Agenda and minutes

Before starting the meeting the Leader requested Members to stand and observe a minute’s silence in recognition of the passing of the Queen.

To receive as a correct record the minutes of Cabinet held on Tuesday, 26 July 2022 (previously circulated). 

The minutes of the meeting held on Tuesday 26 July 2022 were approved as a correct record.

The Chair advised that there were no items of urgent business.

To receive declarations by Councillors of interests in respect of items on this Agenda. 

Councillors are reminded that, in accordance with the Localism Act 2011, they are required to declare any disclosable pecuniary 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). 

Whilst not a legal requirement, in accordance with Council Procedure Rule 9 and in the interests of clarity and transparency, Councillors should declare any disclosable pecuniary interests which they have already declared in the Register, at this point in the meeting. 

In accordance with Part B Section 2 of the Code Of Conduct, Councillors are required to declare the existence and nature of any other interests as defined in paragraphs 8(1) or 9(2) of the Code of Conduct. 

No declarations were made at this point.

Members were advised that there had been no requests to speak at the meeting in accordance with Cabinet’s agreed procedure.

(Cabinet Member with Special Responsibility Councillor Caroline Jackson)

Report of Chief Executive

(Cabinet Member with Special Responsibility Councillor Caroline Jackson)

Cabinet received a report from the Chief Executive to request that Cabinet authorises the Chief Executive to develop plans, with partners, to prepare for the likelihood of increasing cost of living developing into an emergency over the autumn and winter.

The options, options analysis, including risk assessment and officer preferred option, were set out in the report as follows:

The officer preferred option is option 1.

Councillor Caroline Jackson proposed, seconded by Councillor Hamilton-Cox:-

“That the recommendations, as set out in the report, be approved.”

Councillors then voted:-

Resolved unanimously:

(1)        That Lancaster City Council considers that the increases in cost of living threaten serious damage to human welfare and should therefore be planned for as an emergency.

(2)        That the Chief Executive is instructed to direct officer capacity, from within existing resources, to work with partners to develop plans that will help our communities and businesses so they can access support that is or becomes available from Government, private sector, the Council and our other partners.

(3)        That the Chief Executive is instructed to direct officer capacity, from within existing resources, to work with partners to consider the existing and emerging evidence and risks and ensure plans are ready to inform a formal emergency response in the event of the pressures of the cost of living crisis escalating into an emergency that would fall within the remit of the Civil Contingencies Act 2004.

(4)        That progress is reported back to Cabinet.

Officer responsible for effecting the decision:

Chief Executive

Reasons for making the decision:

The decision is consistent with the Council’s priorities:

· An Inclusive and Prosperous Local Economy

· Healthy and Happy Communities

· A Sustainable District

The decision enables a  formalised approach with the City Council taking a leading  ...  view the full minutes text for item 25.

(Cabinet Member with Special Responsibility Councillor Whitehead)

Report of Chief Finance Officer

Cabinet Member with Special Responsibility Councillor Whitehead)

Cabinet received a report from the Chief Finance Officer which provided summary information regarding the provisional outturn for 2021/22, including treasury management. It also set out information regarding the carry forward of capital slippage and other matters for Members’ consideration.

The options, options analysis, including risk assessment and officer preferred option, were set out in the report as follows:

The Council has a legal requirement to ensure that its expenditure is fully funded and to produce accounts in accordance with proper accounting practice. In addition, the Prudential Indicators are a statutory requirement linked to the budgetary framework. For these aspects, therefore, there are no alternative options for Cabinet to consider. Members are being asked to endorse certain actions taken by the Chief Finance Officer, and Cabinet should consider whether it has sufficient information to do so or whether it requires any further justification.

The report requests Cabinet to consider a number of revenue overspending, capital slippage and other budget adjustment matters. The framework for considering these is set out in the report but basically Cabinet may:

·        Endorse any number of the items / requests, in full or part.

·        Refuse various requests and if commitments have already been incurred, require alternative funding options to be identified.  Cabinet should note, however, that this may impact on other areas of service delivery.

·        Request further information regarding them, if appropriate.

The Officer preferred options are as set out in the recommendations, on the assumption that Members continue to support their previously approved spending plans.

Although the Council’s financial position appears relatively healthy with a surplus against the revised budget and an overall increase in the level of reserves held, the Council’s Medium Term Financial Strategy suggests a structural budget gap in 2022/23 onwards of approximately £2.183M rising to £4.668M.  Work has commenced to support opportunities to address the underlying structural deficit, by:

·        Increasing and diversifying income

·        Improving productivity and securing efficiencies via new ways of working (e.g., Outcomes Based Resourcing)

·        Developing alternative ways to achieve priority outcomes (e.g., partnership)

Councillor Whitehead proposed, seconded by Councillor Wood:-

“That the recommendations, as set out in the report, be approved.”

Councillors then voted:-

Resolved unanimously:

(1)        That the provisional outturn for 2021/22 be endorsed, including the transfers to and from Reserves and Balances actioned by the Chief Finance Officer as set out in 6.1 and Appendix 5 of the report.

(2)        That Cabinet approves the treatment of year end overspends and endorse the do nothing approach in-light of the current situation.

