Agenda and minutes

The Chairman welcomed Members and Officers to the meeting.

A warm welcome was also extended to Mr Bryan Mander, Chairman of the Hemswell and Harpswell Neighbourhood Planning Steering Group, and Chairman of Hemswell Parish Council, who would later in the meeting present the Group’s successful Plan to Full Council

To confirm and sign as a correct record the Minutes of the Full Council Meeting held on 23 January 2023.

RESOLVED that the Minutes of the Meeting of Full Council held on 23 January 2023 be confirmed and signed as a correct record.

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

No declarations of interest were made at this point of the meeting.

For the avoidance of doubt, the Chairman advised the Chamber that Members were not required to make declarations in respect of the Council Tax Setting (Executive Business Plan/MTFP) Report, as this was an area in which all Councillors were granted an exemption by the relevant legislation.

Setting out current position of previously agreed actions as at 24 February 2023.

The Chairman introduced the report, advising Members that the report would be taken “as read” unless Members had any questions that they wished to raise.

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

i)              Chairman of Council

ii)             Leader of the Council

iii)            Head of Paid Service

Chairman

The Chairman addressed Council and advised that whilst it had been a rather quiet period for civic engagements, the Strategic Away Day for all Councillors had been most useful and very informative.   Thanks were expressed to all those involved with arranging the day and to all those who contributed to its smooth and efficient running.

Referencing fellow Councillor, Councillor David Cotton, who at the last meeting had addressed Full Council – the Chairman shared good news. Councillor Cotton was progressing very well and feeling much better. Well wishes were extended for a continued and speedy recovery.

Leader

The Leader made the following address to Council: -

“The Inaugural meeting of the Further Education Task Force was held in this room on Wednesday, 22 February and was highly insightful, positive and productive.  In particular the engagement, enthusiasm and support of colleagues from throughout the educational, manufacturing and related sectors gave considerable confidence that real and measurable progress can be delivered on behalf of our young people.  This is not only a duty we all share, but also a vital factor in ensuring we collectively achieve and maximise the full potential of our area and the communities within it.

Research commissioned by the Rural Services Network (a Special Interest Group within the Local Government Association) last year showed that rural areas are suffering more acutely from the increase in the cost of living compared with urban areas.  To better understand the impact this has on individuals, households and indeed communities, the RSN has now launched a survey in partnership with the Citizens Advice Rural Issues Group to provide data to help to engage more effectively with Government Departments, MPs and other policy makers.  The link to take part is:

https://www.surveymonkey.co.uk/r/Rural_Households_Cost-of-Living

This survey will close on Friday, 31st March 2023 and clearly the greater the response the better, so please share it widely!   

The Elections Act 2022 introduced a requirement for all voters at a polling station to present photographic identification such as a UK passport, a photocard driving licence, or a bus pass.  Anyone without an accepted form of photo ID can apply for a Voter Authority Certificate either on-line at https://www.gov.uk by post from the DLUHC, or in person at the Guildhall in Gainsborough, but applications will close at 5.00 pm on Tuesday, 25 April.  Alternatively, electors may wish to consider applying for a postal vote, for which the closing date is 5.00 pm on Tuesday, 18 April.  Polling day is on Thursday, 4 May from 7.00 am - 10.00 pm.

It is especially pleasing to report that West Lindsey District Council is one of the six authorities to have been shortlisted in the Council of the Year category in the Local Government Chronicle (LGC) Awards 2023.  This is a really significant achievement, fully reflecting the commitment, enthusiasm and successes of our team.  Indeed, ours is the only District to have been shortlisted, the other Councils, from throughout the United Kingdom, all being much larger organisations.

Finally, Chairman, whilst I  ...  view the full minutes text for item 135.

Questions, if received, under this Scheme will be published by way of supplement following closure of the deadline.

The Chairman advised the meeting that no public questions had been received.

Questions submitted by Members under Procedure Rule No.9 will be published by way of supplement following closure of the deadline. – RECEIVED QUESTIONS NOW ATTACHED.

