Agenda and minutes

To authorise the Chairman to sign, as a correct record, the Executive Decisions made by Cabinet on 20 July 2022.

No Member having raised concern when asked by the Chairman, it was

RESOLVED – That the Chairman be authorised to sign, as a correct record, the Executive Decisions made by Cabinet on 20 July 2022.

To receive the Delegated Executive Decisions made by Portfolio Holders or Officers on the following dates:-

·         14 July 2022;

·         21 July 2022;

·         28 July 2022;

·         5 August 2022; and

·         11 August 2022.

No Member having raised concern when asked by the Chairman, it was

RESOLVED – That the Chairman be authorised to sign, as a correct record, the Delegated Executive Decisions made on the following dates:

• 14 July 2022;

• 21 July 2022;

• 28 July 2022;

• 5 August 2022; and

• 11 August 2022.

To receive declarations by Members of interests in respect of items on this Agenda and to consider any dispensations.

Members are reminded that, in accordance with the revised Code of Conduct, they are required to declare any disclosable pecuniary interests or other registrable interests which have not already been declared in the Council’s Register of Interests.  (It is a criminal offence not to declare a disclosable pecuniary interest either in the Register or at the meeting.)

Members may, however, also decide, in the interests of clarity and transparency, to declare at this point in the meeting, any such disclosable pecuniary interests which they have already declared in the Register, as well as any other registrable or other interests.

If a Member requires advice on any item involving a possible declaration of interest which could affect his/her ability to speak and/or vote, he/she is advised to contact the Monitoring Officer at least 24 hours in advance of the meeting.

No declarations of interest were raised under this item.

To consider whether the items, if any, in Part II of the Agenda should be considered in the presence of the press and public.

RESOLVED – That if required, discussion regarding the Part II Appendix on the agenda be dealt with following the exclusion of the press and public.

Any member of the public who wishes to ask a question, make representations or present a deputation or petition at this meeting should apply to do so by no later than 0:01am (one minute past midnight) two working days before the meeting.  Information on how to make the application can be obtained by viewing the Council’s Website www.southlakeland.gov.uk or by contacting the Committee Services Team on 01539 733333.

(1)        Questions and Representations

            To receive any questions or representations which have been received from members of the public.

(2)        Deputations and Petitions

            To receive any deputations or petitions which have been received from members of the public.

No questions, representations, deputations or petitions had been received in respect of this meeting.

To note the contents of the latest Forward Plan.

No Members having raised concern when asked by the Chairman, it was

Resolved – That the contents of the Forward Plan published on 2 August 2022, be noted.

To consider the corporate financial update for Quarter 1, 2022/23.

Summary

The Deputy Leader and Finance and Assets Portfolio Holder presented the Corporate Financial Monitoring report and requested that members note the projected year end position based on performance to the end of Quarter 1 2022/23 and planned actions by officers to ensure a balanced budget by the end of the financial year. The Finance and Assets Portfolio Holder drew members’ attention to the economic crisis and the anticipated adverse impact on budgets for all. The overall view of the progress of the budget suggests that the Council was in a robust position and it was not deemed necessary to carry further deficits into the new Council. The Finance and Assets Portfolio Holder thanked officers for their work.

The report was also considered by the Overview and Scrutiny Committee at their meeting on Friday, 26 August 2022.

Members queried whether the increase in fuel costs for vehicles had been included within the report. In response, the Finance Specialist (Deputy Section 151 Officer) confirmed that £120k increase for fuel is just for vehicle fuel.

Members expressed concern regarding the Capital Programme and whether the planned capital projects would be completed before the Council’s assets were transferred to Westmorland and Furness Council.    The Finance and Assets Portfolio Holder confirmed that Members were working with officers to try to get contracts signed and completed for capital projects before vesting day.  He acknowledged that teams were very busy and were having to prioritise work and, in addition, inflation meant that, in some instances, value engineering or additional budget for projects had to be considered.  Furthermore, some of the larger capital programme projects would require approval from the Westmorland and Furness Shadow Authority in accordance with the Section 24 Direction. 

During discussion, a query was raised about the council’s inventory of works of art.  The Finance Lead Specialist advised that these types of assets were kept under review for insurance purposes and that an inventory was in place which included works of art.

Decision

RESOLVED - That

(1)        the contents of the report and Appendices 1-3 be noted;

(2)        the revenue virements as set out in 3.1 2c and 3.1 2d be approved; and

(3)        Council be requested to:-

(b) approve the revenue virements listed in 3.1 2a, 3.1 2b, 3.1 2e and 3.1 2f

Reasons for Decision

The report links to the following Council Plan Priorities: This is a corporate financial update which contributes to sound corporate governance and ensuring that financial resources are available to deliver the Council’s corporate priorities. This works towards delivering all of the Council strategic policies of:

•           Working across boundaries

•           Delivering a balanced community

•           A fairer South Lakeland

•           Addressing the climate emergency

Alternative Options

There are no alternative options for Appendices 1-3.

To monitor progress against the measures of success as detailed within the Council Plan.

