Agenda and minutes

The Chairman welcomed Members and Officers to the meeting.

A warm welcome was also extended to Mr Richard Quirk Chairman of the Independent Remuneration Panel, who would later present his Panel’s recommendations in respect of Members Allowances for the next Civic Year.

Before commencement of the formal business, the Chairman paid tribute to former District Councillor Tim Davies, who had passed away in December 2024 and who had also been the serving Mayor of Gainsborough Town Council, at the time of his passing.  Members were asked to join the Chairman in honouring Councillor Davies, with a minutes’ silence.

Following which, several personal tributes were made, with Members sharing their memories and experiences of having worked with Councillor Davies, noting how he had continued to undertake duties, despite being very ill, such was his community spirit.  The Council’s thoughts and good wishes were expressed to Councillor Davies wife and children.

Having received apologies and opened the meeting the Chairman proposed a motion to vary the order of business, seeking to take motion two prior to motion one (Agenda Item 8) stating his reasoning for this.  With the motion duly seconded, on being put to the vote, it was

RESOLVED that the order of the agenda be varied as detailed above.

To confirm and sign as a correct record the Minutes of the Meeting of Full Council held on 6 November 2023.

Having been proposed and seconded, it was: -

RESOLVED that the Minutes of the Meeting of Full Council held on 6 November 2023 be confirmed, approved 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.

The Chairman advised that for the avoidance of doubt Members did not need to make a declaration in respect of the Members' Allowance report, as this was an area in which all Councillors were granted an exemption by the relevant legislation.

No declarations of interest were made at this point in the meeting. The Chairman reminded Members that they could make a declaration at any point in the meeting should they feel it necessary to do so.

Setting out current position of previously agreed actions as at 12 January 2024.

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

With no comments or questions, and with no requirement to 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 the Council, referencing briefly some of the events with which he had been involved and attended since Council last met which had included both the Christmas and New Year period.

Firstly, referencing the Civic Carol Service, he had held on 8 December in Market Rasen, which had been well supported by the local community and enjoyed by all.  In the run up to Christmas the Chairman had also visited the various departments across the Authority to thank staff for the work they had undertaken over the year, including staff at the Arts Centre, Depot and Crematorium, as well as an invitation to the Authority’s Middle Management Meeting (WMT) to discuss the highlights and achievements of 2023.

Other events attended in the Christmas period had included a Christmas Lunch in Market Rasen, hosted by the Jockey Club, during which the Chairman presented the second donation of the year of £14,000 from the recycled metals from the Crematorium.  This was a marvellous scheme which sought to support bereavement charities in the local areas. 

Whilst it had been a sad occasion, it had also been an honour and privilege to attend the funeral of the serving Mayor of Gainsborough and former District Councillor Tim Davies. It had been uplifting to hear the many fantastic stories of his work in the local community and the impact he had on others.  

On Christmas Day the Chairman had been present at the Christmas Day lunch held in Gainsborough, hosted by volunteers for those considered vulnerable.

On behalf of the Leader, the Chairman had visited the Grammar School in Gainsborough, to attend an awards evening, it had been lovely to celebrate the successes of the young people.

Finally, the Chairman took the opportunity to thank all the staff of West Lindsey for the tremendous work that they had done during the incredible number of storms that the District had seen. The Community spirit and willingness to help one another, regardless of the hour or conditions, was something to be applauded.

Leader

The Leader made the following address to Council: -

“I have three items to report to Council, and I will try and keep my announcements brief, first of all, the Local Government Finance Settlement for West Lindsey District Council has been met with disappointment and concern.  The allocation of funds from Central Government to the Council is woefully inadequate, leaving the District struggling to meet the needs of its constituents, one of the main issues which this settlement fails to take into account, is the unique challenges faced by rural areas like West Lindsey.

The Council is responsible for providing essential services such as waste management, housing services in a vast geographical area with dispersed population centres, however, the funding provided does not adequately reflect on these demands. Inadequate funding, means more and more local government authorities are struggling to meet the demands and challenges to deliver local services. This poor financial settlement also puts additional pressure on their already stretched  ...  view the full minutes text for item 51.