The Chairman advised the meeting that one question pursuant to Council Procedure Rule No.9 had been submitted to the meeting.  This had been circulated to all Members, separately to the agenda, and published on the website.

The Chairman invited, Councillor David Dobbie, Ward Member for Gainsborough East, to put his question to the Leader as follows:-

“Leader

Why was the Grant funding that was available for Local Authorities that do not have a Changing Place within their area not accessed last year? 

This fund gave priority grants to Local Authorities that did not have any such facilities within their authority?

Thank you.”

The Leader of the Council responded as follows: -

“The Department for Levelling Up Homes and Communities published the Changing Places Fund Prospectus inviting councils to submit expressions of interest for funding to create new Changing Places Toilet Facilities.  Officers assessed the expression of interest and the requirements of the fund. The fund was targeted at the repurposing of existing toilet facilities, with a view to increasing the size and provisions available. The new facilities would be expected to be larger than a disabled toilet, make provisions for equipment such as hoists, privacy screens, adult-sized changing benches, peninsula toilets and space for carers.

In order to assess how we could upgrade our current facilities we reviewed all Council owned WC facilities across the district. This included at the West Lindsey Leisure Centre and Market Rasen Leisure Centre. Unfortunately, none of our current facilities could accommodate the requirements of the Changing Places Fund. The exception to this is the West Lindsey Leisure Centre, where there is actually a Changing Places facility already available.

We then considered how we could build a Changing Places facility into the new cinema development. We discussed the options with Savoy, and unfortunately, due to the fact that the toilets and main servicing routes are contained within the stairwells, there was not the space that would be needed to create the hoist facilities and host the additional facilities needed. In addition, we did have concerns regarding accessibility during the hours when the cinema would be closed and this would have been challenging by the letter of the funding guidance.

The matter was considered by the Land Property and Growth Programme Board and it was determined that unfortunately at the time of the funding opportunity we were not in a position to develop an option that would meet the funding requirements. We have kept the idea firmly on the table and will continue to look at other options for the delivery of such a facility.”

Having sought and received permission to ask a supplementary question Councillor Dobbie made a statement regarding his understanding from campaigners about the lack of changing places in the District adequate for registration within the organisation, and the need for that to change. He encouraged greater engagement the local campaigners he had referred to in wider correspondence, given their knowledge of the issues.

The Chairman requested a supplementary question be put, as  ...  view the full minutes text for item 137.

No motions have been submitted for this meeting.

The Chairman advised the meeting that no motions, pursuant to Council Procedure No.10 had been received.

Members gave consideration to a report to fully ‘make’ (adopt) the Hemswell and Harpswell Neighbourhood Plan following a successful referendum. Once adopted the plan would become part of the development plan for the District and would have major influence on planning application decisions in both parishes.

In the absence of the Ward Member, the Chairman of Council introduced the report and advised Members the Neighbourhood Plan had been prepared by a residents’ steering group on behalf of both parish councils; congratulating the Group for their time and effort in ensuring the Plan reached the final stage.

Members’ attention was drawn to the compliments of the Examiner on the Plan and its policies, and detailed in the report.

The Hemswell and Harpswell Neighbourhood Plan had involved two rounds of public consultation and had been successful at examination and recently at referendum, which had seen residents voting 86% in favour of the Plan. In the wider context, the adoption meant that West Lindsey now had 24 adopted Plans and 19 in preparation.

The Chairman again welcomed Councillor Bryan Mander, Chairman of Hemswell Parish Council, to the meeting and prior to Members debating the matter invited him to make a short address to Council and present the successful Neighbourhood Plan.

Councillor Mander, addressed the meeting and made the following short address: -

“I'm pleased to be representing Hemswell and Harpswell, Neighbourhood Plan Steering Group and Hemswell Parish Council, and for having the opportunity to hand over this document to West Lindsey District Council for its consideration for adoption. 

This moment has been a long time coming as we designated the area back in April 2017, and since then, steering groups navigated quite a few hurdles in the process and a global pandemic, so we finally arrived at this point.

