District Council employees had access to carpool cars and were encouraged to use them.

• A Member further queried the impact for employees who did not drive.  In response the Head of Organisational Development and HR (PSPS) explained to Members that travel needs were dependent on the individual requirements of specific roles. 

• A Member queried whether the same terms and conditions would apply to PSPS.  In response the Head of Organisational Development and HR (PSPS) advised Members that PSPS had its own terms and conditions of employment.

• A Member queried whether the terms and conditions alignment was compliant with the Employment Rights Act 2025.  In response the Head of Organisational Development and HR (PSPS) explained to Members that employment legislation was progressing through a phased implementation.

• A Member queried the ways in which Local Government Reorganisation (LGR) would affect employee terms and conditions.  In response, the Head of Organisational Development and HR (PSPS) assured Members that change would not occur immediately and that  ...  view the full minutes text for item 91.

To receive a report from the Group Information Manager and Data Protection Officer.

The Chairman welcomed Richard Steele, Group Information Manager and Data Protection Officer to the Meeting to present the Data Protection Policy and Records Management Policy, pages 39 to 58 of the Agenda refer.

Members were advised that the Council’s Data Protection Policy and Records Management Policy has been reviewed to ensure the Council’s compliance with the latest statutory requirements, including the UK GDPR, Data Protection Act 2018, and the new Data Use and Access Act 2025 (DUAA), and to align the policies across the South & East Lincolnshire Councils Partnership (SELCP).

Members were invited to put their comments and questions forward.

• A Member queried whether a rating out of 10 could be given for Members and officers adhering to the Data Protection and Records Management policies.  In response, the Group Information Manager and Data Protection Officer advised Members that the correct position was to comply fully with the policy, while acknowledging the challenges with implementation.

• A Member requested clarification on the timescales for the data protection and records management policies being brought back to the Committee for review.  In response, the Group Information Manager and Data Protection Officer advised Members that he would seek clarification for the review period which applied to ELDC.

No further comments or questions were received.

Following which, it was

RESOLVED:

That the Data Protection Policy and Records Management Policy be noted and recommended to the Executive Board for approval at its Meeting on 19^th February 2026.

N.B. Councillor Alex Hall and Richard Steele, Group Information Manager and Data Protection Officer left the Meeting at 12.50pm.

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 Meetings held on 17^th December 2025, pages 59 to 62 of the Agenda refer.

The Outside Body Appointee commented that the HSC was chaired effectively and that Committee Members were always afforded the opportunity to raise local concerns.

The Chair expressed concern that representatives from other local authorities had failed to attend Health Scrutiny Committee meetings and remarked that substitutes could attend when appointed Members were unavailable.

N.B. Councillor Alex Hall returned to the Meeting at 12.52pm.

Members were invited to put their comments and questions forward.

• A Member queried whether the Integrated Care Board (ICB) was doing all it could to address the challenges facing the East Coast.  In response, the Outside Body Appointee explained to Members that staffing shortages was the most significant difficulty for the ICB.

• Members discussed the difficulties of recruitment and retention, noting that career progression opportunities were often greater in larger urban areas compared to rural Lincolnshire.

• The Chairman acknowledged that many of the issues facing health services in Lincolnshire were not unique, referencing an example of long waiting times and pressures which were similarly experienced in London and elsewhere.

• Members discussed A&E pressures, GP capacity and funding arrangements and noted that GP funding had significantly reduced over recent years, a point previously highlighted by Dr Reid Baker during his presentation at the Reserved Members’ Day on 10 December 2025.

• A Member queried the number of questions which had been submitted in advance of the February 2026 meeting when the Chief Executive of the ICB Cluster was due to attend.  In response, the Democratic Services Officer confirmed that a series of questions had been received from Members and forwarded to the ICB.  In follow-up the Chairman encouraged Members to prepare further questions in advance of the meeting.

• Members raised concerns about the increasing use of triage systems in GP surgeries, noting that waiting rooms often appeared empty and questioning whether patients were being seen face-to-face.

• A Member commented on the potential risks of over-reliance on telephone consultations, particularly for older residents and those without reliable phone access, or where symptoms might be misunderstood or under?reported.

• Members further discussed inconsistencies in current systems and whether there were plans to track graduates from Lincoln Medical School to establish whether they remained working within Lincolnshire or had left for opportunities elsewhere.

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

To receive a written update.

Rebecca James, Scrutiny and Policy Officer referred Members to the briefing paper, pages 63 and 64 of the Agenda refer.

Members were advised that the Panel had met the previous evening, that a further meeting had been scheduled and that the final report was expected to be presented to the Committee for quality checking in February or March 2026.

To receive a written update.

Rebecca James, Scrutiny and Policy Officer referred Members to the briefing paper, pages 65 and 66 of the Agenda refer.

