Agenda and minutes

RESOLVED that the minutes of the meeting held on 26 March 2018 be confirmed.

Purpose of Report

To present the Executive with recommendations from the Community Leadership Scrutiny Committee following its review into inclusive growth.

Decision

That the Community Leadership Scrutiny Committee’s recommendations following its review into inclusive growth be supported.

Alternative Options Considered and Rejected

The Executive could have opted not to support one or more of the Community Leadership Scrutiny Committee’s recommendations.

Reason for Decision

Councillor Bob Bushell, Chair of the Community Leadership Scrutiny Committee, provided the Executive with a presentation on a review undertaken by the Committee in respect of inclusive growth.

The review considered inclusive growth from both a supply and demand perspective. Representatives from the University of Lincoln, the Council’s Revenues and Benefits Service, the Department for Work and Pensions, Lincoln College, Linkage Community Trust, the Education Business Partnership, the Bailgate Guild, Voluntary Centre Services and Tesco all participated at meetings of the Committee which contributed to the final recommendations. In addition, the Lincoln Growth Conference included a workshop with businesses on the topic of inclusive growth. The findings from this workshop were also considered at the final Committee meeting of the review.

The report set out the key findings from the supply and demand perspective, setting out a number of challenges and opportunities. These were set out in paragraph 4 of the report.

The Executive noted the Community Leadership Scrutiny Committee’s recommendations as follows:

Supply

(1)       That the Council works with The Network to:

-       review/establish referral mechanisms between Lincolnshire Move Partnership (which helps people aged 16+ move into employment) and The Network (which helps people aged 16-24 with advice and guidance including on training and employment);

-       identify referral opportunities between The Network, Lincolnshire Move Partnership and Linkage Community Trust (a Lincolnshire based charity helping people with learning difficulties on a range of topics, including employment);

-       identify how the key sectors important to economic growth in the city are targeted.

(2)       That the Council continues to support the Living Wage and promote the emerging Corporate Social Responsibility Charter.

(3)       That the Council seeks out funding opportunities to expand the offer of employability courses currently provided by the authority with Health and Wellbeing Board funding and delivered through Lincoln College. These offer free courses to low income households to upskill and secure employment.

(4)       That the Council continues to support young people to gain practical skills through supporting the National Citizens Service workshops and providing work experience placements.

Demand

(5)       That the Council begins a discussion with key strategic partners in the city to identify any similarities in investment priorities in Lincoln, and explore opportunities to pool or co-ordinate resources to deliver on shared agendas that continue to make Lincoln a great place to live, work and enjoy;

(6)       That the findings of this inclusive growth review be considered in any future economic or industrial strategies produced by the Council. For example, this could include supporting initiatives that may help people work flexibly around childcare responsibilities.

(7)       That the Department for Work and Pensions have a discussion  ...  view the full minutes text for item 3.

Purpose of Report

To present to the Executive the provisional 2017/18 financial outturn position on the Council’s revenue and capital budgets, including:

·         General Fund

·         Housing Revenue Account

·         Housing Repairs Service

·         Capital Programmes

The report also provided a review of the key budget risk assessments.

Decision

(1)       That the provisional 2017/18 financial outturn for the General Fund, Housing Revenue Account, Housing Repairs Service and Capital Programmes, as set out in paragraphs 3 to 7 of the report, and the reasons for any variances, be noted.

(2)       That the proposed transfer to the General Fund earmarked reserves in paragraphs 3.6, 3.8, 3.9 and 3.11 prior to reporting to the Executive be approved.

(3)       That the proposed transfer to the Housing Revenue Account earmarked reserve in paragraph 4.4 of the report be approved.

(4)       That the financial changes to both the General Investment Programme and the Housing Improvement Programme, as set out in paragraphs 7.3, 7.4 and 7.10 of the report, above the 10% budget variance limit be delegated to the Chief Finance Officer.

Alternative Options Considered and Rejected

None.

Reason for Decision

General Fund

For 2017/18 the Council’s net General Fund revenue budget was set at £10,435,620, which included a planned contribution from balances of £702,440 resulting in an estimated level of general balances at the year-end of £1,609,364.

