Agenda and minutes

Venue: Council Chamber - The Guildhall. View directions

Contact: Katie Storr  Senior Democratic and Civic Officer

Media

Items
No. Item

8.

Chairman's Welcome

Additional documents:

Minutes:

The Chairman welcomed all those present to the meeting, and highlighted to those in attendance the Covid-19 measures and expectations.

 

The Committee had been re-constituted at Council in June 2021 and as a result, its membership had reduced by two.  Those Members, who had “retired” from the Committee, Councillor Welburn and Councillor Rainsforth, were thanked for their service and contributions to it.

 

 

9.

Public Participation

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

Additional documents:

Minutes:

There was no public participation for this meeting.

 

 

10.

Minutes of Previous Meeting pdf icon PDF 229 KB

Additional documents:

Minutes:

(a)     Minutes of the Meeting of the Prosperous Communities Committee held on 8 June 2021.

 

RESOLVED that the Minutes of the Meeting of the Prosperous Communities Committee held on 8 June 2021 be confirmed and signed as a correct record.

 

 

(b)     Minutes of the Concurrent Meeting of the Corporate Policy and Resources Committee and Prosperous Communities Committee held on 14 June 2021

 

In reference to the attendance list, it was noted that the “*” denoting Members of both Committees had not been applied across all relevant Members.  This had been rectified on the minutes for signing and on that basis it was: -

 

RESOLVED that the Minutes of the Concurrent Meeting of the Corporate Policy and Resources Committee and Prosperous Communities Committee held on 14 June 2021, with the administrative amendment made, be confirmed and signed as a correct record.

 

 

 

 

 

 

 

 

 

11.

Matters Arising Schedule pdf icon PDF 163 KB

Setting out current position of previously agreed actions as at 5 July 2021

Additional documents:

Minutes:

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

 

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

 

 

12.

Members' Declarations of Interest

Members may make any declarations at this point but may also make them at any time during the course of the meeting.

Additional documents:

Minutes:

There were no declarations of interest made at this point in the meeting.

 

 

13.

Review of the Terms of Reference of the Council's Environment and Sustainability Working Group pdf icon PDF 295 KB

Additional documents:

Minutes:

The Committee gave consideration to a report which presented and sought approval of revised terms of reference for the Council’s Environment and Sustainability Working Group.

 

The Group’s original terms of reference had been approved by the Committee in December 2019, when the Group had been formed to oversee the development of a new strategy for the Council related to sustainability, climate change and the environment.

 

The group had worked with Officers to develop a Strategy, with work culminating in the adoption of the Council’s Sustainability, Climate Change and Environment Strategy and action plan by Full Council on 28th June 2021.

 

As such the original terms of reference of the Group had been fulfilled, and it was therefore considered its terms of reference should be refreshed, re-aligning the Group’s work to now oversee the delivery of the actions contained within the Strategy.

 

Key changes were the Purpose of the Working Group (Section 2) and the widening of the pool from which membership could be sourced (3.2).  The Group remained non decision making and would be required to report at least annually on its progress.

 

Since writing the report, the Lead Officer, with support of the Working Group’s Chairman, indicated increasing the size of the Group from six up to eight may be of value.  It was also noted that a vacancy had recently arisen on the Group. Should the Committee be minded to increase the membership, the vacancies / new positions would be discussed with relevant Committee Chairmen and the nominations submitted to a future meeting of this Committee for approval.

 

It was questioned whether increasing the size of the Group was the most appropriate action or whether the Group should have a nominated reserve arrangement like some other Groups. The rationale for the proposal was shared, this primarily being increased flexibility, and it was confirmed that the current vacancy was not due to a lack of interest.

 

Serving Members of the Group, expressed support for increasing the Membership, and as such the following amendment to the Draft Terms of Reference was proposed and seconded: -

 

“Ref 3.1 - The Working Group shall comprise at least six and up to eight Members including the Member Champion for Environment and Climate Change”

 

On being put to the vote the amendment was CARRIED. 

 

With no further comments, and having been moved and seconded, on that basis it was:

 

RESOLVED that, with the inclusion of the amendment, namely, “Ref 3.1 - The Working Group shall comprise at least six and up to eight Members including the Member Champion for Environment and Climate Change”, the revised Terms of Reference for The Council’s Environment and Sustainability Group, as detailed at Appendix 2 of the report be approved.

 

 

14.

Jubilee Event Planning Member Group pdf icon PDF 346 KB

Additional documents:

Minutes:

Consideration was given to a report which sought agreement to establish a Member planning group, supported by Officers from across the Council, to oversee the preparations for the Queen’s Platinum Jubilee in 2022.

