Up to 15 minutes are allowed for public participation.  Participants are restricted to 3 minutes each.

There was no public participation.

To confirm as a correct record the Minutes of the previous meeting.

The minutes of the meeting of the Corporate Policy and Resources Committee held on 11 November were APPROVED and signed as a correct record.

Members may make declarations of Interest at this point or may make them at any point in the meeting.

There were no declarations of interest.

Setting out current position of previously agreed actions as at 8 December 2021

The Senior Democratic and Civic Officer explained that a conversation had been initiated regarding car parking options at the leisure centre in Market Rasen.

With no other comments or questions, the Matters Arising Schedule was DULY NOTED.

The Committee heard from the Assistant Director of Finance and Property Services and Section 151 Officer regarding the Information Governance Policy, explaining that the purpose of the report was to set out the details of the policy, including the Information Governance Management Framework, for West Lindsey District Council. It demonstrated management commitment to having sound information governance arrangements in place, gave clear direction to managers and staff, and would ensure that legal requirements and best practice standards were met. It was requested that the Committee formally adopt the Information Governance Policy.

Members of the Committee were supportive of the policy, and, having clarified that in the event of any significant change the policy would be reviewed sooner than the indicated three year period, it was moved, seconded and unanimously

            RESOLVED that

a)    the formal adoption of the Information Governance Policy be approved; and

b)    any future housekeeping amendments be delegated to the Chief Executive in consultation with the Chairs of the Joint Staff Consultative and Corporate Policy and Resources Committees.

The Assistant Director of Finance and Property Services and Section 151 Officer introduced the next item on the agenda, the Information Classification and Handling Policy. She explained that the purpose of the document was to define the policies and standards that would be applied to maintain the confidentiality, integrity and availability of the information systems supporting the business functions of the council. It was requested that the policy be formally adopted.

Members of the Committee were again pleased with the detail of the policy and recognised the importance of such a document. The recommendations within the report were moved, seconded and, on taking the vote, it was unanimously

            RESOLVED that

a)    the Information Classification and Handling Policy be approved for formal adoption; and

b)    any future housekeeping amendments be delegated to the Chief Executive in consultation with the Chairs of the Joint Staff Consultative and Corporate Policy and Resources Committees.

The Committee gave consideration to a report which set out the capital budget and staffing resources required to deliver ‘Thriving Gainsborough 2024’, LDCs Levelling Up Fund programme. Following a competitive bid process West Lindsey District Council had been awarded £10.275m from the government’s flagship Levelling Up Programme, with Officers engaged with government officials to agree the details a memorandum of understanding which would set out the terms and conditions of the funding and what was expected from the Council. The timeframes for delivery were challenging, with some spend expected this financial year. In order to achieve this, Officers were working quickly to establish the project team and to gear up the first elements of delivery. The bid made provisions for project resources to be employed by the council. This would include the following roles:

·         Programme Manager

·         Project Officer

·         Project Support Officer

·         Townscape Heritage Project Officer

·         Procurement Officer

·         Contract Manager

·         Project / Grant Accountant

Members heard that the job descriptions and person specifications were being used to agree the appropriate banding for the roles through the job evaluation process and, subject to job evaluation and the approvals sought within this paper, it was the aim to have recruited fully to the LUF team by March 2022.

In response to concerns raised that the roles were already being advertised prior to the agreement of the Committee, it was explained that the funding for the posts had been agreed in principle through previous reports regarding the Levelling Up Fund and the timescales involved had driven the need to initiate the recruitment process. However, it was noted that should agreement not be made at this point, the recruitment would be withdrawn. It was further highlighted by a Member of the Committee that the posts had been agreed in a previous paper and the paper under consideration at this point was regarding amendments to the budgets involved.

Members sought clarification regarding the funding of the cinema complex and it was confirmed that, owing to the Levelling Up Fund, there had been enhancements made to the original proposal and the contribution from the Council had not changed. The was widespread support for the planned regeneration of Gainsborough and the opportunities this would attract now and in the future.

In response to a request for assurance that planned retail and hospitality units would be suitably filled and not left empty, it was explained that, whilst the markets were still a changing entity, there was already interest in the proposed units and Officers were in dialogue with the developer to consider all opportunities.

With further support for the scheme, and having been moved and seconded, the Chairman took the vote and it was unanimously

            RESOLVED that

a)    a revised Capital Budget for the Cinema of £5.730m be approved; and

b)    additional Capital Budgets of £6.736m be approved, in line with the Levelling Up Fund Programme to be included in the Capital Programme 2021/22 and MTFP 2022/23 onwards; and

c)    the resources and expenditure of £389k to enable commencement  ...  view the full minutes text for item 57.

The Committee heard from the Assistant Director of Finance and Property Services and Section 151 Officer regarding a report aiming to present to members the high level business case for a swimming pool at Market Rasen Leisure Centre and to determine the next steps. It was explained that the report presented a business case that was not considered to be financially viable. Whilst the operational costs were estimated to achieve a profit of circa £30k per annum from year 3, this did not include the cost of borrowing. As the Council had no reserves to support this investment and no grant funding had been identified, funding would be met from borrowing. The additional cost of borrowing could be between £350k and £500k and made the business case unviable. Additional costs of construction and borrowing would need to be understood if, in line with the Council’s strategy, it was necessary to mitigate environmental impacts.