Summary

The Climate Action and Biodiversity Portfolio Holder presented the Council Plan Performance Monitoring report and thanked officers for their work. The targets listed within the report outlined very good performance – and demonstrated that South Lakeland is a very desirable place to live, work and explore. The Council has monitored South Lakeland’s economy, trends, strengths and weaknesses to help prioritise activities and interventions – and adapt and implement policies to positively affect the economy. As detailed within the report Council services had demonstrated excellent performance.

The report was also considered by the Overview and Scrutiny Committee at their meeting on Friday, 26 August 2022.

A query was raised regarding communications with the Business Improvement Districts (“BIDs”) concerning progress and the changes planned as a result of Local Government Re-organisation. Members expressed concern that impending change may have an adverse effect on their confidence and stressed the importance of keeping the BIDs well informed. The Finance and Assets Portfolio Holder suggested that this question be put to officers to follow up with the relevant BIDs.

Members expressed concern regarding the plans for Ulverston Leisure Centre and requested an update regarding stages 1, 2 and 3 of the project. The Finance and Assets Portfolio Holder assured Members that the Council wanted to progress the contract for Phase 1 of the Project before vesting day.

The Finance and Assets Portfolio Holder expressed concern for the impact of the economy on households in poverty. Rising energy costs were a great concern and he noted that the level of the challenge required national action to assist those in greatest need.

Decision

RESOLVED – That

(1)  the Summary of Performance as detailed in the report be noted;

(2)  the detailed risks information as set out in Appendix 1 be noted; and

(3)  the detailed performance statistics as set out in Appendix 2 be noted.

(4)  consideration of any recommendations made by the Overview and Scrutiny Committee be noted.

Reasons for Decision

The report links to the following Council Plan Priorities:

Performance Monitoring underpins service delivery and provides good value for money. Performance Monitoring supports the delivery of all four Council Plan Priorities.

Alternative Options

There are no alternative options – the purpose of the report is to receive a performance update. The Council must note successes, monitor progress and take action where appropriate.

To consider approval of funding for years three to five of the Rapid Rehousing Pathway – Rough Sleeping Initiative.

Summary

The Health, Wellbeing and Poverty Alleviation Portfolio Holder presented the Rapid Rehousing Pathway – Rough Sleeping Initiative report and thanked the contributing officers. The report sought approval of funding for years 3 to 5 of the Rapid Rehousing Pathway – Rough Sleeping Initiative, which followed on from years 1 and 2. The initiative was grant funded by the Department of Levelling Up Housing and Communities (DLUHC) for the period 2022 to 2025 following a successful bid by Carlisle City Council as accountable body on behalf of a county-wide collaboration of districts. As a result of the third round of funding, the total overall receipt was expected to be  in the region of £320,155 although the precise figure was to be confirmed by DLUHC. The report sought authority for the terms and conditions of the appropriate agreements to be completed and signed on behalf of South Lakeland District Council. It was expected that receipt of these monies would assist homeless households in accessing accommodation in the social rented and private rented sector, providing support to help them maintain their tenancies and alleviate rough sleeping.

Members highlighted the cost of living crisis and the impact on households, rough sleeping, and homelessness. Members expressed concern for the ‘invisible’ housing issues, which had been increasing.

Members acknowledged the excellent work of partnership and community organisations involved in tackling homelessness and housing issues.

Decision

RESOLVED – That

(1)  receipt of the grant funding for years 3 to 5 in respect of the Rapid Rehousing Pathway Rough Sleeping Initiative project, following successful bids by Carlisle City Council to the Department of Levelling UpHousing and Communities (DLUHC) on behalf of the Districts be approved; and

(2)  authority be delegated to the Director of Customer and Commercial Services in consultation with the Lead Specialist Legal Governance and Democracy to enter into the appropriate agreements on behalf of the Council to receive and administer the grant funding for years three to five of the Rapid Rehousing Pathway Rough Sleeping Initiative project.

Reasons for Decision

The report links to the following Council Plan Priorities:

Delivering a balanced community – Health and Environment – helping people to be independent.

A fairer South Lakeland – preventing homelessness, supporting and ensuring the safety of vulnerable people. Implement new and support existing Homelessness and Rough Sleeping Strategies, protecting the vulnerable and helping people out of poverty, working with partners to reduce domestic abuse, alcohol related crime, substance misuse, child sexual exploitation and antisocial behaviour, work with partners to safeguard people against exploitation, work with partners to protect people against domestic abuse.

Alternative Options

The Council could decide not to accept the monies available for years 3 to 5 but this is not recommended as it would not support the work of the Accommodation Support Officer and Rough Sleeping Co-Ordinator currently in post, together with a new Accommodation Support Officer role to reduce homelessness and rough sleeping in South Lakeland.

To consider participation of the Council in the Morecambe Bay Anchor Collaboration (MBAC).

Summary

The Health, wellbeing and Poverty Alleviation Portfolio Holder presented the Morecambe Bay Anchor Collaboration report.

