Agenda and minutes

To authorise the Chairman to sign, as a correct record, the Executive Decisions made by Cabinet on 9 November 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 9 November 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.

RESOLVED – That Councillor Janette Jenkinson declared a non-pecuniary other registerable interest under Minute No. CEX/86 by virtue of the fact that she was a Director of Ulverston Community Enterprise and a Trustee of Ulverston Coronation Hall. She remained in the meeting during the discussion and voting on the item, although with no voting rights as a Member of the Shadow Cabinet.

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

RESOLVED – That if required, discussion regarding the items in Part II on the agenda be dealt with the following 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 published on 8 November 2022.

RESOLVED - That the contents of the Forward Plan published on 8 November 2022 be noted.

To consider the projected year end position based on performance to the end of Quarter 2 2022/23 and officers planned actions to ensure a balanced budget by the end of the financial year. (Appendix 6 marked to follow).

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 Two 2022/23 and officers planned actions to ensure a balanced budget by the end of the financial year.

The Finance and Assets Holder drew members’ attention to the economic crisis and significant inflation, which had impacted the Council. He highlighted a salary budget increase of £673,000 as a result of the pay award and noted that revenue and budget monitoring had identified a year-end overspend of £907,000 due to increased costs pressures and reduced income projections. The Finance and Assets Portfolio Holder added that officers had carried out an intense and detailed review of all 2022/23 budgets to identify budget pressures and potential budget savings alongside the usual financial report, which had resulted in a number of mitigations aimed at reducing the budget deficit a projected £116,000.

Members’ attention was drawn to the capital programme full details of which were set out in Appendix 2 to the report. The Finance and Assets Portfolio Holder informed Members that the capital budget approved in February had been increased in April by the Carry Forwards report to Cabinet and by further requests approved by Council in May and November 2022, the updated Capital Programme was attached at Appendix 3 to the report.

The Finance and Assets Portfolio Holder highlighted significant changes to the Procurement Schedule at Appendix 6 to the report, which had been marked to follow on the agenda and circulated prior to the start of the meeting.

The Finance and Assets Portfolio Holder noted that the Quarter Two update was a reminder that the Council was not immune to economic ill wind and thanked officers for their hard work to ensure that the Council was on sound economic footing.

No comments or questions were raised.

Decision

RESOLVED – That

(1)  The contents of the report and Appendices 1-6 be noted;

(2)  Council be requested to approve the budget movements proposed in Appendix 1 and summarised within the report;

(3)  Council be requested to approve the revised capital programme as set out in Appendix 3 to the report.

(4)  Council be requested to approve the use of reserves and contribution to Reserves as set out in Appendix 4; and

(5)  Council be requested to approve the Procurement Schedule at Appendix 6.

Reasons for Decision

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 Considered and Rejected

There are no alternative options for Appendices 1-3. The mitigations proposed in paragraph 3.0.2 represent a balanced approach to offsetting the budget pressures: each could be rejected but replacement mitigations would need to be identified.

To consider the procurement of an elections management and electoral registration system for the Westmorland and Furness Council.

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

- Paragraph 3 - Information relating to the financial or business affairs of any particular person (including the authority holding that information)

Summary

The Customer and Locality Services Portfolio Holder presented a report on the procurement and contract award for an Elections Management and Electoral Registration System for Westmorland and Furness Council. He informed Members that the system would provide the functionality required by Westmorland and Furness Council to manage all aspects of elections and electoral registration and enable residents to register to vote using the .gov.uk website.

Members were informed of the LGR Workstream which had been tasked with the procurement exercise to identify suppliers for the new councils and that South Lakeland District Council had taken the lead on the process for the Westmorland and Furness Council. During the exercise there was regular consultation between the three elections teams, IT officers as well as support from procurement and legal officers and oversight from the Westmorland and Furness Interim Chief Executive who was the Returning Officer. Following the procurement exercise a preferred supplier was identified, as set out in the Part II appendix 1 to the report.

No questions or comments were raised.

Decision

RESOLVED – That

(1)        the contract for the Elections Management and Electoral Registration system being awarded to the supplier identified in the Part II Appendix 1 be approved;

(2)        the Director Strategy, Innovation and Resources be delegated authority in consultation with the Specialist Procurement Officer and Legal Governance and Democracy Senior Specialist (Monitoring Officer) to enter into the appropriate contract with the successful bidder; and

(3)        the contract will transfer to Westmorland and Furness Council from vesting date

Reasons for Decision

The decision links to the Council Plan Priority for Working Across Boundaries.

Alternative Options Considered and Rejected

The option of continuing with existing systems and merging at a later date was considered and rejected. This approach would potentially lead to large numbers of mismatches when the three existing local authority GSS codes are deleted and replaced with a new code for Westmorland and Furness.

In addition there will be new functionality required to deliver Elections Act requirements and potential boundary changes which is better dealt with as one project in a new system.

The alternative option to award the contract to an alternative bidder is not recommended on the basis of the tender analysis in Appendix 1.

RESOLVED - That, under Section 100(A)(4) of the Local Government Act 1972, the press and public,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 Part 1 of Schedule 12 A of the Act as amended by the Local Government (Access to Information) (Variation) Order 2006 by virtue of the paragraph indicated.

To consider support of the ongoing operation of the Coronation Hall, Ulverston.

Note - That Councillor Janette Jenkinson declared a non-pecuniary other registerable interest under Minute No. CEX/86 by virtue of the fact that she was a Director of Ulverston Community Enterprise and a Trustee of Ulverston Coronation Hall. She remained in the meeting during the discussion and voting on the item, although with no voting rights as a Member of the Shadow Cabinet.

Summary

The Economy, Culture and Leisure Portfolio Holder presented a report seeking approval for a transition grant to support the ongoing operation of Ulverston Coronation Hall. He outlined and expressed his support for the proposals.

No questions or comments were raised by members.

Decision

RESOLVED - That

(1)  a grant award to UCH of £100k be approved to support the Coronation Hall in acknowledgement of the time lost due to the pandemic and projected support to aid recovery, and that authority be delegated to the Director of Customer and Commercial Services in consultation with the Lead Specialist for Legal, Governance and Democracy, the Lead Specialist for Finance and the Portfolio Holders for Finance and Resources and Economy Culture and Leisure to agree terms and enter into the grant agreement.

Reasons for Decision

The decision relates to the following Council Plan priorities:-

·         Delivering a balanced community - Using culture and the arts to support the unique offer of our towns.

·         Working across boundaries – Promoting unique value propositions such as cultural and creative industries.

Alternative Options Considered and Rejected

There is the option not to provide any immediate grant support to UCH. This option is not recommended as the benefits of local management of the premises would be lost, it would risk its closure and, if the Council did take back the running of the Coronation Hall in-house, it would have its own cost and resourcing implications.

There is an option to provide a reduced amount of transitional grant funding to UCH, however this is not recommended as it will not provide the sufficient time and stability required for proper forward planning and sustainable business modelling.

There is a further option to provide the full grant funding and to enter into the new lease for UCH at this stage. This is not recommended because in recent months further information has come to light (outlined within the report) which the Council needs to consider and take an informed view upon, including in-sourcing the Markets as well as the viability of UCH and its current business plan and financial projections for Coronation Hall going forward.