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.

Questions submitted and which will be put to the meeting 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 Local Ward Member for Gainsborough East, to put his question to the Leader as follows:-

“As the WLDC Representative on the Trent Valley Internal Drainage Board I am fully aware of the Beckingham Marshes and alleviating measures on the Nottinghamshire side of the river that were put in place over a few years to try to keep this main transport artery open during such flooding events, recognising the key role the road plays in our transport network.

Having found myself using the A631 – the day before the decision was made by Nottinghamshire County Council (NCC) to close the road, it would appear, that all that investment and mitigation measures failed due to around a 100m stretch of road – near what is termed locally, as 8 Arches. The remainder of the marshes had done the job they were intended to do, and if it wasn’t for this small section of the road which sits lower and has little to no raised embankment, the travel chaos which ensued would not have resulted. In my opinion this is incompetent and renders the rest of the measures a simple waste of money.

My question is did NCC explain why they decided to close the road for the period? did they give this authority any advance warning? and further more have NCC advised us of any plans they have to improve this and any other weak points in the flood defences along the A631 to prevent a reoccurrence of this road closure during future flooding events, recognising the key role it plays in feeding this District , its businesses and residents.

Thank you”

The Leader of the Council responded as follows : -

“We were advised at the 11.30am TCG meeting on the 6^th January that Nottinghamshire Police had advised Lincolnshire Police that they were planning on closing the A631 at Trent Bridge from 15.30hrs that afternoon. As the closure was being ignored, then a physical closure was implemented on the Monday of that week.

We have since written to Nottinghamshire County Council to ask if they have any plans to improve the A631 to avoid such closures in the future, and as of today have received a response from Nottinghamshire County Council, confirming there are plans to upgrade the A631”.

The Leader of the Council undertook to share the response with the Member who had raised the question.

Motion 1

Leader, Council Members, in my capacity as Local Ward Member for Lea I have been in correspondence with  Severn Trent, in light of recent news about their profits and commitment to investing billions of pounds to support its networks..

In 2017, Lea Parish Council, highlighted issues in the area to Severn Trent and this Local Planning Authority has applied conditions to planning applications in light of the Pick Everard Report (DE-1709-989 Nov 2017) which was commissioned by Severen Trent.

That report defined and quantified a specific deficiency in the system, and further indicated  that an upgrade was required before any additional load was  to be added to the network.

Residents have experienced firsthand the lack of upgrade, when their homes and gardens have been flooded year after year. Now as we head into the autumn/winter months, they are rightly concerned it will happen again. Residents of West Lindsey deserve a better service from Severn Trent.

This report was commissioned in 2017. I believe, Severn Trent has failed  the residents of West Lindsey, as well as the environment All this time by not upgrading a system which they have identified as having a specific deficiency, and in my opinion knowingly.

In recent weeks, I have been able to ascertain from Severn Trent that they will do some temporary work by the end of the financial year (March 2024) but they have not given a timeframe for when they will upgrade or do the necessary works to the pumping station to allow for extra capacity.

Whilst a temporary measure is all very well it does not solve the issue and residents should not have to wait  another 6 years until its properly resolved. Surely we have a duty as the District Authority to ensure these much needed (by evidence of report by Severn Trent) improvements are made to systems which supply services to our residents .

We need answers and the residents need to know how long will it take to rectify this problem and who is going to bring forward a timely solution?

Ive sought assistance from  OFWAT, the Environment Agency and Sir Edward as Local MP none of whom have provided assistance to resolve this

I therefore move that Members support me in requesting the Leader, in his formal capacity, on behalf of West Lindsey District Council, urgently writes to Severn Trent Water Agency requesting answers as to when a more permanent solution will be in place,  and the needs of local residents met. 

I so move

Councillor Emma Bailiey

District Councillor for Lea Ward – Lea, Knaith Upton & Kexby.