The financial performance quarterly monitoring report for quarter three predicted an underspend against the revised budget, exclusive of approved carry forwards, of £457,856. The provisional outturn for 2017/18 indicated that an increase in that underspend of £129,682 had occurred, resulting in an overall variance of £587,538 provisional underspend which represented a variance against the revised budget of 5.6%. Full details of the main variances were appended to the report, with key variances noted as follows:

·         car parking – reduced income of £290,000;

·         waste collection/street cleansing – increased expenditure of £69,990;

·         Crematorium – increased income of £152,360;

·         Christmas market – increased expenditure of £56,180;

·         City Hall – reduced expenditure of £177,280;

·         business rates – increased income of £279,710;

·         revenues and benefits (net of bad debt provision) – reduced income and expenditure of £73,400;

·         interest payable – reduced expenditure of £137,960;

·         new homes bonus contingency – reduced expenditure of £102,640.

Details regarding the proposed transfer of earmarked reserves in respect of the General Fund were set out in the report at paragraphs 3.6, 3.8, 3.9 and 3.11 of the report.

Housing Revenue Account

For 2017/18 the Council’s Housing Revenue Account net revenue budget was set as a deficit of £64,170, resulting in an estimated level of general balances at the year-end of £1,023,099.

The financial performance quarterly monitoring report for quarter three predicted an underspend of £211,970. The provisional outturn for 2017/18 now indicated an underspend of £616,377. This would result in Housing Revenue Account balances at 31 March 2018 of £1,639,476. The main reason for the additional resources over and above the position forecast at quarter three was an increasing trading surplus repatriated from the Housing Repairs Service and an increased underspend on supervision  ...  view the full minutes text for item 4.

Purpose of Report

To provide the Executive with the Annual Treasury Management Stewardship Report, which was a requirement of the Council’s reporting procedures under regulations issued under the Local Government Act 2003. The report covered the treasury management activities and the actual prudential and treasury indicators for 2017/18.

Decision

(1)          That the actual prudential indicators contained within Appendices A and B be supported and recommended to Council for approval.

(2)          That the annual treasury management report for 2017/18 be noted.

Alternative Options Considered and Rejected

None.

Reason for Decision

During 2017/18 the Council complied with its legislative and regulatory requirements.

Full details of transactions in the year and performance against the Prudential Indicators was included at Appendices A and B of the report. The following key issues were noted from activity during 2017/18:

·         the Council’s total debt, including leases and lease-type arrangements, at 31 March 2018 was £81.633 million compared with the Capital Financing Requirement of £109.480 million. This represented an under-borrowing position of £27.817 million, which was currently being supported by internal resources. Additional long-term borrowing would be taken in future years to bring levels up to the Capital Financing Requirement, subject to liquidity requirements, if preferential interest rates were available;

·         the Council’s investments at 31 March 2018 were £15.6 million, which was £5.16 million lower than at 31 March 2017. Average investment balances for 2017/18 were £25.3 million in the Medium Term Financial Strategy 2017-22;

·         actual investment interest earned on balances was £110,000 compared to £104,000 estimated in the Medium Term Financial Strategy 2017-22;

·         the interest rate achieved on investments was 0.67%, which was 0.45% above the target average 7-day LIBID rate.

Further information regarding security, liquidity and benchmarking was set out in the body of the report.

Purpose of Report

To provide the Executive with an update report on the revised Strategic Risk Register as at the end of the fourth quarter 2017/18.

Decision

That the report be noted.

Alternative Options Considered and Rejected

None.

Reason for Decision

A number of further control actions had been progressed or completed and key movements were outlined in paragraphs 3.1 and 3.2 of the report.

An updated version of the Strategic Risk Register was appended to the report.

Purpose of Report

To provide the Executive with a progress report on the strategic projects against their milestones for the final quarter of 2017/18.

Decision

That progress in delivery of strategic projects be noted.

Alternative Options Considered and Rejected

None.

Reason for Decision

There were currently 16 strategic priorities being monitored, 14 of which were on track in terms of their physical and financial milestones and risk profiles. Two projects had been completed and were awaiting a Post Implementation Review to be submitted and signed off. There were no projects off track in terms of all three of the areas of monitoring and it had been concluded that there were no projects of sufficient concern to bring to the attention of the Executive.

The two projects awaiting a Post Implementation Review which had completed their defined actions were:

·         new surface car parks – purchase of two new surface car parks in the city;

·         Bereavement Services improvements to facilities – additional data was requested in respect of this project so the Post Implementation Review would be finalised when that data had been made available.