(3)        That the requests for capital slippage and the adjustments to reflect accelerated capital spending on projects as set out at Appendices 6 and 7 to the report be endorsed, with the Capital Programme being updated accordingly.

(4)        That the Annual Treasury Management report and Prudential Indicators as set out at Appendix 2 to the report be noted and referred on to Council for information.

Officer responsible for effecting the decision:

Chief Finance Officer

Reasons for making the  ...  view the full minutes text for item 26.

(Cabinet Member with Special Responsibility Councillor Whitehead)

Report of Chief Executive  (report published on 6 September 2022)

Cabinet Member with Special Responsibility Councillor Whitehead)

Cabinet received a report from the Chief Executive to provide members with an update on performance, projects, and resources during the first quarter of 2022/23 (April – June 2022).

As the report was primarily for commenting and noting no options were provided.

It was proposed by Councillor Whitehead, seconded by Councillor Wood and unanimously resolved:-

Resolved unanimously:

(1)             That the report be noted.

Reasons for making the decision:

Robust, meaningful, and timely information on the council’s key projects and success measures provides an important perspective on the direction of the organisation in delivering its strategic priorities under its Policy Framework.

(Cabinet Member with Special Responsibility Councillor Thornberry)

Report of Director for Economic Growth & Regeneration

(Cabinet Member with Special Responsibility Councillor Thornberry)

Cabinet received a report from the Director for Economic Growth & Regeneration that proposed that Cabinet form an Advisory Group to provide an opportunity for the council and cultural partners and stakeholders to engage directly in the interests of the district’s culture and heritage offer.

The options, options analysis, including risk assessment and officer preferred option, were set out in the report as follows:

The officer preferred option is option 1. 

Councillor Thornberry proposed, seconded by Councillor Heath:-

“That the recommendations, as set out in the report, be approved.”

Councillors then voted:-

Resolved unanimously:

(1)             That a Culture & Heritage Advisory Group be established.

(2)             That the Advisory Group be established based on the Terms of Reference attached to the report, recognising that the Advisory Group itself will have a role in shaping its specific activities.

Officer responsible for effecting the decision:

Director for Economic Regeneration & Growth

Reasons for making the decision:

The Culture and Heritage Advisory Group provides a good opportunity for members to engage directly with the culture and heritage partners and stakeholders.  The Advisory Group can discuss key projects such as the development of the council’s culture and heritage strategy, funding opportunities, opportunities for joint working, issues effecting the sector as it recovers from the pandemic etc.

The proposal is entirely consistent with and supports Lancaster City Council’s policy. It contributes to the Plan 2030 Priorities for a smart and forward-thinking council and healthy and happy communities.

This is to give further notice in accordance with Part 2, paragraph 5 (4) and 5 (5) of the Local Authorities (Executive Arrangements) (Meetings and Access to Information) (England) Regulations 2012 of the intention to take the following item in private. 

Cabinet is recommended to pass the following recommendation in relation to the following item:- 

“That, in accordance with Section 100A(4) of the Local Government Act, 1972, the press and public be excluded from the meeting for the following items of business, on the grounds that it could involve the possible disclosure of exempt information as defined in paragraph 3 of Schedule 12A of that Act.” 

Members are reminded that, whilst the following item has been marked as exempt, it is for Cabinet itself to decide whether or not to consider it in private or in public.  In making the decision, Members should consider the relevant paragraph of Schedule 12A of the Local Government Act 1972, and also whether the public interest in maintaining the exemption outweighs the public interest in disclosing the information.  In considering their discretion Members should also be mindful of the advice of Council Officers. 

It was moved by Councillor Hamilton-Cox and seconded by Councillor Heath:-

“That, in accordance with Section 100A(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 could involve the possible disclosure of exempt information as defined in paragraph 3 of Schedule 12A of that Act.”

Members then voted as follows:-

Resolved unanimously:

(1)        That, in accordance with Section 100A(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 could involve the possible disclosure of exempt information as defined in paragraph 3 of Schedule 12A of that Act. 

(Cabinet Member with Special Responsibility Councillor Hamilton-Cox)

Report of Director for Economic Growth & Regeneration   (report published on 9 September 2022)

Cabinet Member with Special Responsibility Councillor Hamilton-Cox)

Cabinet received a report from the Director for Economic Growth & Regeneration to approve financing of scheduled repair works to the Gateway building roof and cladding.  The report was exempt from publication by virtue of paragraph 3, Schedule 12 A of the Local Government Act, 1972.

The options, options analysis, including risk assessment and officer preferred option, were set out in an exempt minute.

Councillor Hamilton-Cox proposed, seconded by Councillor Heath:-

“That the recommendations, as set out in the exempt report, be approved.”

Councillors then voted:-

Resolved unanimously:

(1)             The resolution is set out in a minute exempt from publication by virtue of Paragraph 3 of Schedule 12A of the Local Government Act, 1972.

Officer responsible for effecting the decision:

Director for Economic Growth & Regeneration

Reasons for making the decision:

The decision is consistent with the Council’s priorities. Exactly how the decision fits with Council priorities is set out in the exempt minute.