Agenda and minutes

The Chairman opened the meeting and welcomed all present to the first virtual meeting of Full Council.

 

Since Council had last met, Council had lost one of its most valued members, a Member who served for over 19 years and was a stalwart across the Chamber floor, Councillor Charles Lewis Strange.

 

The Chairman paid his own personal tribute to Councillor Strange whom on a personal level he considered a friend who could always be relied upon for guidance and support, he was kindness itself.

 

The Chairman asked all colleagues present to join him in a minute’s silent reflection for this wonderful gentleman, following which a number of Members paid their own personal tributes to Councillor Strange, including the Leader of the Council, the Leader of the Opposition, Members from all political persuasions and those who had known him for a “lifetime”.  Fond words and fond memories were shared and all who knew him would sorely miss Councillor Strange.

 

The Monitoring Officer was requested to undertake the formal roll-call to confirm all Members were in attendance.

 

Before the roll-call commenced, the Opposition Leader made reference to a recent article in the Market Rasen mail and questioned the source of the story and what safeguards the Monitoring Officer could put in place to protect Members from abuse whilst in their homes.

 

In responding, it was noted that, whilst not recommended for transparency purposes, Members were permitted to turn off their camera whilst in a meeting.

 

The roll-call was undertaken.

 

 

To confirm as a correct record the Minutes of the previous meeting held on 2 March 2020.

a)      Minutes of the Meeting of Full Council held on 2 March 2020

 

Opposition Members questioned statements contained in the Leaders’ Announcements on Page 17 and 18 respectively.  The Leader confirmed these statements were accurate at the time they were made.

 

Following further similar comments ,a Point of Order was raised regarding the purpose of minutes, this being to confirm their accuracy as a record rather than to debate their contents.

 

Whilst accepting this fact several Members indicated they would be voting against the minutes.

 

RESOLVED that the Minutes of the Meeting of Full Council held on 2 March 2020 be confirmed and signed as a correct record.

 

Following the vote a Member raised a Point of Information, challenging those Members who had voted against the minutes and reminding the meeting again of the purpose of the minutes.  General challenge was offered around Members conduct.  In response, a Councillor re-stated his position and his right to do so.

 

 

 

Members may make any declarations of interest at this point and may also make them at any point during the meeting.

Councillor David Cotton declared a personal interest in relation to agenda item 9 (c) (Appointments to Vacancies on Sub-Committees Boards and Other Bodies) and its reference to Crematorium Working Group due to him undertaking funeral services as part of his role within the church.

The Chairman introduced the report advising Members that the report would be taken “as read” unless Members’ had any questions.

 

With no questions posed and with no requirement for a vote, the Matters Arising were DULY NOTED.

 

i)             Chairman of Council

ii)            Leader of the Council

iii)           Chief Executive

Chairman

 

The Chairman started his announcements by paying his own tribute, and he was sure, and that of all Members, to the Officers, who through the last difficult months had ensured the council retained the highest level of service to the people of West Lindsey.

 

The Chairman also acknowledged the difficulties many staff would have faced working from home whilst juggling family concerns  and commitments, like many across the country and thanked them for rising to the challenge.  He highly commended those Officers whom had been re-deployed to ensure essential services had maximum capacity.

 

A number of events the Chairman had had the pleasure in attending, on behalf of the Council, prior to the Lockdown, were shared with Members these had included: -

 

The well attended launch of the West Lindsey Good Cause Lottery Launch at Hemswell Court on 3 March;

Civic functions hosted by both North Lincolnshire Council and Market Rasen Town Council on 6 and 8 March respectively

The opening of the welding and fabrication suite at Gainsborough College on 13 March where it had been a pleasure to accompany Sir Edward Leigh to the event.

And finally attendance at the Market Rasen Races Family Day Event partly sponsored by West Lindsey District Council on 15 March.

 

The Lockdown had seen a number of the Chairman’s own events cancelled most notably the Annual Community Awards and his much anticipated Charity concert. It was hoped both events could be re-arranged once Government advice allowed.