Three new projects had been reviewed and recommended to the Executive for approval, as follows:

·         noise reduction equipment – to purchase two complete noise kits for measuring and recording noise in complainant’s homes and for the investigation of noise complaints;

·         Broadgate lift refurbishment – full refurbishment to both lifts at Broadgate car park;

·         tree memorial at the Crematorium – to purchase a new memorial tree for the Crematorium grounds that would aim to offer an affordable memorial option for the friends and families of the deceased.

It was noted that a further six projects had been signed off as completed during the final quarter, noted as follows:

·         Broadgate car park improvements;

·         Birchwood bungalows;

·         City Hall phase 2 improvements;

·         implementation of Servitor (Repair Ordering and Billing System);

·         St Botolph’s Court refurbishment;

·         disaster recovery and back-up.

It was reported that the following projects had been decommissioned by the Strategic Plan Implementation Team:

·         heat mitigation at the Terrace;

·         Housing Services asbestos database.

This was due to the fact that both projects’ original objectives and outcomes had changed since the outset of the scheme and the decision had been taken to remove them from the list of projects being monitored. Amended project approval documentation would be compiled and submitted for approval if the projects were required in the future.

Updates on mega projects in relation to the Western Growth Corridor and the Transport HUB were set out in the report at paragraphs 5.1 and 5.2 respectively.

The report also included an update on the work of the Section 106 Group, which was responsible for the monitoring of the Council’s Section 106 Agreements and to ensure that monies received were used for the correct purpose, and spent by the critical expenditure date. Further details of Section 106 Agreement allocations were set out in the table at paragraph 6.1 of the report.

Updates on the following annual ongoing projects were also highlighted in  ...  view the full minutes text for item 7.

Purpose of Report

To present the Executive with a summary of the operational performance position for quarter four of the financial year 2017/18, along with some full year outturn updates.

Decision

(1)       That the report be noted.

(2)       That the relevant Portfolio Holders ensure that management had a local focus on those areas highlighted as showing deteriorating performance.

Alternative Options Considered and Rejected

None.

Reason for Decision

Quarter four outturn highlighted a long list of exceptional performance results, particularly in relation to housing and food health and safety. The following exceptional areas of performance were noted:

·         the number of users logged into the self-service system ‘MyInfo’ had increased from 6,409 in quarter three to 9,865;

·         at 9,826, the number of face to face customer visits had dropped by approximately 3,000 from quarter four in 2017;

·         the City of Lincoln council tax collection rate stood at 97.17% which was above the 97.11% target;

·         the level of outstanding customer changes in the Revenues Team had improved from 296 in quarter four in 2017 to 121 this quarter;

·         the average time to process housing benefit claim changes of circumstances had surpassed its target of five days with an outturn of four days;

·         the percentage of quality checks made where benefit entitlement was correct had improved from 91% last quarter to 92% in quarter four;

·         the number of off-street charged car parking spaces had increased from 2,242 last year to 3,622 this year. This had led to a temporary decline in utilisation, dropping to 45%;

·         the number of service requests for Public Protection and Anti-Social Behaviour had seen improvements reducing from 1,001 last year to 587 this year;

·         the percentage of premises fully or broadly compliant with Food Health and Safety inspections had exceeded the 97% target at 98%;

·         the average time taken from the date of the Food Health and Safety inspection to achieving compliance had improved from 13.25 days to 10.40 this quarter;

·         the percentage of official Food Health and Safety controls that had been completed had improved from 84.5% to 94% and was now on target;

·         the percentage of non-major planning applications determined within the government two year rolling target had reached 95%;

·         the percentage of major planning applications determined within the government two year rolling target had reached 100%;

·         the current tenant arrears as a percentage of the annual rent debit had surpassed its target of 2.15% with a figure of 2.11%;

·         the percentage of reactive repairs completed within target time had surpassed its target of 95% with an outturn figure of 97.49%.

Areas where performance could improve were noted as follows:

·         the average time taken to answer a call to customer services had deteriorated from 28 seconds to 104 seconds, which was outside the target of 40 – 50 seconds;

·         the business rates outturn collection rate had reduced from 99.43% last year to 98.87%;

·         the number of housing benefits/council tax support customers awaiting assessment had increased from 555 in 2016/17 to 696 this year;

·         the reported percentage  ...  view the full minutes text for item 8.

Purpose of Report

To provide the Executive with an update on the present situation in relation to existing funding for equipped play areas, and to set out an offer that had potential to bring in external funding for one site through a partnership agreement.

