Apologies for absence were received from Councillors Martin Foster and Adam Grist.

No disclosures of interest were received.

To confirm the Open and Exempt Minutes of the Meeting held on 8 May 2024.

The Open and Exempt Minutes of the Meeting held on 8^th May 2024 were confirmed as a correct record.

No outstanding actions for this Meeting.

There were no Actions from the meeting held on 8^th May 2024.

To consider the Council’s Performance and Governance Framework at the end of Quarter 4 2023/24 (January to March 2024).

That the performance and risk information contained within the report and appendices be noted.

A report was presented to bring together information relating to the Council’s Performance and Governance Framework at the end of Quarter 4 2023/24 (as at March 2024).

During his introduction of the report the Leader of the Council highlighted that in total there were currently 77 KPIs for East Lindsey District Council, 35 of which were trend only indicators. 29 KPIs were meeting or exceeding their target, 5 KPIs were within tolerance, and 6 were below target. 2 indicators were not currently available.

The Leader acknowledged that Portfolio Holders would be aware of particular issues that affected their own portfolio holder area and asked them to make sure that any issues they had were addressed.

RESOLVED

That the performance and risk information contained within the report and appendices be noted.

Reasons

To monitor delivery of performance and governance objectives and to support future planning and decision making within the Council.

Other Options

Alternative reporting arrangements.

To request capital funds to replace a number of Pool Cars.

·       That the addition of £49,240 to the Capital Programme to enable the purchase of pool car vehicles as set out in this report be approved.

·       That Capital funding via way of MRP (Minimum revenue provision) with the financing spread over a 7 year term, equivalent to the anticipated life of the asset be approved.

A report was presented to approve a request for Capital Funds to replace a number of Pool Cars.

The report enabled consideration of the details below in relation to the request for funds.

ELDC owned and operated a total of 17 ‘pool cars’ for use by staff to undertake ordinary business duties. The current fleet consisted of 12 small petrol hatchback vehicles purchased throughout 2017-2021, along with 5 small Diesel vans purchased throughout 2017-2018.

Some of the older petrol vehicles had now passed beyond their economical useful life and were in need of renewal.  As part of the Council’s ambition to reduce its environmental impact the report proposed trialling electric pool cars.

This report, therefore, requested capital funds to enable the disposal of 3 Citroen C1 hatchback vehicles and replace them with 3 full EV Nissan Leaf as an initial trial for use of EV vehicles for pool car use.  

During discussion, Members fully supported the recommendations.

RESOLVED

·       That the addition of £49,240 to the Capital Programme to enable the purchase of pool car vehicles as set out in this report be approved.

·       That Capital funding via way of MRP (Minimum revenue provision) with the financing spread over a 7-year term, equivalent to the anticipated life of the asset be approved.

Reasons: 

The vehicles are no longer considered fit for purpose. Replacement vehicles are necessary to ensure staff can continue to undertake site visits, inspections and attend meetings.

Other Options

Option 1 – ‘Replace with like for like petrol vehicles’ - Not recommended due to decarbonisation plans and needs to trial suitability of EV Vehicles.

Option 2 – ‘Do nothing’ – Not recommended – the 3 Citroen C1 vehicles identified for disposal are now in excess of 7 years old.  The vehicles are now incurring increased maintenance costs and the fleet manager is recommending them for disposal.

Option 3 – ‘Reduce fleet size, dispose of 3 x Citroen C1 and not replace’ – Not recommended due to the need to provide sufficient pool fleet vehicles for staff to undertake ordinary business duties. Reducing fleet size would severely impact ordinary business operations.

To appoint members to the Shareholder Supervisory Board for Invest East Lindsey Limited.

1.    That 3 Executive Board Members (Councillors Tom Kemp, Craig Leyland and Martin Foster), the Chairman of the Overview Committee (Cllr Fiona Martin), the Chief Executive (Rob Barlow), the Section 151 Officer (Christine Marshall) and the Deputy Chief Executive – Programme Delivery (Adrian Sibley) be appointed to the Invest East Lindsey Shareholder Supervisory Board for a term of four years.

2.    That Councillor Tom Kemp be appointed as Chairman for the Shareholder Supervisory Board.   

A report was presented to seek appointment of members to the Shareholder Supervisory Board for Invest East Lindsey Limited.

The Shareholder Supervisory Board’s Terms of Reference set out the membership of the Board.  Appointments were for a four-year term and were due for renewal. 

Nominations were sought for three Executive Board appointments, in addition to the Chairman of Overview Committee, the Chief Executive, the Section 151 Officer and the Deputy Chief Executive (Programme Delivery) as set out in the Terms of Reference.

It was Proposed and Seconded that Councillors Tom Kemp, Craig Leyland and Martin Foster be appointed to the Invest East Lindsey Limited - Shareholder Supervisory Board and that Councillor Tom Kemp be appointed as Chairman of the Board.

RESOLVED

1.    That 3 Executive Board Members (Councillors Tom Kemp, Craig Leyland and Martin Foster), the Chairman of the Overview Committee (Cllr Fiona Martin), the Chief Executive (Rob Barlow), the Section 151 Officer (Christine Marshall) and the Deputy Chief Executive – Programme Delivery (Adrian Sibley) be appointed to the Invest East Lindsey Shareholder Supervisory Board for a term of four years.