 

The report further sought agreement to the proposed Planning Group’s Terms of Reference and sought nominations for five positions available on the Group.

 

It was recognised that the Platinum Jubilee was of national, international and historical significance and, as such, preparing for celebrations should be considered as an authority-wide programme.

 

It was hoped the proposed approach would facilitate engagement, cohesion and co-ordination and would enable clear activities to be identified, resourced and delivered, ensuring a programme of events was established, agreed and delivered, in a timely manner to ensure delivery.

 

The high level role of the Planning Group was detailed in Section 2 of the report and the Terms of Reference had been drafted to ensure wide stakeholder engagement across the District and with the requirement for projects to be aligned to the Corporate Plan and deliver against wider Council objectives.  It would not necessarily be for the District Council to “host” all such events but have a leading role in engaging communities and enabling District wide celebrations.

 

A proposed time line with key reporting milestones was set out in Section 4 of the report.

 

With no questions, the Chairman of the Committee advised of three nominations, Councillor Mrs D Rodgers, R Patterson and G McNeill, and sought indication as to whether the remaining positions could be filled outside of the meeting by the end of the week.

 

Noting the Terms of Reference required this Committee to appoint Members to the Group, Officers suggested in the absence of five nominations, and to avoid a return to Committee, a delegation could be granted to the Monitoring Officer in consultation with the Chairman to fill any remaining positions, if Members were minded to propose such an amendment.

 

It was clarified that with a delegation in place, nominations could be submitted within a timeframe suitable to the Chairman, however the Group could not commence work until its membership was in place. As such, the following amendment to recommendation (c) of the report was proposed and seconded: -

 

“ In addition to the Chairman and Vice-Chairman of Council, 5 Members be appointed to serve on the Jubilee Event Planning Member Group, including Councillors Mrs D Rodgers, R Patterson and G McNeill, with two further Members being appointed by the Monitoring Officer, in consultation with the Chairman of the Prosperous Communities,

 

On being put to the vote the amendment was CARRIED. 

 

With no further comments, and having been moved and seconded, on that basis it was:

 

RESOLVED that:

 

(a)       a Jubilee Event Planning Member Group be established;

 

(b)       the terms of reference as set out at Appendix A of the report be approved; and

 

(c)       In addition to the Chairman and Vice-Chairman of Council, 5 Members be appointed to serve on the Jubilee Event Planning Member Group, including Councillors Mrs D  ...  view the full minutes text for item 14.

15.

Workplan pdf icon PDF 155 KB

Additional documents:

Minutes:

Members gave consideration to the Committee Workplan as at 5 July.  

 

With no comments or questions, and with no requirement for a vote, the Work Plan was DULY NOTED.

 

 

16.

Exclusion of Public and Press

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 paragraph 3 of Part 1 of Schedule 12A of the Act.

Additional documents:

Minutes:

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 12 A of the Act.

 

 

17.

Future of West Lindsey Markets

Minutes:

Consideration was given to a report which presented the findings of Phase 1 and sought Members’ approval to proceed to Phases 2 and 3 of the future of West Lindsey Markets consultancy work.

 

In presenting the report Officers summarised the findings of the Phase 1 report which provided an overview of current performance, and challenges both in general for markets and those specific to Gainsborough.  The report offered seven key interventions for further consideration as well as three potential delivery options. 

 

Phases 2 and 3 for which approval was being sought focussed on Engagement and Future Planning.  The timescales, associated costs and purpose of these phases were shared with Committee. The final report containing full analysis and recommendations for the future of the markets was anticipated to be presented to Members in late 2021.

 

Discussion ensued and Members indicated the workshop had been useful.

 

Concerns still existed that the report was too Gainsborough focused and Members spoke of their aspirations for a wider district offer. The need to appropriately resource the function was also raised and Members shared examples of previous decisions they considered had fundamentality impacted the Market’s sustainability and had contributed to the current situation.  The appropriateness of the comparators used in the report were questioned, as was the successfulness of some of those markets recently brought to the Committee’s attention.

 

Making use of the river as a greater feature and asset, broadening the use of the market square in general, the role of the Town Council, and the importance of a quality offer were also matters discussed. 

 

Members were of the view the success of other planned projects, such as the cinema within the Market Square had the ability to either drive or impede progress dependent on their outcome.

 

In responding Officers confirmed there was a keen intent to include a wider district offer  and to look at the use of the market square in the widest sense.  It was acknowledged that there would need to be a future decision regarding funding and a potential change of focus, moving away from the cost centre approach previously adopted, in recent years. 

 

RESOLVED that Phase 2 and 3 of the future of West Lindsey markets consultancy work be approved