 

Lockdown had brought with it the opportunity to experience some events on a virtual platform for the first time, such as the Lincolnshire Show and the Mayflower 400. Whilst the experience had been different nothing could quite beat the atmosphere of the real thing!  

 

 

Leader

 

The Leader addressed Council and updated the Chamber in respect of the following matters: -

 

It had been several weeks since Council had last met and the Leader was hopeful it would not be long before we could meet again at the Guildhall.  He understood from the Secretary of State, the Rt Hon Robert Jenrick MP, that Government advice would soon be available to help facilitate this. 

 

When last addressing Council the Leader had hoped that that LGA Peer Review would have been discussed and published, he apologised that this had not been feasible owing to the Covid 19 pandemic.  He remained committed to the outcome of the report and hoped to be able to complete this by the Autumn of this year.

 

The Leader spoke of how tremendously proud he had been of the Council Officers over the past 3 months as they had played their part in providing the civil response to the national emergency. 

 

Thirty seven members of staff had been re-deployed from their regular duties to new roles supporting the work related to Covid 19; and many others have remained in their posts albeit the vast majority of them working from home continuing to provide the public services local residents relied on.  Meanwhile, the refuse collection  ...  view the full minutes text for item 5.

The Chairman confirmed to the meeting that no questions had been received from members of the public.

 

Councillor John McNeill, Ward Member for the Market Rasen Ward, submitted the following question to the Chairman and the Leader of the Council: -

 

“Chairman and Leader, during and after the easing of the Coronavirus lockdown the requirements regarding isolation and social-distancing do not appear to have always been met at Willingham Woods in my ward.  Do you agree that any lack of attention to the regulations by an individual endangers the safety of everyone, potentially with fatal consequences?  Unfortunately, according to our officers, the enforcement of the appropriate regulations are a Police matter and not something that West Lindsey District Council can take up directly.  Therefore can I ask you to write to the Police and Crime Commissioner and Chief Constable of Lincolnshire Police to request that more is done by Lincolnshire Police to ensure that Willingham Woods is a safe place, where the threat of the spread of Coronavirus (Covid-19) is limited as far as possible?

 

Thank you

Councillor J McNeill”

 

 

The Leader of the Council, Councillor Giles McNeill, responded as follows: -

 

“Thank you to Cllr McNeill for your question regarding the issues arising at Willingham Woods.  It has been some time since I last visited, but I need not bore colleagues with tales of the county cross-country championships. 

 

I agree that the actions of individuals you outline in your question do present a greater risk to the public.  The Government has been explicitly clear that each individual needs to take responsibility for their own actions in order to help control the spread of the virus and alongside this, has granted powers to relevant agencies to ensure that, in some circumstances, this can be enforced.  I can confirm to colleagues that where situations like this have arisen, the Council have and will continue to liaise with the relevant parties, business operators and landowners, to provide advice and guidance to enable the spaces to function and operate safely. 

 

In a specific regard to Willingham Woods, I have today written to the Police & Crime Commissioner and Chief Constable of Lincolnshire Police to raise the issue relating to outdoor gatherings and seek assurances that they are taking the necessary steps to ensure that they are being done so within the requirement of the law.  Given the Government’s clear stand on outdoor activities and the burden this has placed on public spaces and the natural environment, it is essential that we all work together to ensure that these spaces feel safe and to enable all residents to enjoy them.”

 

 

No Motions have been submitted for consideration at this meeting.

The Chairman confirmed to the meeting that no motions had been submitted under Procedure Rule number 10.

To note the number of Members to be appointed to serve on each Committee in accordance with the provisions of Section 15 of the Local Government Act. 

 

The Chairman presented the report, which set out details of the political groups on the Council, the number of Members to be appointed to serve on each Committee, and the allocation of seats on each of the Committees based on political groupings.

 

This was a matter, which had been determined by the Head of Paid Service under his delegated authority, and as such, there was no requirement for a vote.

