Agenda and minutes

Policy Scrutiny Committee - Tuesday, 13th June 2023 6.00 pm

Venue: Committee Rooms 1-2, City Hall. View directions

Contact: Claire Turner, Democratic Services Officer  (01522 873619)

No. Item


Confirmation of Minutes - 23 March 2023 pdf icon PDF 152 KB


RESOLVED that the minutes of the meeting held on 23 March 2023 be confirmed and signed by the Chair.


Policy Scrutiny Terms of Reference pdf icon PDF 126 KB


The Policy Scrutiny Committee Terms of Reference was included on the agenda for information.


RESOLVED that the Policy Scrutiny Terms of Reference be noted.


Declarations of Interest

Please note that, in accordance with the Members' Code of Conduct, when declaring interests members must disclose the existence and nature of the interest, and whether it is a disclosable pecuniary interest (DPI) or personal and/or pecuniary.


No declarations of interest were received.


Protecting Vulnerable People pdf icon PDF 288 KB


Michelle Hoyles, Business Manager – Corporate Policy and Transformation:


a.    presented a summary of key issues, trends and statistical data currently associated with Protecting Vulnerable People and the Council’s Safeguarding Policy.


b.    referred to paragraph 2 of the report and gave an overview of the current situation in the following key areas:


·         Training

·         Safeguarding Children and Adults

·         Safeguarding Adults

·         Domestic abuse Lincolnshire Domestic Abuse Specialist Service

·         Internal Safeguarding Referrals

·         Prevent

·         Audit

·         Policy Update

·         Case Management and Central Records

·         Future Workstreams


c.    invited members questions and comments.


Comment: Pleased to see that member training for safeguarding had been scheduled for this year, however, it was disappointing that no training was provided last year.


Question: The number of adult safeguarding referrals had significantly increased in 2022/23. Why had this happened?

Response: One of the reasons was due to an increase in reporting. Another reason was that we were seeing the after effect of the pandemic, with an increase in poor mental health in adults. It required more investigation, but it was important to highlight issues and identify trends.


Question: Referred to the table at 7.1 of the report and asked if ‘tenancy’ related to council tenants or private tenants.

Response: This related to the Councils tenants, private tenants were identified under Private Sector Housing.


Comment: Acknowledged the work that had been completed on this and commented that it was important to work with multiple agencies to reduce the numbers in future.


Question: How should safeguarding concerns  be reported with regards to children.

Response: If the child was in immediate danger social services should be contacted, otherwise contact the Safeguarding officer at the Council for advice.


Question: Please could more information be provided on Domestic Abuse Service?

Response: The Lincolnshire Domestic Abuse Specialist Service was a new service which looked at multi agency working to improve support for anyone affected by domestic abuse.


RESOLVED that the update be noted with thanks.



Events and Culture - Christmas in Lincoln 2023 and beyond - Programme of Events


Simon Colburn, Assistant Director (Health and Environmental Services)


a.    gave a power point presentation on developing the new events programme and covered the following main points:


·         New Branding

·         Our Aim

·         What we want to achieve

·         Our Approach to developing the programme

·         Seeking a range of views

·         Results so far – What people would like to see

·         Key results – public information gathering

·         A full range of ideas

·         Event Themes

·         Types of Market

·         Enhancement/ more often

·         The 2023 Programme

o   Lincoln Live

o   Lincoln Monster Invasion

o   Christmas in Lincoln

§  Ice Trail – 9 and 10th December

§  Christmas lights and light Trail

§  Additional small scale content

·         The CoLC and BIG 2023 Programme

·         Next Steps


b.    invited members questions and comments


Question: Please could more information be provided about the monster invasion.

Response: About 8 giant inflatable, illuminated monsters would be displayed on roof tops throughout the City. They would provide great photo opportunities and had worked well throughout other Cities. It was an innovative way to drive footfall in the City.


Comment: Pleased to see that Christmas lights would also be placed in the lower High Street area. Businesses often commented that Christmas lights were needed in this area.


Question: Were Officers confident that more big events would be planned for 2024, especially in areas below the Stonebow?

Response: The aspiration was to hold one or two big, multi venue events across the City, utilising the public spaces.


Question: How would the success of the events be measured?

Response: A range of measures would be used to monitor spend and footfall for each event. These included using CCTV to measure footfall across the City. We would ask marketing students from the University to carry out surveys at the event, asking visitors questions such as where they were from and how much they had spent. An online survey using a QR code was also to be used with an incentive to enter a competition on completion of the survey. We would also gather feedback from businesses.


Question: Would the old Christmas lights be recycled or repurposed?