Decision

That the proposal be approved, in principle, and the Director of Communities and Environment be authorised to agree suitable terms of lease.

Alternative Options Considered and Rejected

None.

Reason for Decision

It was noted that the Executive had received a report on this proposal in February 2018, however, there had been some developments since then and it was felt appropriate to provide the Executive with additional information relating to the proposal.

The Council had received an informal approach from Hartsholme Cricket and Social Club and Lincoln United to consider whether it would be prepared to allow them adopt the adjacent Keadby Close play area. The club had a new strategy for development, including much wider engagement with the local community and it believed that taking on the existing poorly equipped play area, and investing in it, would both help the local community and aid its strategy.

The club had requested a lease for the site, at nil cost, in return for which they would invest in the site, take on its maintenance commitments and maintain open public access.

Councillor Fay Smith, having attended the site with officers, was fully supportive of the proposal and reminded the Executive that this should not be considered as disposal of the site but was more about permitted use, due to the fact that the land would effectively be leased.

You are asked to resolve that the press and public be excluded from the meeting during the consideration of the following items because it is likely that if members of the press or public were present, there would be disclosure to them of 'exempt information'.

In accordance with the Local Authorities (Executive Arrangements) (Meetings and Access to Information) (England) Regulations 2012, notice is hereby given of items which will be considered in private, for which either 28 days' notice has been given or approval has been granted by the appropriate person specified in the Regulations. For further details please visit our website at http://www.lincoln.gov.uk or contact Democratic Services at City Hall, Beaumont Fee, Lincoln.

The following items are being considered in private as they are likely to disclose exempt information, as defined in Schedule 12A of the Local Government Act 1972. No representations have been received in relation to the proposal to consider these items in private.

RESOLVED that the press and public be excluded from the meeting during consideration of the following items of business because it was likely that if members of the public were present there would be a disclosure to them of ‘exempt information’ as defined by Section 100I and Schedule 12A to the Local Government Act 1972.

The following items were considered in private as they were likely to disclose exempt information, as defined in Schedule 12A of the Local Government Act 1972. No representations had been received in relation to the proposal to consider these items in private.

Purpose of Report

To seek Executive approval for officers to apply for external grant funding which, when put together with the Council’s internal funds, would enable improvements to be made to the current stock of outdoor sports facilities.

Decision

That the recommendations set out in the report be approved.

Alternative Options Considered and Rejected

None.

Reason for Decision

The City Council currently had two existing facilities at the Yarborough Leisure Centre in need of significant repair, noted as being the athletics track and the all-weather pitches. The estimated cost of repairing both facilities was set out in the report, together with a proposal through use of external grant funding to pay for the necessary improvements.

Purpose of Report

To provide the Executive with an update on the progress made on the recommendations previously approved in relation to the redevelopment of De Wint Court for extra care housing and sought approval for further partnership working with Adult Care.

Decision

(1)       That further negotiations with Lincolnshire County Council in reaching a Heads of Terms agreement on its financial support for the extra care scheme at De Wint Court, including the nomination rights to their funding places, be approved.

(2)       That authority be delegated to the Chief Executive and Assistant Director (Housing Investment and Strategy) to continue negotiations with Lincolnshire County Council in respect of the financial position of the proposed development and the provision of care packages to future residents.

Alternative Options Considered and Rejected

None.

Reason for Decision

In May 2017 the Executive was presented with an options appraisal for the potential future use of the existing sheltered housing scheme at De Wint Court. Approval was given for the demolition and aspiration to redevelop the land to provide 70 new affordable extra care apartments with associated communal facilities.

Although agreement had been reached in principle between the County Council and City Council on partnering the re-provisioning of De Wint Court for extra care housing, negotiations were continuing on the detail of how that would fit within the County Council’s current commissioning arrangements. It was recognised that this negotiation needed to be resolved satisfactorily before the City Council’s Executive was asked to approve the final scheme.

Purpose of Report

To obtain Executive approval to dispose of a site with the purpose of providing move on supported housing for homeless young people.

Decision

That the Strategic Property Manager be authorised to negotiate the disposal of land, as set out in the report and appendices, for the provision of move on accommodation for homeless young people.

Alternative Options Considered and Rejected

None.

Reason for Decision

Details regarding a proposal to provide a plot of land suitable for the development of nine flats for the purpose of providing move on accommodation with support for homeless young people were set out in the report.