The report recommended that SLDC agreed to the Council participating in the Morecambe Bay Anchor Collaboration (MBAC). This Bay wide collaboration would enable SLDC and partners to strengthen their social value practice and impact in the local community and generate community benefits across the District. Joining the MBAC would enable officers across the Council to share learning from peers in diverse organisations around the Bay (both private and public sector), for the benefit of South Lakeland residents and businesses. The Council’s participation would highlight the ongoing strategic importance of Morecambe Bay for South Lakeland. It would also support discussions in the new Westmorland and Furness Council around addressing health inequalities through working with, and learning from, the Council’s neighbours.

Anchor Institutions are described as large, public-sector organisations that have a significant stake in a geographical area. Anchors have sizable assets that can be used to support local community wealth building and development through:-

• procurement and spending power

• workforce and training

• assets such as buildings and land

Decision

RESOLVED – That

(1)  approval be given for the Council participating in the Morecambe Bay Anchor collaborative; and

(2)  support for the principles of the Morecambe Bay Anchor Charter be agreed; and

(3)  a copy of the Morecambe Bay Anchor Charter be forwarded to the Shadow Executive of the new Westmorland and Furness Council and that it be requested that the principles of the Collaborative inform the design of the new authority.

Reasons for Decision

The report links to the following Council Plan Priorities: Using our distinct environment to create opportunities for all; working with communities to reduce isolation and loneliness; helping people to be independent; ensure that population health strategies make relevant provision for the elderly; ensure that social programmes address loneliness.

A Fairer South Lakeland: Halve the proportion of households in poverty and eliminate child poverty; Protecting the vulnerable and helping people out of poverty; the delivery of financial advice and support to vulnerable people; working with partners to reduce domestic violence, alcohol related crime, substance misuse, child sexual exploitation and antisocial behaviour; work with partners to protect people against domestic abuse.

Addressing the climate emergency: Promoting environmental technologies and the green economy; developing town centres which are attractive and accessible for living, working and leisure; reducing the council’s own carbon footprint; promoting local businesses and the circular economy; achieving net zero carbon emissions by 2037; working with Cumbria County Council and other partners to promote and encourage the provision of and access to sustainable public transport across the district; promoting active transport including cycling and walking.

Alternative Options

In the implementation of the new Westmorland and Furness Council, South Lakeland District Council could remain an informal partner of the MBAC, or withdraw from the meetings altogether. However this is not recommended – by formally signing up to the MBAC the Council will receive the benefits of a proactive and influential partnership  ...  view the full minutes text for item CEX/46

To consider the lease for 5 years for 2x 18t HGV road suction street sweeping vehicles.

Please also note the Part II Appendix 1 to the report.

Summary

The Customer and Locality Services Portfolio Holder presented the Lease of Fleet Vehicles report. With vesting day approaching it was intended that approval of this decision would pass on the infrastructure needed for continuity of service for the new authority. Members were keen to keep a close eye on this delivery of service.

The report outlined the decision to approve the lease for 5 years for 2x 18t HGV road suction street sweeping vehicles. The purchase was in line with the current capital replacement vehicle programme. It was expected that it would help reduce maintenance and servicing costs for the service and provide a reliable fleet of vehicles to help the service run effectively.

The Finance and Assets Portfolio Holder asked the Service Delivery Manger to clarify whether the life costs of the vehicles referred to in the report were historic costs, which would be subject to an anticipated increase; the Service Delivery Manager confirmed that to be the case. 

A query was raised regarding the numbers of new houses being built and the added pressure and costs to service delivery. The Finance and Assets Portfolio Holder clarified that the new homes would generate additional council tax revenue and would therefore be contributing to the service.

Decision

RESOLVED – That

(1)  The 5 year term lease of the 2x HGV road sweepers to the recommended bidder as noted in Part II Appendix 1 be approved; and

(2)  Authority be delegated to the Director of Customer and Commercial Services in consultation with the Specialist Procurement Officer and Lead Specialist Legal Governance and Democracy to enter into the appropriate contract on behalf of the Council with the successful bidder.

Reason for Decision

The report links to the following Council Plan Priorities: Addressing the climate emergency – Ensuring the fleet is in good condition to enable an efficient and thorough street cleansing throughout the district and to specialise in trunk and other main roads.

Alternative Options

To not lease new sweepers and to run the existing fleet. This will inevitably lead to increase in maintenance and servicing costs and will provide an ageing fleet which will be less reliable. Reliability of vehicles is key to the Streetscene department with programmes expected on set days.

To purchase as opposed to lease is not recommended This has meant that the full costs of servicing and repairs (excluding warranty items) have been borne by the authority; and as these are specialised vehicles those works have required extensive outsourcing. The annual costs of servicing repairs for each vehicle are become progressively higher during the lifetime of the vehicles. The cost of purchase is set out in the Part II appendix

Another alternative option is to not award a contract to the recommended bidder in this procurement exercise. This is not considered a preferred option because the recommended bidder met the necessary criteria to proceed as set out in the analysis in the Part II appendix.