Motion 2

Members, Climate Change has brought about not only record levels of high rainfall but also an increase in the frequency of high intensity rainfall episodes.    The result has been an increase in surface runoff, groundwater, pluvial and fluvial flooding – causing serious problems for effected householders, road/rail users, farmers etc. throughout the district, county and country.  All predictions, and indications, are that the  ...  view the full agenda text for item 54.

The Chairman advised the meeting that two Motions had been submitted pursuant to Council Procedure Rule No. 10 and these were set out on the agenda.

Noting the resolution Members had passed at the outset of the meeting, to vary the order of the agenda, taking Motion two prior to Motion one, the Chairman read aloud his motion on behalf of the Flood Working Group as follows: -

“Members, Climate Change has brought about not only record levels of high rainfall but also an increase in the frequency of high intensity rainfall episodes. The result has been an increase in surface runoff, groundwater, pluvial and fluvial flooding – causing serious problems for affected householders, road/rail users, farmers etc. throughout the district, county and country. All predictions, and indications, are that the trends will continue increasing the risk of serious flooding problems – meaning that ever-increasing numbers of people and businesses will suffer social, health, wellbeing and economic issues from water flooding incidents.

In West Lindsey agencies, voluntary/community and council groups all worked on the flooding incidents and did their very best to keep damage to a minimum and keep our communities safe. It is important that we pay tribute and thank these groups for their sterling work. However, as Storm Babet on August 20th indicates all these positive efforts were hampered by a lack of resources and co-ordinated working between the agencies. It is essential that this is addressed if the consequences of weather-related incidents are to be reduced in the future.

It is also important that resilient measures are planned and delivered to cope with the ever-increasing quantities of water from higher rainfall levels and thereby prevent the flooding from occurring in the first place. As several different agencies are responsible for the flood water – Anglian Water, Environmental Agency, Lincolnshire Highways, Lincolnshire County Council Flood Management, District Councils, Internal Drainage Boards and Landowners, under Riparian Responsibilities it is essential that they all work together on this task and that they are properly and adequately funded to do the job.

This Council asks the Chief Executive, Chairman and Leader of The Council to write to the Chief Executive, Leader of Lincolnshire County Council, Chairman of Lincolnshire County Council’s Flood and Water Management Scrutiny Group and DEFRA endorsing the decision* (attached to the agenda) by LCC at their December 1st 2023 Meeting to set up an enhanced water management partnership to strengthen the County’s flood resilience, adaptions and management of the water management system and also to lobby for extra funding from Central Government to ensure this partnership and member agencies have sufficient resources to carry out this essential mitigating work.

I so move”.

With the motion duly seconded, debate ensued.  Members spoke at length of concerns in their local wards, recent experiences and the need to look at much wider areas and tributaries which were contributing to the flooding of the District.

The issue of riparian ownership was raised.  This was an area that was difficult to enforce,  ...  view the full minutes text for item 54.

The Chairman again welcomed Mr Richard Quirk, Chairman of the Independent Remuneration Panel to the meeting and invited him to introduce the report.

Mr Quirk outlined the process that had been undertaken to produce the recommendations set out in the report.  Consultation had taken place with Members and thanks were expressed to those that had responded, noting the response rate had again been low.

Mr Quirk also outlined the factors which had been taken into account, summarised in paragraph 1.2 of the report by the Panel in reaching its recommendations.

Mr Quirk explained his rationale for having included options this time and highlighted to Members the issue the Panel had specifically been asked to look at Section 2 of the report.

.

Acknowledging that Members had rejected their increases in some previous years and whilst also recognising the reasons for this, Members were reminded of the importance of keeping remuneration at a level to avoid a one-off large increase should remuneration fall below comparable rates. Remuneration was there to ensure no one was prevented from being a Councillor due to out-of-pocket expenses.

Debate ensued and one of those Councillors affected by recommendation 1(a) and who currently shared an allowance, indicated he felt it appropriate the allowance was shared and could not support the proposal.  He provided the chamber with a brief reasoning as to why additional positions had been created but did not believe they needed an allowance each. 

Other Members were also supportive of keeping the sharing arrangement and did not believe the Committees affected needed two fully remunerated Vice-Chairmen.