 

With no questions posed, the following was DULY NOTED: -

 

(a)    the details of the political groups, as set out in Appendix A of the report,

 

(b)     the number of Members to be appointed to serve on each committee and sub-committee; and

 

(c)     the allocation to different political groups of seats on committees/sub-committees, as set out in Appendix B of the report.

 

In accordance with the provisions of Section 16 of the Local Government and Housing Act 1989, to appoint Members to Committees for the Civic Year, in accordance with the wishes expressed by the Political Groups.

 

The Chairman of the Council presented the report which set out the wishes expressed by the political groups in respect of the appointment of Members to serve on each of the Council’s formal Committees for the 20/21 Civic Year.

 

Requests had been received that the Overview and Scrutiny be not politically balanced.

 

Members were asked to suspend the rules relating to proportionality in respect of the Overview and Scrutiny Committee and appoint the members named in the report to the respective Committees.

 

Whilst the Council had had the need to re-appoint the Committees in accordance with its duty to make appointments to Committees in accordance with the wishes expressed by political groups, all Group Leaders had indicated they have no wish to amend the Chairmen and Vice-Chairmanship appointments previously made.

 

In light of this position, Members were merely asked to re-affirm the appointments previously made to these positions.

 

With no questions posed, following a unanimous vote in favour it was

 

RESOLVED that: -

 

(a)     the rules relating to proportionality be suspended in relation to the Overview and Scrutiny; and

 

(b)    in accordance with the provisions of section 16 of the Local Government and Housing Act 1989 and the wishes expressed by political groups, the following members be appointed to serve on the Council’s committees for the remainder of the civic year as follows:

 

Chief Officer Employment Committee (10 Members)

 

Councillor Jackie Brockway – Chairman

Councillor Mick Devine

Councillor Cherie Hill

Councillor Angela Lawrence

Councillor Giles McNeill – Vice Chairman

Councillor Diana Rodgers

Councillor Lesley Rollings

Councillor Anne Welburn

Councillor Angela White

Councillor Trevor Young

 

 

Corporate Policy and Resources Committee(14 Members)

 

Councillor Owen Bierley

Councillor Matthew Boles

Councillor Stephen Bunney

Councillor David Cotton

Councillor Mick Devine

Councillor Ian Fleetwood

Councillor Paul Howitt-Cowan

Councillor Giles McNeill – Chairman

Councillor John McNeill

Councillor Mandy Snee

Councillor Jeff Summers

Councillor Robert Waller

Councillor Anne Welburn – Vice Chairman

Councillor Trevor Young

 

 

Governance and Audit Committee (7 Members)

                       

Councillor Jackie Brockway – Vice Chairman

Councillor Stephen Bunney

Councillor Tracey Coulson

Councillor David Dobbie 

Councillor Caralyne Grimble

Councillor John McNeill – Chairman

Councillor Angela White

 

 

Licensing Committee (11 Members)

 

Councillor David Cotton

Councillor Liz Clews

Councillor Tim Davies

Councillor Caralyne Grimble

Councillor Paul Howitt-Cowan

Councillor Angela Lawrence – Vice Chairman

Councillor Cordelia McCartney

Councillor Jessie Milne – Chairman

Councillor Judy Rainsforth

Councillor Jim Snee

Councillor Jeff Summers

 

 

Regulatory Committee (11 Members)

 

Councillor David Cotton

Councillor Liz Clews

Councillor Tim Davies

Councillor Caralyne Grimble

Councillor Paul Howitt-Cowan

Councillor Angela Lawrence – Vice Chairman

Councillor Cordelia McCartney

Councillor Jessie Milne – Chairman

Councillor Judy Rainsforth

Councillor Jim Snee

Councillor Jeff Summers

 

 

Planning Committee (14 Members)

 

Councillor Owen Bierley

Councillor Matthew Boles

Councillor David Cotton

Councillor Mick Devine

Councillor Jane Ellis

Councillor Ian Fleetwood – Chairman

Councillor Cherie Hill

Councillor Cordelia McCartney

Councillor Jessie Milne

Councillor Keith Panter

Councillor Roger Patterson

Councillor Judy Rainsforth

Councillor Robert Waller – Vice Chairman

Councillor Angela White

 

                       

Prosperous Communities Committee (14 Members)

 

Councillor Owen Bierley – Chairman

Councillor Stephen Bunney

Councillor Tracey  ...  view the full minutes text for item 10.