2.    That Councillor Tom Kemp be appointed as Chairman for the Shareholder Supervisory Board. 

Reasons

To ensure the Council has suitable representatives in place to monitor the work of Invest East Lindsey Limited. 

Other options

Do not make appointments – not recommended.

To consider approval for a new South & East Lincolnshire Councils Partnership Environment Policy to underpin the Sub-Regional Strategy.

That the Environment Policy be approved for adoption.

A report was presented to seek approval for a new South & East Lincolnshire Councils Partnership (SELCP) Environment Policy to underpin the Sub-Regional Strategy.

During his introduction of the report, the Portfolio Holder for Community Safety, Leisure and Culture and Carbon Reduction advised Members that the Council’s existing Environment Policy was developed in 2020 to underpin the Corporate Strategy 2020-2030 and the strategic aim to adapt to meet the challenge of a changing natural environment.  This document had been replaced by the new Sub-regional Strategy for the South and East Lincolnshire Councils Partnership which provided an opportunity to align the Environment Policy across the three Councils and underpinning the new Environment priority in the Sub Regional Strategy.

The new SELCP Environmental Policy detailed at Appendix A set out the key themes and priorities that underpinned the strategic aim of the region.  A sub regional strategy monitoring the environmental policy would be driven by the performance management framework and annual delivery plan as outlined in the sub regional strategy.

The Portfolio Holder for Planning stated that he fully endorsed the policy and drew attention to Theme Three ‘Enhancing our built environment’, page 72 of the Agenda refers and was more optimistic following conversations with the Central Lincs Local Plan that subject to any changes in planning policy coming forward by the new government that ELDC may be able to follow cover of the government’s ambition on energy efficiency for new housing development schemes.

The Leader of the Council welcomed the paper and responded that it was good for the sub-region and for ELDC’s residents.

During discussion, Members fully supported the recommendation.

RESOLVED

That the Environment Policy be approved for adoption.

Reasons

To ensure the Environment Policy is in line with the new Environment priority contained within the Sub-Regional Strategy.

Other Options

Not to update the Environment Policy.

To make appointments to Outside Bodies and White Ribbon Ambassador & Champion roles.

Appendix A is to follow.

1)             That the Leader of the Council be delegated to appoint representatives to the various outside bodies detailed at Appendix A to the report presented;

2)             That Councillors William Gray and Claire Arnold be appointed to the male/female roles as a White Ribbon ambassador and champion as detailed at Appendix A to the report presented.

A report was presented to enable consideration of the appointments to Outside Bodies and White Ribbon Ambassador and Champion roles.

The report considered appointments to the various outside bodies which were within the remit of the Executive Board, as required by the Council’s Constitution as set out at Appendix A.  Full Council appointments to outside bodies were agreed for 2024/25 at the Council’s Annual Meeting on 22nd May 2024. 

The report also recommended that Councillors be appointed to the White Ribbon ambassador (male) and champion (female) roles as supported in the Motion to Council on ending violence against women and girls, Minute No. 95 from the Council Meeting held on 28 February 2024 refers.

It was Proposed and Seconded that Councillor William Gray be appointed as Male Ambassador and Councillor Claire Arnold be appointed as Female Champion.

During discussion, Members fully supported the recommendations.

RESOLVED

1)    That the Leader of the Council be delegated to appoint representatives to the various outside bodies detailed at Appendix A to the report presented;

2)    That Councillors William Gray and Claire Arnold be appointed to the male/female roles as a White Ribbon ambassador and champion as detailed at Appendix A to the report presented.

Reasons

To support the work of outside bodies. To support the Council’s commitment to ending violence against women and girls.

Other Options

Do not make the appointments or make alternative appointments.

To consider approval of the receipt by East Lindsey District Council of project funding from Lincolnshire County Council in respect of Alford Windmill and to increase the Council’s approved capital programme to reflect this extension to the project. 

PLEASE NOTE THIS ITEM HAS BEEN DEFERRED TO A FUTURE MEETING.

Members noted that this Item had been deferred to a future meeting.

The programmed date for the next Meeting of this Board will be Wednesday 18 September 2024.

The next meeting of Executive Board was noted as Wednesday 18^th September 2024.

RESOLVED

That under Section 100(a)(4) of the Local Government Act 1972, the press and public be excluded from the meeting for the following item on the grounds that, if they were present, there could be disclosed to them exempt information as defined in paragraph 3 of Part 1 of Schedule 12A of the Act (as amended).

Exempt report to follow.

That the recommendations contained within the Exempt Report be approved.

An Exempt Report was presented for consideration.

RESOLVED

That the recommendations contained within the exempt report be approved.

Reason:

As contained within the Exempt Report.

Other options:

As contained within the Exempt Report.

To consider an Exempt report.

That the recommendations contained within the Exempt Report be approved.

An Exempt Report was presented for consideration.

RESOLVED

That the recommendations contained within the exempt report be approved.

Reason:

As contained within the Exempt Report.

Other options:

As contained within the Exempt Report.

To consider an Exempt report.

That the recommendations contained within the Exempt Report be approved.

An Exempt Report was presented for consideration.

RESOLVED

That the recommendations contained within the exempt report be approved.

Reason:

As contained within the Exempt Report.

Other options:

As contained within the Exempt Report.