Agenda and minutes

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 meeting held on 7 June 2023.

Councillor Bierley clarified that his non-pecuniary interest should have referred to Age UK Lindsey.

The minutes were proposed and seconded subject to the amendment and on being put to the vote were carried.

RESOLVED that the Minutes of the Meeting of the Corporate Policy and Resources Committee held on 7 June 2023, subject to the above amendment, be confirmed 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 at this point in the meeting.

Setting out current position of previously agreed actions as at 12 July 2023.

The Democratic Services Team Manager introduced the report and explained the format of the report and updates in respect of each item.

A Councillor referred to the item relating to the Better Care Fund and highlighted discussions at previous policy committee meetings about fulfilling disabled facilities grants. It was considered that a case had been made and there was to be a meeting of the Housing, Health and Care Delivery Group, workshops and further negotiations so that was on the way to being completed. It was noted that updates would be provided to committee.

A member highlighted the item on the UK Shared Prosperity Fund and asked when there would be an update on the issue. The Director of Corporate Services undertook to provide information to members by email.

With no further comments or questions from Members, the Matters Arising Schedule was DULY NOTED.

The Corporate Governance Officer (People and Organisation Development) presented the report and explained that the annual equality diversity inclusion report provided information on how work around equalities was progressing. It was advised that the next steps to be taken included a new equality, diversity and inclusion policy, the scope for the equalities audit which was being currently undertaken by internal audit and the action plan for the Council going forward. The committee noted that the report had been taken through Joint Staff Consultative Committee and no amendments were proposed.

A councillor expressed support for the paper and recommendations and other members concurred.

The recommendations were proposed and seconded and on being put to the vote were carried.

RESOLVED that:-

(a)    the Annual Equality, Diversity and Inclusion Report be noted;

(b)    the new Equality, Diversity and Inclusion policy be approved; and

(c)    the actions to progress the agenda be agreed.

The Human Resources Manager presented the report and advised it was new policy for all employees and the main purpose of the policy was to safeguard the organisation and to provide clear guidance for employees. The policy had been through Joint Staff Consultative Committee who had made one recommendation around adding step-families to section 2.1.

Councillors indicated support for the report and recommendations. Having been duly proposed and seconded the recommendations were put to the vote and were carried.

RESOLVED that: -

(a)    the recommendation from the Joint Staff Consultative Committee, including the amendment to Section 2.1, be agreed and the policy be approved for immediate adoption; and

(b)    delegated authority be granted to the Director Corporate Services in consultation with the Chairs of Joint Staff Consultative Committee and Corporate Policy and Resources Committee to make any future minor housekeeping amendments to the Policy.

The Director for Operational & Commercial Service introduced the report providing an update on the current position regarding operational services fleet and seeking a capital investment in two new vehicles. It was explained that there had been a significant increase in the amount of waste collected over the last few years for a number of reasons including Covid, popularity of the garden waste service and the rapid growth within the district.

To date there had not been an uplift in the number of new vehicles to collect this additional waste and therefore there had been an increased reliance on using old spare vehicles and this has brought about a sharp rise in maintenance costs as the spare vehicles require more maintenance when in regular use. The costs of maintenance and increases in staffing costs were outlined.

The current vehicle replacement strategy did not account for the need for increased demands so a further capital investment was proposed. The financial, operational and environmental implications were clarified.

A councillor referred to the challenges in terms of the government requirements on local authorities fulfilling their obligation around collection of waste. It was emphasised there were financial challenges and  a lot of unknowns in terms of

future requirements around food waste collections. The excellent services provided across the district were outlined but it was about having assurance moving forward, that the right decisions are being made.

In response officers acknowledged the ongoing discussions around the uncertainty in the waste industry and the lack of clarity coming from the government on what would be required particularly with regard to environmental issues.  The supply of food waste vehicles and lack of disposal facilities were highlighted. In regard to financial implications it was suggested hat the government might be suggesting extended producer responsibility would fund new waste collections but others indicated that producers would find different ways to do packaging and reduce their need to pay.

The potential introduction of free garden waste collections for all would also have a massive impact on a lot of authorities. These matters were on the agenda for the Lincolnshire Waste Partnership and other forums and they would continue to press government around the urgency of these decisions.

A member in welcoming the report suggested there needed to be a balance struck between the provision of electric vehicles and more traditional fuels and expressed support for the phased approach proposed in the report as, particularly in rural areas charging points could be difficult to access.

A councillor referred to the new vehicles and food waste collections and asked if they would need to be retro fitted for such collections.  In response it was clarified that these vehicles would be for residual waste, recycling and garden waste. Food waste vehicles would need to be commissioned separately. It was acknowledged that some  authorities did have vehicles pods for food but  this would not work in the district as the pods were small. Discussion ensued regarding potential financial implications if proposed changes were introduced by  ...  view the full minutes text for item 18.

With no 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 item of business on the grounds that it involves the likely disclosure of exempt information as defined in paragraph 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 item of business on the grounds that it involves the likely disclosure of exempt information as defined in paragraph 3 of Part 1 of Schedule 12A of the Act.

Members considered a report which proposed and sought agreement to a deed of variation to the existing Leisure Contract with Sports and Leisure Management (SLM) the Council’s contracted leisure provider.

The Section 151 Officer, in presenting the report, outlined the reasons the deed of variation was sought and the circumstances which had arisen both during and post Covid, swiftly followed by significant inflation in utility costs, noting the Government’s guidance and advice in such situations, and as contained in the legal implications of the report.

Members were advised of how the deed of variation would impact budgets and how it was proposed these impacts would be funded, referring Members to the financial implications section of the report.

The negotiations which had taken place were outlined to the Committee and the final negotiated position being proposed was set out at Section 2.7.  It was stressed that the negotiated position was based on a number of key principles again these were detailed in the report at Section 2.7 and were highlighted to Members.  Furthermore, these principles would be set out within the “variation to contract” document once finalised.

Debate ensued during which Members expressed concerns about historic contract management issues.  It was also questioned as to whether the provider was doing all it could to encourage people to return to the centres.  The Committee understood that given the circumstances, a variation to contract would need to be agreed but given the historic issues that had been raised and continuing concerns regarding the offer and its attractiveness, it was with reluctance.

Members were clear that they expected the provider to be doing more to encourage use, making sure the offer was attractive and what the local community wanted.  There were a number of examples cited of activities, that through local knowledge, the Committee knew had proved popular – even oversubscribed yet had been discontinued.  It was suggested more needed to be done by the provider to look after and enhance those activities which did engage users.  

The principles to be included in the “variation to contract” document were welcomed, and allowed for greater oversight, but given the comments from Committee Members and statements made by the provider during negotiations regarding the longevity of one site it was proposed and seconded that: -

(i)     the Provider be asked to submit to the Committee further details of their financial and management recovery plans, setting out how they intend to bring about change to the current sports centres; and

(ii)    the Provider be asked to outline how they would like to see the sites developed in the future from environmental, sustainability and profitability aspects.

On being put to the vote the amendment was accepted. Members confirmed the deed of variation would be accepted and signed but that the Committee wished to have sight of the requested information before the variation to contract was signed.

Members also indicated they expected greater and more effective contract management moving forward.  Members again requested a workshop in order that they  ...  view the full minutes text for item 21.