The Chairman introduced the report which sought to appoint to vacancies on a variety of sub-committees, boards and other bodies (including outside bodies) arising from the death of Councillor Lewis Strange.

 

RESOLVED  that: -

 

(a)    the following persons be appointed to the current vacancies as detailed below

 

Standards Sub-Committee	Councillor Bob Waller
Joint Staff Consultative Committee (JSCC) (Reserve Member)	Councillor Jane Ellis
Healthwatch Provider Network Meeting (YourVoice@HWL)	Councillor Mrs Diana Rodgers
Lincolnshire Forum for Agriculture and Horticulture	Councillor Tom Regis
Wold Community Transport	Councillor Tom Regis
Member Champion for Community Transport, Public Rights of Way and Rural Issues.	Councillor Tom Regis

 

(b)     the Crematorium Working Group be formally closed and its Members thanked for the work they have undertaken in completing a successful project.

 

 

Members gave consideration to a report which sought the re-designation of the statutory position of Chief Finance Officer under the provisions of the Local Government Act 1972.

 

Members praised the calibre of the Officer proposed and offered her congratulations in her absence.

 

On being put to the vote it was: -

 

RESOLVED that Tracey Bircumshaw, Finance and Business Support Manager, be designated as the Council’s Chief Finance/Section 151 Officer.

 

 

 

 

The Chairman of the Governance and Audit Committee was delighted to present the first Annual Report from the Governance and Audit Committee covering the civic year 2019 to 2020.

 

The report aimed to provide Council with an overview of the Committee's work for the year, as advised by the Chartered Institute of Public Finance Accountancy (CIPFA), and highlighted the work done and the Committee’s compliance with its Terms of Reference.

 

In presenting the report the Chairman took the opportunity to thank the Members, both elected and independent, and Officers of the Committee for their hard work and professionalism during the last civic year. In particular, recognition was paid to the Independent members, Mrs Alison Adams, Mr Andrew Morriss and Mr Peter Walton, who brought a variety of experience and knowledge to the Committee's work.  Thanks were also paid to Officers who supported the Committee with special mention going to Mr Alan Robinson, Mr James O’Shaughnessy, Mrs Tracey Bircumshaw and Mr James Welbourn as well to the the Internal Auditors, Assurance Lincolnshire headed by Mrs Lucy Pledge, and the External Auditors, Mazars.

 

The Vice-Chairman of the Committee in turn paid tribute to her Chairman for his rigorous Chairmanship.

 

RESOLVED that the work undertaken by the Governance & Audit Committee during 2019/20 be noted and supported.

 

 

 

Members gave consideration to a report which presented an initial scoping document, which allowed for an “interim” update to be provided in respect of work undertaken in progressing the Council resolution to consider environmental and other implications associated with climate change. The report presented set out a strategy development plan, as requested by Council and had been recommended to Council by the Prosperous Communities Committee

 

Councillor Coulson, as Chairman of the Working Group, presented the report to the meeting and highlighted several key points including, the work undertaken to-date (Section3 of the report); the Interim findings (Section 4 of the report) and arising from this, the proposed way in which the Strategy would be developed: namely by adopting the Asden toolkit, which would provide a robust framework around which the Strategy could be built.

 

Debate ensued and the report on the whole was welcomed as was the proposed approach.

 

It was suggested that Officers should be encouraged to complete the Climate Related Risks and Opportunities box on all committee reports as this work progressed.  The need to ensure linkages to the Council’s Corporate Plan was also raised.

 

The planned consultation work was outlined.  Some suggested whilst a strategy was important, there was a need to take action and be more precise about what issues the Council was going to tackle and challenge and how it was going to look at its services and policies to encourage and if necessary enforce change for example through the planning process. 