Members were advised that a meeting of the Panel was scheduled to take place later that evening and that the work of the Panel was progressing satisfactorily in line with expectations.

To note the Overview and Scrutiny Recommendation Tracker.

Members were referred to the Overview and Scrutiny Recommendation Tracker, pages 67 to 86 of the Agenda refer.

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

To explore the issues surrounding caravan licensing and enforcement, pages 67 to 72 of the Agenda refer.

• The Chairman requested that the Enforcement Service Manager and Councillor Tom Ashton, Portfolio Holder for Planning be invited to attend the Meeting on 31^st March 2026 to provide an update.

To monitor the implementation of Magna Vitae's 5-year plan, including Key Performance Indicators (part 2), pages 73 and 74 of the Agenda refer.

• A Member commented in support of requesting an update to the Committee in the absence of Portfolio Holder meeting notes.

Public Convenience Provision in East Lindsey

Recommendation No 1 ‘The panel recommend that Parish and Town Councils should be offered the existing free to use public conveniences in their area via an asset transfer’, page 75 to 77 of the Agenda refer.

• The Chairman referred to the January 2026 update which stated that all ELDC facilities had been refurbished.  In response, the Scrutiny and Policy Officer explained to Members that an error of wording may have occurred as not all facilities had been completed. 

• A Member stressed the need for further negotiation with town and parish councils for the refurbishment of facilities.  In response, the Scrutiny and Policy Officer explained to Members that part of the funding for toilet provision had been released whilst discussions were ongoing and that it had been necessary for the funding to be spent within set timescales.

• The Chairman highlighted that the facilities in Horncastle had remained closed.  In response, the Scrutiny and Policy Officer confirmed to Members that the facilities in Horncastle had since reopened.

• A Member commented that the original approach was to offer public convenience facilities to town and parish councils and establish whether refurbishment could be covered at ELDC’s expense.

• A Member further queried which public convenience facility had been demolished.  In response, the Scrutiny and Policy Officer confirmed that the facilities in Coningsby had been demolished as they had not been fit for purpose.

Further to a discussion, it was agreed that an update on public conveniences be requested for the March 2026 Overview Committee Meeting.

The Chairman thanked everyone for their comments.

No further comments or questions were received.

Following which it was,

RESOLVED:

That the Overview and Scrutiny Recommendation Tracker be noted.

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

Members were presented with the Executive/Council Forward Plan 2025-26, pages 87 to 98 of the Agenda refer and were invited for their comments.

• In reference to East Lindsey Age Friendly Community, a Member expressed concern regarding the focus and value for money of the Age Friendly Community initiative, stating that support should be prioritised towards younger age groups particularly those aged between 23 and 43 who were facing the greatest financial and life challenges, page 97 of the Agenda refers.  In response, the Chairman confirmed to Members that the topic was being presented to Overview Committee at a future date.  In follow-up the Democratic Services Officer confirmed that the Item had been added to the Work Programme for March 2026.

• A Member acknowledged the concerns raised but emphasised that the Council undertook a range of support activities across all age groups, including support for younger generations.

• A Member further supported the work undertaken by officers and the Portfolio Holder in delivering the Age Friendly Community initiative.

• A Member commented that the discussion had highlighted the importance of achieving balance across all age groups, noting that support needs existed among both younger and older residents.

• A Member further described a recent ward-based experience involving the Ageing Well Communities Team Leader and volunteers who had assessed local areas from the perspective of elderly and mobility-impaired residents.

• A Member spoke in further support of the work undertaken by the Ageing Well Communities Team Leader and her team, and the need to help empower residents to seek assistance.

• The Chairman acknowledged that the district had a higher-than-average elderly population.

Following which it was,

RESOLVED:

That the Executive/Council Forward Plan 2025-26 be noted.

To consider the Overview Committee Work Programme 2025/26.

Members were presented with the Overview Committee Work Programme 2025/26, pages 87 to 98 of the Agenda refer.

• Members discussed the schedule of meetings for 2026/27 and requested that a draft meetings programme be circulated as soon as possible, as limited forward planning made it difficult to arrange annual leave and other commitments.

• Councillor Travis Hesketh offered his apologies for the next Meeting of the Committee on 24^th February 2026.

• A Member queried the current printing practices for Committee papers and asked whether colour documents could be printed in black and white to save ink costs.  In response, the Assistant Director (Corporate) explained to Members that colour was necessary in certain circumstances to differentiate between different information and advised that the removal of colour coding could be considered should it be the Committee’s preference.

Following which it was,

RESOLVED:

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

An Extraordinary Meeting of the Committee had been convened for 24th February 2026. The date for the next programmed Meeting of the Committee was confirmed as 31st March 2026.