We have been very proud to continuously involve the communities of both Hemswell and Harpswell and other relevant statutory bodies in developing the Plan. Identifying and detailing within the document, what the community felt was important for consideration with regard to the planning and development, and we've kept them appraised of the Plan’s development and sought their feedback throughout the process.

We've also utilised, recognised Planning and Heritage consultants to help develop the Plan and the supporting documents, and we are very proud of the document that we've created. I would also like to thank Nev Brown, a senior planning officer, for his assistance during the creation of the Plan and, as has been mentioned, the External Examiner in his report was, in our opinion, very complimentary.  He not only concluded the Plan met the basic conditions but he also commended the collaborative approach the Neighbourhood Plan Steering Group had taken during the development of the Plan.

We are therefore extremely happy to receive that resounding 86% vote in favour of the Plan and I'm therefore proud to present this Plan to the Council for its consideration for adoption.

The Chairman of Council then formally received the Plan from Councillor Mander to a  ...  view the full minutes text for item 139.

Members gave consideration to a report which presented the Executive Business Plan and the Medium Term Financial Plan (MTFP) for 2023/24 onwards.  The purpose of the MTFP was to set a robust overall framework for the Council’s Financial Strategy and spending plans over the next five years in supporting delivery of the Council’s Corporate Plan.  The report outlined the revised financial plans within the financial analysis for changes in Government Funding, the economic environment, local engagement and Council priorities. The Plan reflected the revisions approved to previous estimates and covered the period up to 2027/28.

The Section 151 Officer advised that the report proposed a balance budget for 2023/24 without draw-down from general fund balances. Members were advised the final Local Government Finance Settlement was delivered in February 2023 and had included announcement of a further year’s New Home Bonus for 2023/24.  This additional funding would be allocated to the Growth Reserve and also a new Funding Guarantee Grant for one year. The re-setting of Business Rates and a wider review of Local Government funding were not now expected until 2025/26.  This delay provided the Authority additional time to consider savings which would likely be required from 2025/26 onwards.  The magnitude of these savings was currently unknown but Local Government Funding was expected to be reduced in the medium to longer term.

The Section 151 Officer drew Members’ attention to the change in referendum threshold for 2023/24 and 2024/25.  With Council now being allowed to increase Council tax by 3% or £5 (which ever was the greater) (previously 2 % or £5….).  As such the MTFP was predicated on a Council Tax rise of 2.99% for 2023/24 and 2024/25 before reverting back to 1.99% thereafter.  Members noted for 2023/24 this equated to an annual rise (for West Lindsey’s element) of £6.80p for a Band D property or the equivalent of 13p per week.

Members’ attention was drawn to the reserves section of the MTFP which included a recommendation to set up a new “Invest to Save” reserve.  It was envisaged this would provide initial investment in projects which would deliver savings in the medium to longer terms.  The report requested £500,000 be transferred into this new reserve from the general fund balance.

Finally, Members noted the numerous appendices which formed the MTFP including the fees and charges schedules, noting the new fee, added post consideration by the Policy Committees and published by supplement prior to the meeting.  Further appendices set out the Capital Programme, the Treasury Management Strategy, including Minimum Revenue Provision Policy, details of the Council tax charges raised by each parish and the Pay Policy and Human Resources Statement.

The Leader of the Council made the following speech in response: -

“As Leader of the Council I am pleased to present our Executive Business Plan and Medium Term Financial Plan, along with the Budget for 2023/24, all of which contribute to achieving our vision of making West Lindsey a great place to be where people, businesses and communities  ...  view the full minutes text for item 140.

Members considered a report which sought to appoint Deputy Election Registration Officers to facilitate the practicalities of issuing Temporary Voter Authority Cards (VACs) under the Elections Act 2022

RESOLVED that with immediate effect Mrs Chapman, Mrs Rainsforth and Mrs Lamb be appointed Deputy Electoral Registration Officers (DEROs) for the elections to be held on 4 May 2023.