 

This led to lengthy debate around the need for Central Government to greater support the need for climate change through legislation; for buildings standards to be reformed; for the planning regime to be over-hauled and for there to be changes in funding to support rural communities, and increased public transport.

 

There were aspirations to include such requirements in the Local Plan review but without a change in legislation there was no mechanism to do such.  All were in agreement there was a need to continue to lobby the Government for changes.

 

In response to comments the Chief Executive advised lobbying was undertaken at every opportunity and this would continue to be the case.  The County Council were in receipt of circa £54m funding for climate change and he undertook to ascertain with LCC how they intended to use the fund across the county.  With regard to the planning regime, the Council was duty bound to develop policy in-line with Government guidance.  There was real commitment as part of the Local Plan review to ensure climate impact was taken into consideration, as far as guidance allowed.  Specialist resource had been commissioned to ensure this matter could be explored to its fullest extent.  A word of a caution was expressed in that the authority must ensure it retained its housing land supply, else it risked losing control of such decisions. This was fine balance that needed to be taken into consideration.

 

The Group were thanked for their work to-date

 

 

RESOLVED  that : -

 

(a)     the  ...  view the full minutes text for item 14.

This report serves as an aide for a wider general discussion by Elected Members on the impact of COVID 19 on West Lindsey District Council’s Residents, Services, Performance and Finances to date.

 

Members will also receive verbal information from Derek Ward, Director of Public Health Lincolnshire during the meeting and will be provided an opportunity to ask questions of him.

The Chairman formally welcomed Mr Derek Ward, Director of Public Health Lincolnshire, to the meeting. 

 

Mr Ward gave a brief presentation to Members (copy appended) starting by outlining the current number of confirmed cases across the county, the headlines being: -

 

•      1149 cases, 143 confirmed deaths in Lincolnshire

•      Lincs 152 cases per 100,000 population – lowest in Midlands (excluding Rutland)

 

Members were provided with data to demonstrate how West Lindsey faired in comparison to other Lincolnshire areas, with Mr Ward pleased to report that West Lindsey did in fact have the lowest infection and mortality rates.  A number of statistical slides were shown to demonstrate trends over the recent weeks and months.

 

Finally, Mr Ward concluded by providing information around the developing track and trace programme, the role of Local authorities within this structure and the operation and tactical response arrangements in place between the County, Districts and Public Health England to deal with outbreaks & complex cases.

 

Members sincerely thanked Pubic Health England for their sterling work and the support provided to communities during these unprecedented times.  Whilst the pandemic had brought with it some extremely difficult situations, it also had helped organisations realise the move to on-line services, often increasing access to services for the most vulnerable and isolated, at an accelerated pace.  It was confirmed that on-line services were expected to become the new normal for a far greater number of services and would likely remain indefinitely in some form. 

 

There followed a period of questioning by Members during which questions were raised regarding, the basis of the statistics, anti-body testing, the average number of tests being administered per week across the District compared to nationally, and when a return to routine surgery and increased capacity in serious illness care would be seen.

 

In responding, Members were advised data was assigned to a person’s address, as opposed to where the tests were carried out, however there was frustration that Public Health England did not directly receive information to this level.  In respect of anti-body tests, these posed some operational challenges.  Those deemed reliable did  require a full blood test in a hospital setting.  Furthermore it was still unclear even if the presence of anti-bodies was detected, what level of protection this offered a person, or for how long.  This was still something very much being researched, with this being a new virus there were many unknowns. Track and Trace was expected to continue to be developed and it was also anticipated there would be a national review of the response.  Assurance was offered that all agencies were taking much learning from the each situation as it developed.

 

PHE did not currently get testing stats to allow regional comparisons, this was again something that was anticipated and had been requested and pushed for from Central Government.  Once received such analysis could be undertaken and would be shared back through the Lincolnshire Resilience Forum on which the District Council was a partner. Data other than national data was  ...  view the full minutes text for item 15.