With there being no appetite for recommendation 1 (a), and no one willing to propose or second the content, the status quo and sharing of the allowance would remain.

General discussion ensued with Members generally being of the view that they should have no role in the setting of their allowances, but acknowledged it was a legislative requirement.  However, it was acknowledged that needing to be able to attract and retain a diverse set of Councillors was important.

Option 2 (a), a proposed increase of 5% on the basic allowance, throughout the course of the debate appeared to be the more palatable and was ultimately moved and seconded.

On being put to the vote it was: -

RESOLVED that Option 2(a), An increase of 5% to the individual Basic Allowance, be supported and the new rates for the Civic Year 2024/2025 as detailed in the attached Appendix, be approved.

Note:   The Vice-Chairmen of Governance & Audit Committee, and Overview & Scrutiny Committee would continue to share the Special Responsibility Allowance for the role.

The Remuneration Panel were thanked for their work by Members across the Chamber and across the political parties. 

Mr Quirk in turn thanked Members and the Officers of the Council who supported the Remuneration Panel’s work.

Council considered a report which provided Members with a briefing and the opportunity to debate the Devolution proposals agreed by Lincolnshire County Council, North Lincolnshire Council and the North East Lincolnshire Council, in order that a formal consultation response could be submitted on behalf of West Lindsey District Council.  The four main areas it was suggested the consultation response should focus on were highlighted to the Members, as detailed in Section 3.5 of the report, and the purpose and intent of the proposed Joint Committee was briefly summarised, with Members noting this would be the subject of a future report, subject to approval.

The Chief Executive provided Members with a brief presentation in support of the report which provided an overview of the Devolution arrangement, the policy landscape in which devolution sat.  Three levels of devolution could be sought, Lincolnshire had sought the maximum level three, which gave a commitment for power and funding to come to Greater Lincolnshire, more powers, meant more responsibility, having more of a say which would increase flexibility, more flexibility would allow for better results.

To receive the powers granted by Devolution, a new body called a Combined County Authority (CCA), usually chaired by a Mayor, would need to be established.

It was stressed Devolution was not local government reorganization, whilst some transport and LEP functions would move to the CCA, the city, district and borough councils would continue to keep doing what they currently did.

The aims of the CCA and devolution were shared, these being: -

·       Investing in infrastructure

·       Boost growth and innovation

·       More high skill high wage jobs in key sectors

·       Provide training for new jobs

·       Housing in the right place

·       Improve transport links

Further details under each of those headings was provided to Members.  Finally, the stages and steps in reaching devolution were shared with Council.

Debate ensued and the former Leader expressed gratitude to colleagues in the upper tier authorities for their work in getting this far, referencing a similar exercise in 2016, when a deal could not be achieved.  

Members were encouraged by the fact that the proposed funds to be devolved into Greater Lincolnshire, and the draft agreement compared favourably in comparison with similar agreements elsewhere, both in terms of the level of funding available and the increased representation envisaged for district councils compared to other areas.

The need for fairer funding was something the District Council had always championed for.  It was suggested that having a link to the Vision 2050 document would be useful for newer Members. 

It was confirmed the village referred to at paragraph 2.2 was Kirkby on Bain, with Members noting this sat outside of West Lindsey.

Giving different comments around whether devolution was in fact re-organisation, Members sought clarity and were concerned that if this was the case this was not clear in the consultation, and in their view should be, questioning whether the consultation was valid.

In responding the Chief Executive was clear that devolution did not automatically carry any  ...  view the full minutes text for item 56.

The Section 151 Officer presented the report and advised that the Council was required to set its Council Tax Base and declare an estimate of its Council Tax Surplus which should be taken into account when setting the Council Tax for the following year.

The Council Tax Base for the year 2024/25 would be 32,093.99.

The S151 Officer summarised how the calculation was undertaken and how the collection rate affected the calculation. West Lindsey’s collection rate was above the national average and this impacted positively.

The Council Tax Surplus of £1,938,700 had been calculated in accordance with statutory guidance.  The Surplus had to be shared between Lincolnshire County Council, The Police and Crime Commissioner and West Lindsey District Council, with West Lindsey’s share being £290,100.

