Agenda and minutes

RESOLVED that the minutes of the meeting held on 24 September 2018 be confirmed.

Purpose of Report

To update the Executive on the likely challenges ahead in preparing for the 2019/20 and future years budget, to set out the parameters within which the Council would prepare these budgets and to confirm the Council’s approach to development of the budget and the Medium Term Financial Strategy.

Decision

The Executive:

(1)       Noted the significant financial challenges that the Council faced.

(2)       Noted the projected budget parameters for 2019/20 and future years and noted the planning assumptions, as set out in Appendix A.

(3)       Noted the budget, strategic and service planning preparation programme, as set out in Appendix B.

Alternative Options Considered and Rejected

None.

Reason for Decision

The financial landscape for local government over the medium term period posed a significant challenge to the Council due to the volatility, complexity and uncertainty about future funding. Significant national decisions were still to be made by the government about future departmental spending through the spending review, the allocation of this funding to local government through the fair funding review and the implementation of the 75% business rates scheme, all of which impacted the Council’s Medium Term Financial Strategy.

The Council’s financial positon needed to be viewed in the wider context of continued public sector austerity and the impact this was having upon the financial resilience and sustainability of local authorities. A number of local authorities were taking measures to restrict expenditure to core, statutory services.

Although the potential increase in savings required would be substantial, it was not unprecedented and the Council should have some confidence that it had a track record of delivering strong financial discipline and that it could rise to the challenge once again. This successful financial planning to date had enabled the protection of core services for the people of Lincoln, whilst at the same time allowing for significant investment in the city, its economy and delivery of the Council’s Vision 2020. The Council would continue to adopt this approach, carefully balancing the allocation of resources to its strategic priorities whilst ensuring it maintained a sustainable financial position.

Further information relating to the spending review, the fair funding review, the 75% business rates retention scheme and business rates retention pilots, local government financial resilience and the social housing green paper and right to buy consultation was set out in the body of the report.

In terms of the Council’s financial monitoring for the current year, the following updates were noted:

General Fund

The financial monitoring report for the first quarter of 2018/19 forecast a significant overspend for the general fund at the year-end of £717,343. The key variance was the shortfall of car parking income against its budget target of £1,141,000.

The shortfall in car parking income was the continuation of a trend that began to emerge towards the end of 2017/18 and reflected a reduction in demand for shopper car parking spaces. This was in line with a reduction in footfall in the city centre and the general decline in high street shopping  ...  view the full minutes text for item 56.

Purpose of Report

To provide the Executive with an update to the current Council Tax Support Scheme for 2018/19 and to offer options for the 2019/20 Council Tax Support Scheme for Council approval by 31 January 2019.

Decision

The Executive:

(1)       Approves the proposed Council Tax Support Scheme for 2019/20 for public consultation and scrutiny, with all options to be put forward for consultation.

(2)       Approves the continuation of the £20,000 a year exceptional hardship fund for 2019/20 to top up Council Tax Support awards in appropriate cases, to be funded through the collection fund.

Alternative Options Considered and Rejected

None.

Reason for Decision

The City Council was obliged to approve a local Council Tax Support Scheme for 2019/20 by 31 January 2019, with schemes not able to be changed mid-financial year.

The consultation process for the draft Council Tax Support Scheme in respect of 2019/20 would begin on 1 November 2018 with major preceptors, stakeholders and members of the public. This was due to end on 14 December 2018.

A number of options which had been recommended for inclusion in the consultation were set out in paragraph 5.4 of the report and consisted of:

·         no change to the current scheme;

·         reducing the maximum savings limit;

·         increasing the minimum entitlement;

·         removing the family premium;

·         incorporation of Universal Credit changes;

·         consideration of Council Tax empty homes premium;

·         consideration of care leavers Council Tax exemption;

·         consideration of unoccupied and unfurnished properties.

It was noted that, under option 2 on Appendix 1 of the report, the final column on the table should read ‘impact per customer per week (£)’.

Discussion ensued on the impact of empty properties, particularly those that were furnished but remained unoccupied. It was noted that work was taking place to identify those properties and their particular circumstances in order that an attempt in liaison with the owner could be made to bring empty properties back to use in the city.

Purpose of Report

To highlight the requirement for the Council to introduce a telematics system to all its fleet and all sub-contractors using telematics.

Decision

That the installation of telematics in the Council’s vehicle fleet be approved.

Alternative Options Considered and Rejected

None.

Reason for Decision

Telematics was a technology of sending, receiving and storing information relating to remote objects, such as vehicles, via telecommunication devices. The information that could be recorded and presented would be utilised by the Council as follows:

·         average fuel consumption;

·         driving standards such as average speed, actual speed, excessive breaking in the event of accident investigation;

·         vehicle location, in the event of theft or major cause for concern

·         vehicle driving periods;

·         accurate mileage figures.

The advantages and disadvantages of the introduction of telematics were set out at paragraphs 5 and 6 of the report, with paragraph 7 outlining specifically what the system would be used for. The potential return on investment included:

·         management of fuel consumption and any associated potential return;

·         reduction in Co2 emissions, gained from reduced mileage covered by operatives which would result in lower emissions produced;

·         understanding the real cause of any formally reported incident and saving management investigation time.