Response: The new contractors would advise how they could be disposed of.


Question: How would the events be advertised?

Response: The communications team would produce branding for the events. They would be advertised via Visit Lincoln and Destination Lincoln. They would also be advertised via the Facebook Christmas Market page which had been retained and renamed ‘Events in Lincoln.’


Question: Please could more information be provided on the Ice trail.

Response: Fifteen to twenty pre carved ice blocks in Christmas motifs would be displayed around the City from Newport Arch to St Marks.


Question: Were there incentives for businesses to get involved in events?

Response: Yes, partnership working was key, discussions were taking place with businesses asking them to get involved in the events.


Question: Had work been done to address public transport issues during these events?

Response: A park and ride would not be provided, but discussions  ...  view the full minutes text for item 5.


Lincoln Central Market Policies


Kate Ellis, Strategic Director, Major Developments:

a.    presented the plan for the Lincoln Central Market and requested that the Policy Scrutiny Committee provide feedback to assist in forming the Lincoln Central Market Policy. Once formulated the Policy would then be circulated to members for consideration.


b.    gave the background to the Lincoln Central Market and explained that the refurbishment was well developed and would be fitted out by the end of July with the full market opening in October 2023.


Sammy Pengelly, Events and Culture Officer:

a.    gave a power point presentation on Lincoln Central Market and covered the following main points:

·         Before Regeneration

·         Refurbishment

·         Getting the Right Traders

·         Stallholder Products Mix - Catering

·         Stallholder Products Mix – Produce/ Food Retail

·         Stallholder Products Mix – Retail

·         Products we do not want

·         Selection Process

·         New Market, New Opening Hours

·         Outside Space

·         Next Steps

b.    invited members questions and comments


Question:Had the 50 applications for stalls that had been received so far met the specified criteria?
There had been 50 expressions of interest, applications were not open yet, however, they looked positive.

Question: How would the market be managed in future?
Response: A post of Market Manager was currently out to recruitment, initially on a two year fixed term contract, but a revised business plan would be produced in the future and it was hoped that the post would be made permanent.

Question: How would a decision be made to ensure that the stall application met the specified criteria?
Response: Banks Long and Co had been procured to liaise with traders and apply the criteria, this would provide some independence. A payment for tenant sign-up would be paid to Banks Long and Co and they would receive another payment if they were still trading after six months. This provided an incentive for Banks Long and Co.

Question: What would happen if a business closed down?
Response: We would have a good relationship with small businesses and would offer them support.

Comment: I would be opposed to not having books on the market.
Response: There were other premises in the area that were more suitable for selling books.

Question: Previous tenants were invited to reapply to hold a stall, how much would the rents cost compared to rents before the refurbishment.
Response: The rents had not been formulated yet, we needed market intelligence from Banks Long and Co, but they would cost more than previously and there would also be a service charge. Over the next year we would be transitioning to turnover rents which meant that if a trader was doing really well they would be charged more rent and if the trader earned less they would pay less rent. This would help to support start up and small businesses.
Response: We would be inviting previous stall holders to re-apply, however we would be upfront about needing to meet the criteria.

Question: Had accessibility been considered for people with mobility issues.
Response: The spacing of the stalls had been considered  ...  view the full minutes text for item 6.


Health Scrutiny Update


The Vice- Chair of Policy Scrutiny Committee updated members of the business that had been discussed at the Health Scrutiny meeting held on 17 May 2023, these were:


·         Update on Pilgrim Hospital, Boston, Paediatric Service

·         Manthorpe Unit, Grantham and District Hospital - Extended Temporary Closure for Enhanced Dementia Home Treatment Pilot

·         Temporary Closure of Lincolnshire's Male Psychiatric Intensive Care Unit (PICU) - The Hartsholme Centre


RESOLVED that the report be noted.


Repairs and Maintenance Policy pdf icon PDF 8 KB

Additional documents:


This item was deferred to the next meeting of the Policy Scrutiny Committee.


Policy Scrutiny Work Programme 2023-24 and Executive Work Programme Update pdf icon PDF 12 KB

Additional documents:


The Democratic Services Officer:


a.    presented the report ‘Policy Scrutiny Work Programme 2023-24 and Executive Work Programme Update’.


b.    presented the Executive Work Programme June 2023 – May 2024


c.    requested councillors to submit what items they wished to scrutinise from the Executive Work Programme and policies of interest.


d.    invited members questions and comments.


Members made no further comments or suggestions regarding the Policy Scrutiny work programme.




1.    the work Policy Scrutiny work programme be noted.


2.    the Executive work programme be noted.