This amount would be built into the 2024/25 Budget prior to setting the Council Tax.

Members noted that West Lindsey District Council received a slightly higher proportion of the surplus, than the Police and Crime Commissioner, despite the Police and Crime Commissioner element of the Council Tax being higher than West Lindsey’s.  This was due to the fact that West Lindsey District Council's precept total, for the surplus calculation, included that precepted for by its parishes.

Testament was paid to all those working in the Revenues department and the Finance department for the work they undertook.

Having been moved and seconded on being put to the vote it was: -

RESOLVEDthat:-

(a)    the estimated surplus of £290,100 be accepted and declared as accruing in the Council’s Collection Fund at 31 March 2024 relating to an estimated Council Tax surplus;

(b)    the Council uses its element of the Collection Fund surplus/deficit in calculating the level of Council Tax in 2024/25; and

(c)    in accordance with the Local Authorities (Calculation of Tax Base) Regulation 1992 (as amended) the amount calculated by the Council, as its Council Tax Base for the whole of the District area for 2024/54 be approved and set at 32,093.99 as detailed in the report and appendices.

The Chairman of the Corporate Policy and Resources Committee presented the report to Council, which sought approval of the Council Tax Empty Homes Premium 2024/25, on recommendation from the Corporate Policy Resources Committee.

As such, Option 1 within the report, had been supported by the Corporate Policy and Resources Committee at their meeting in November 2023, and as such was recommended to Full Council for approval and adoption from 1 April 2024.

This being to increase both the second home charges from 90% to 100% and the long-term unoccupied and substantially unfurnished property charges from 100% premium for those empty between 5 and 10 years to 200% premium ie charge 300% council tax and for those empty over 10 years to 300% premium ie charge 400% council tax. 

Alongside an additional local exception and discount for any new owners of empty properties.

Councillor Young concluded his introduction by moving the recommendation, which was duly seconded. 

On being put to the vote it was:-

RESOLVED that the Recommendation from the Corporate Policy and Resources Committee be accepted and Option 1 of the report be approved, that being to; increase both the second home charges from 90% to 100% and the long-term unoccupied and substantially unfurnished property charges from 100% premium for those empty between 5 and 10 years to 200% premium ie charge 300% council tax and for those empty over 10 years to 300% premium ie charge 400% council tax. 

Furthermore, an additional local exception and discount for any new owners of properties, subject to a council tax premium, be approved providing evidence is provided of a firm commitment to bring the properties back into use within 12 months.

This reduction would mean they would not be liable to pay council tax on the empty property for a maximum period of 12 months but, should the property become occupied within 12 months the new resident would become liable in accordance with council tax legislation.

In the event that it is not brought back into use within this time period the appropriate premium charge will be restored and become due and payable.

These changes to be effective from 1 April 2024.

The Chairman of the Corporate Policy and Resources Committee presented the report to Council, which sought approval of the Council Tax Support Scheme for 2024/25, on recommendation from the Corporate Policy Resources Committee.

Members noted the Scheme has not been amended significantly since 2019/20 due to the implementation of Universal Credit and the subsequent pandemic.

Data available showed that it has been an effective scheme and that the collection rate for the previous year was 98.3%.  Members noted this was “top quartile” performance and current indications were that similar collection rates would be achieved for the current financial year.

As such, Option 1 within the report, had been supported by the Corporate Policy and Resources Committee at their meeting in November 2023, and as such was recommended to Full Council for approval and adoption from 1 April 2024.

Councillor Young concluded his introduction by moving the recommendation, which was duly seconded. 

On being put to the vote it was:-

RESOLVED that the Recommendation from the Corporate Policy and Resources Committee be accepted and Option 1 of the report, be adopted as the Local Council Tax Support Scheme for West Lindsey District Council for 2024/25. That being: -

to make no changes to the current council tax support scheme apart from to apply any new legislative requirements and the uprating of the non-dependant charges, applicable amounts and household allowances and deductions used in the calculation of the reduction in accordance with the Department for Works and Pensions (DWP) annual upratings.