The Chairman opened discussions to Members of the Committee and Councillor S. Bunney addressed the meeting, noting that whilst discussions were focused on a swimming pool at the Market Rasen Leisure Centre, provision was actually for the eastern part of the district as a whole. He expressed disappointment that the Town Council and Parish Councils in the area had not been consulted as a part of the current presentations and noted that the data used within the report appeared to be outdated, for example with population data quoted from 2011. He highlighted the benefits of, not just a swimming pool, but greater outreach programmes across the district, emanating from the Market Rasen Leisure Centre, and the need for leisure provision to be greatly improved especially for those with mobility issues or unable to travel out of the area. He suggested alternative options for raising capital, such as changing the investment policy of the Council, as well as the need to consider Levelling Up Fund opportunities outside of Gainsborough.  He concluded his address to the Committee by proposing an alternate recommendation, that being as follows:

“The paper as presented does not include sufficient up to date details for Members to make an informed decision in the future of a swimming pool and a full leisure programme for the Eastern segment of West Lindsey District Council based at Market Rasen Leisure Centre. Officers, in conjunction with Market Rasen Town Council, are asked to work on a detailed business case for such a provision that includes up to date population and economic data and the additional details of co-benefits relating to health and welfare and environmental factors. The business case is also to include various options for the capital financing of the project and the input that each would have on West Lindsey if they were to be adopted. As a time scale, I would like to suggest that we get a report back on this in 9 months time, although I do understand that with everything else that’s going on, it’s a bit of work that might ultimately  ...  view the full minutes text for item 58.

The Committee heard from Councillor J. McNeill, Chairman of the Governance and Audit Committee, regarding the proposed amendment to the start time for meetings of the Governance and Audit Committee, from 2pm to 10am, commencing January 2022 and for the remainder of the Civic Year.

In response to questions and comments from the Committee, Members were assured that this was a stand-alone amendment for the Governance and Audit Committee and affected only three remaining meetings of the civic year. The Committee was already a daytime meeting and, given the extensions to the Public Participation Scheme through the covid-19 pandemic, the amendment to the earlier start time was unlikely to lead to any difficulties to any members of the public who may wish to participate.

The proposal was moved, seconded and unanimously

RESOLVED that the amendment of the start time for meetings of the Governance and Audit Committee from 2.00pm to 10.00am, commencing January 2022 and for the remainder of the Civic Year, be approved.

The Committee gave consideration to a report from the Revenues Manager regarding the Local Council Tax Support Scheme for 2022/23. Members heard that since the inception of the LCTS scheme on 1 April 2013, relatively minor changes had been made, which had enabled claimants to receive a similar level of support each year and enabled the council to maintain an annual council tax collection rate of around 98%. It was highlighted that due to the health and economic impacts of Covid-19 on the residents of West Lindsey during 2020/21 and 2021/22, it would be need to be considered whether it was appropriate to impose a further financial burden during 2022-23 on those already experiencing hardship. The pandemic was still causing considerable financial hardship to some residents, as demonstrated through the discretionary hardship applications. The uplift of £20 per week for Universal Credit claimants had also ended, resulting in additional financial hardship for those individuals affected. A significant change to the LCTS scheme for 2022/23 was likely to have a negative impact on the collection rate and reduce the yield over the year.

With this in mind, Members were advised that the recommended option was given the report as Option 1:

“To apply any new legislative requirements and the uprating of the nondependent 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 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.

There would be no direct saving to the council under this option as it would just maintain the current scheme.”

Furthermore, it was explained that Full Council must approve and adopt the finalised LCTS scheme by 31 January 2022 at the latest.

Members were supportive of the proposal and satisfied with the detail provided within the accompanying report. On being moved, seconded and voted upon, it was unanimously

            RESOLVED that

a)    The content of the report be noted; and

b)    the adoption of Option 1 of the report, for the Local Council Tax Support Scheme for West Lindsey District Council for 2022/23, be recommended to Full Council.

It was highlighted that the meeting scheduled for January 2022 had bene cancelled and, with no further comments or questions, the work plan was DULY NOTED.

To resolve that under Section 100 (A)(4) of the Local Government Act 1972, the public and press be excluded from the meeting for the following items of business on the grounds that they involve the likely disclosure of exempt information as defined in paragraphs 1,2 and 3 of Part 1 of Schedule 12A of the Act.

RESOLVED that under Section 100 (A)(4) of the Local Government Act 1972, the public and press be excluded from the meeting for the following items of business on the grounds that they involve the likely disclosure of exempt information as defined in paragraphs 1,2 and 3 of Part 1 of Schedule 12A of the Act.

Note:              The meeting entered closed session at 8.02pm

The Committee heard from the Revenues Manager regarding debts which were irrecoverable. It was explained that every effort was made to ensure that all amounts due to the council were rigorously pursued. At the end of each financial year a provision was set aside for those debts that were proving difficult to recover. Where debts were found to be irrecoverable, it was the role of the Corporate Policy and Resources Committee to consider them for write off.

Members sought further details as to how amounts outstanding were pursued with the Revenues Manager explaining the process in different circumstances.

Having been moved, seconded and voted upon, it was unanimously

            RESOLVED that it be approved to:

a)    write off arrears of National Non Domestic rates to the value of £67,247.66;

b)    write off arrears of Housing Benefit Overpayments to the value of £49,564.86;

c)    write off arrears of Council Tax to the value of £8,450.12

Members gave consideration to a report seeking approval for capital and revenue expenditure for the replacement of the Income Management System. Details of the contractual arrangements were explained by the Assistant Director of Finance and Property Services and Section 151 Officer followed by the benefits of the proposed upgrade.

Members were supportive of the proposals and, having been moved, seconded and voted upon, it was unanimously

            RESOLVED that

a)    the capital budget and expenditure of up to £154,280 for the upgrade of the current Income Management System. (Including 10% contingency on Capital costs £162,140) be approved; and

b)    a revenue budget of £30,000 to support resourcing this project be approved.

The Chairman expressed her thanks to all Members and Officers, wishing those absent a speedy recovery and wishing all a Merry Christmas.