It was noted that the proposal had been considered and endorsed by the City Council’s Employee Joint Consultative Committee.

Purpose of Report

To inform the Executive of the proposal to implement a Public Space Protection Order to allow the gating of St Peter’s Passage in Lincoln.

Decision

That the Public Space Protection Order permitting the gating of St Peter’s Passage be approved and that this be reviewed in 12 months.

Alternative Options Considered and Rejected

None.

Reason for Decision

The purpose of the Public Space Protection Order would be to enable St Peter’s Passage in Lincoln to be gated. The passage was currently a public right of way and was shown in Appendix A, with the introduction of the Order preventing public access to the passage.

The proposed Public Space Protection Order would be put in place for a maximum period of three years, after which a full review would take place.

The City of Lincoln, like other towns and cities nationally, had seen an increase in on-street antisocial behaviour particularly associated with substance misuse. These issues had manifested in the city centre with St Peter’s Passage being used for crime and antisocial behaviour including the passage being used as a toilet.

The Policy Scrutiny Committee supported the proposal to implement the Public Space Protection Order with two recommendations, as follows:

·         that the Public Space Protection Order be reviewed in 12 months;

·         that the use of CCTV be used on the basis of public safety at the Glory Hole and Much Lane to address any potential disbursement as a result of implementing the Public Space Protection Order at St Peter’s Passage.

Public consultation on the proposed Public Space Protection Order had been undertaken in August 2018 where all members of the of the Safer Lincolnshire Partnership and additional partners such as Lincolnshire Police, Lincoln Business Improvement Group, P3, Framework and Addaction were all invited to contribute and respond. All local ward members were advised of the consultation and the Communications team at the Council had also put information out into the public domain to promote the consultation and attract as many responses as possible. 25 responses had been received, with 15 in favour, seven against and three being indifferent of gating St Peter’s Passage. All comments received were set out in Appendix B to the report.

The Lincoln Business Improvement Group had committed to pay for the costs associated with the introduction of gates at either end of the passageway, so there would be no cost implications for the City Council as a result of agreeing to the Order. In answer to a question regarding access to keys for the locked gates, it was noted that any adjoining businesses to the passageway would be allocated with keys, as well as the City Council, the emergency services and the Lincoln Business Improvement Group.

Members agreed, reluctantly given that this passageway was a public right of way, that in the current circumstances the implementation of the Public Space Protection Order to allow the gating of St Peter’s Passage in Lincoln was the right thing to do.

Purpose of Report

To provide the Executive with an opportunity to consider proposals for a Commemorative Plaque Scheme for the City of Lincoln.

Decision

That the Commemorative Plaque Scheme for the City of Lincoln be approved and it be agreed that:

·         the unveiling of plaques be celebrated by holding a civic event;

·         the balance between the number of men and women that were being recognised for a plaque be monitored;

·         the current plaques be updated to the new style on a phased approach pending financial availability in the reserve and in liaison with the organisation or individual who originally erected it.

Alternative Options Considered and Rejected

Other options explored had included an unfunded scheme and fully funded scheme. An unfunded scheme would reduce the incentive to take part in a co-ordinated scheme as individuals could simply put up their own plaque. A fully funded scheme, whereby the Council undertook all of the background research and evidence gathering, could require significant additional staff resource.

Reason for Decision

An expression of interest to erect a plaque in park ward led to a request to consider the introduction of a city-wide Commemorative Plaque Scheme.

Outside of the blue plaque scheme in London there were some schemes currently in operation across the country, a few being operated by District Councils as set out in Appendix A. A small number of commemorative plaques were already in place at various locations across the city, erected under previous schemes operated by the City of Lincoln Council and Lincoln Civic Trust. These schemes had now lapsed and no guidance or criteria currently existed.

Draft guidelines and criteria for a new Lincoln scheme, based on schemes operated by other Councils, was appended to the report. It was proposed that the scheme would be operated by Development Management within existing staff resources. However, it was noted that the new scheme would be partly funded by the City of Lincoln Council to cover the costs of producing and installing the plaque.

A budget of £2,000 had been identified to support the scheme from planning income which would be reviewed in due course.

The Policy Scrutiny Committee had considered this report at its meeting on 9 October 2018 and supported the scheme, but asked the Executive to consider the following:

·         whether the unveiling of plaques should be celebrated by holding a civic event;

·         that the balance between the number of men and women that were being recognised for a plaque be monitored;

·         that the current plaques be updated to the new style.

It was noted that some plaques had been erected by organisations such as the Civic Trust. Such organisations would be contacted to seek their permission prior to updating any plaques.

During discussion it was noted that plaques could be used to commemorate events and also be used as remembrance for individuals or groups of people.

A question was raised as to whether a programme of updating current plaques would be put in place. It was noted that this would be  ...  view the full minutes text for item 60.

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.

This item was considered in private as it was 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 this item in private.

Purpose of Report

To consider the sale of the Council’s freehold interest in land west of Tritton Road.

Decision

That the recommendation contained within the report be approved.

Alternative Options Considered and Rejected

Alternative options considered and rejected were set out in paragraph 6.1 of the report.

Reason for Decision

Under the Towards Financial Sustainability Programme, realising capital receipts would allow the Council to invest in new income generating schemes. The proposal provided the Council with an opportunity to do this.