To also apply any additional changes to government welfare benefit regulations during the year which are intended to increase the income of benefit recipients to avoid unintended consequences to customers.

The Chairman of the Corporate Policy and Resources Committee presented the report, which sought approval of the Mid-Year Treasury Report 2023/24 and changes to prudential indicators.

The report had been presented to the Corporate Policy and Resources Committee, where it had been fully considered and debated and stood referred to Council for approval.

Members were advised that the report was required to comply with the CIPFA code of practise on treasury management and also served to keep Members updated with the current situation.

The report showed the movements in the Council’s prudential indicators which have changed as a result of two things. The first being the Council closing its accounts for 2022/23 after the original strategy had been written. The second being, as a result of a revised capital programme for 2023/24, as outlined in the quarter two budget monitoring report considered previously by the Corporate Policy and Resources committee.

Councillor Young concluded his introduction by moving the recommendation, which was duly seconded. 

In responding to a question, Officers confirmed the movement in the capital programme and the need for re-profiling, referenced in paragraph 1.4 of the report, was primarily arising from the Levelling Up Programme. On being put to the vote it was:-

RESOLVED that the recommendation from the Corporate Policy and Resources Committee be accepted and as such the Mid-Year Treasury Management Report and treasury activity be noted and the changes to Prudential Indicators as detailed at Sections 5.2, 6.1 and 6.2 of the report be approved.

The Chairman of the Corporate Policy and Resources Committee introduced the report which sought to introduce two new fees relative to the Crematorium following recommendation from Corporate Policy and Resources Committee, as detailed at section 1.2 of the report, and moved the recommendation.

This was duly seconded and with no questions, on being put to the vote it was: -

RESOLVED that the recommendation from the Corporate Policy and Resources Committee be accepted and the two new fees (paragraph 1.2) – namely : -

Individual handmade ashes into glass ornaments containing a small amount of loved one’s ashes and comes with a certificate of authenticity.

o Robin ornament - £115 incl. VAT

o Memorial bauble with stand - £145 incl. VAT

be approved for immediate implementation.

The Chairman introduced the report which sought to make amendments to Committee Memberships following requests from both the Administration and Opposition Groups.

Whilst nominations were included in the published report, for the majority of the positions being appointed to, a nomination for the Opposition Group’s seat on the Overview and Scrutiny Committee was sought.  The Opposition Group Leader indicated he would not be making a nomination, and as such the seat would remain vacant.  

With no further nominations made for any of the positions available, having been proposed and seconded, the recommendations were put to the vote en-bloc. 

RESOLVED that:

(a)    Councillor Karen Carless be appointed to the Planning Committee, for the remainder of the current civic year, replacing Councillor Baptiste Velan; and

(b)    Councillor Baptiste Velan be appointed to Licensing and Regulatory Committees, for the remainder of the current civic year, replacing Councillor Karen Carless.

Note: - The seat on the Overview and Scrutiny Committee to remain vacant in light of no nomination from the Opposition Group.

The Chairman introduced the report which dealt with amending appointments, previously made, to Outside Bodies. The reasoning for the revisions was detailed within the body of the report.

Whilst nominations were included in the published report, for the majority of the positions being appointed to, nominations for the seat on the Health Scrutiny Committee for Lincolnshire were sought, with Councillor Jeanette McGhee being proposed and seconded.

With no further nominations made for any of the positions available, the recommendations, having been moved and seconded, were put to the vote en-bloc. 

RESOLVED that:

(a)        Councillor Matthew Boles be appointed to the Trustees of Gainsborough Education Charity until Annual Council 2025 replacing Councillor David Dobbie;

(b)        Councillor Jeanette McGhee be appointed to the Housing Health & Care Delivery Group, until Annual Council 2027 replacing Councillor Lesley Rollings; and

(c)        Councillor Jeanette McGhee be appointed to serve on the Health Scrutiny Committee for Lincolnshire until Annual Council 2027 replacing Councillor Mrs Diana Rodgers.