Agenda and minutes

Cabinet
Tuesday, 4th October 2016 6.00 p.m.

Venue: Lancaster Town Hall

Contact: Liz Bateson, Democratic Services - telephone (01524) 582047 or email  ebateson@lancaster.gov.uk 

Items
No. Item

18.

Minutes

To receive as a correct record the minutes of Cabinet held on Tuesday, 6 September 2016 (previously circulated). 

Minutes:

The minutes of the meeting held on Tuesday 6th September 2016 were approved as a correct record.

 

19.

Items of Urgent Business Authorised by the Leader

To consider any such items authorised by the Leader and to consider where in the agenda the item(s) are to be considered. 

Minutes:

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

 

20.

Declarations of Interest

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

Members 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, Members 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, Members 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. 

 

Minutes:

No declarations were made at this point.

                     

21.

Public Speaking

To consider any such requests received in accordance with the approved procedure. 

 

Minutes:

 

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

22.

Festivals and Events pdf icon PDF 299 KB

(Cabinet Member with Special Responsibility Councillor Clifford)

 

Report of Chief Officer (Regeneration & Planning)

 

Additional documents:

Minutes:

(Cabinet Member with Special Responsibility Councillor Clifford)

 

Cabinet received a report from the Chief Officer (Regeneration & Planning) which provided information for Cabinet on the impact of budget reductions to Light Up Lancaster, Vintage by the Sea and Brass Bands and clarified the Council’s overall role in respect to festivals and events in the district

 

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

 

 

Option 1: Develop income generation opportunities to improve the longer term sustainability of the Vintage by the Sea and Light Up Lancaster

Option 2: Withdraw Council funding and delivery support from Light Up Lancaster and Vintage by the Sea

Advantages

Delivers additional income to reduce the overall costs of Light Up Lancaster and Vintage by the Sea to the Council

 

Economic impact of Light Up and Vintage can be maintained and developed

 

Opportunity to continue to develop and promote Light Up Lancaster and Vintage by the Sea as part of the district’s Place Offer and the Lancaster and Morecambe Bay destinations

 

Maintains the district’s two ‘signature’ events for local communities and visitors

 

Fits well with the district’s Arts Strategy, Cultural Heritage Strategy and the Lancashire Visitor Economy Strategy

 

Attracts significant match funding/ investment into the District and protects existing match funding to these two events.

 

Creates an opportunity for the Council take a cohesive, cross service approach to income generation.

 

Creates further potential savings of around £40k

for the Council in addition to the planned reductions of £22.7k

 

Removes the need for in-kind support required from the Council

 

Disadvantages

Existing resources still required to deliver Vintage by the Sea and Light Up Lancaster

 

 

Loss of considerable economic impact from Vintage by the Sea and Light Up Lancaster

 

Significant loss of visitor profile for the district and the Lancaster and Morecambe Bay destinations

 

Significant reduction in visitor numbers to Lancaster and Morecambe

 

Loss of match funding and investment into the District

 

Loss of Vintage by the Sea and the Light Up Lancaster could give rise to concerns from the local community

 

Lost opportunity to generate income for the Council from Light Up Lancaster and Vintage by the Sea (the Platform, the Storey, Williamson’s Park, car parking)

 

Risks

Income generation can be affected by external factors that cannot be controlled but reduce audience sizes, such as weather and traffic conditions. Mitigation, for example, the mix of event activities, strong traffic management and communications can reduce risks.

 

Quality of products/ services, understanding of audiences and good marketing and presentation can positively affect income.

 

Potential loss of support from key funders and strategic partners, towards long term objectives and outcomes

 

Possible reputational risk and potential complaints to the Council from members of the public and local businesses regarding the loss of two major local events

 

 

 

Whilst the report covers a number of aspects of the Council’s role in relation to festivals and events in the district, specific, more detailed consideration has been given to the means by which budget reductions,  ...  view the full minutes text for item 22.

23.

Museums Cabinet Liaison Group Terms of Reference pdf icon PDF 202 KB

(Cabinet Member with Special Responsibility Councillor Clifford)

 

Report of Chief Officer (Regeneration & Planning)

Additional documents:

Minutes:

(Cabinet Member with Special Responsibility Councillor Clifford)

 

Cabinet received a report from the Chief Officer (Regeneration & Planning) which sought approval for the proposed terms of reference for the Museums Cabinet Liaison Group which Cabinet had agreed to establish at its meeting on 28 June 2016 (Cabinet Minute 8 refers).

 

Councillor Clifford proposed, seconded by Councillor Leytham:-

 

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

 

Councillors then voted:-

 

Resolved unanimously:

(1)       That the Terms of Reference for the Museums Cabinet Liaison Group be approved as follows:

This Group is a non-decision making consultative forum to assist Cabinet Members in their decision-making responsibilities.

 

The Group will consider and advise on redevelopment options for the City Council’s museums in the context of the district’s heritage and cultural offer for visitors and residents, providing a forum where information can be shared and feedback provided on the following:

 

·         The results of feasibility works undertaken for specific redevelopment proposals, as agreed

·         Analysis of consultation and engagement with visitors, residents, staff, funders and partners

·         Design options and relative benefits/ constraints

·         Museums expenditure and income

·         Additional opportunities to develop the use of the City Council’s buildings linked to museums and the wider heritage and culture of the district

·         Management arrangements

 

Officer responsible for effecting the decision:

 

Chief Officer (Regeneration & Planning)

 

Reasons for making the decision:

 

The establishment of Cabinet Liaison Groups assists the Cabinet in the discharge of executive functions.  The decision will enable the Museums Cabinet Liaison Group to contribute to the Corporate Priority of Sustainable Economic Growth and, in particular, the success measure: - “Complete a detailed feasibility study of the potential to improve the quality and sustainability of the City’s museums.”

 

24.

Canal Corridor North Dukes Capital Scheme Development pdf icon PDF 318 KB

(Cabinet Members with Special Responsibility Councillors Hanson & Clifford)

 

Report of Chief Officer (Regeneration

Additional documents:

Minutes:

(Cabinet Members with Special Responsibility Councillors Hanson & Clifford)

 

Cabinet received a report from the Chief Officer (Regeneration & Planning) which advised Cabinet of progress regarding the development of the proposed Dukes capital scheme, as part of Canal Corridor North, and to consider a role for the Council as applicant and accountable body for Arts Council England funding.

 

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

 

 

Option 1: The Council acts as accountable body for a new arts and cultural venue as part of the CCN scheme, subject to conditions

Option 2: The Council does not act as accountable body for a new arts and cultural venue as part of the CCN scheme.

Advantages

Improved chance of  a successful application for ACE funding

 

Development of a new cultural partnership, influencing and providing leadership for the future development of arts and culture in the district

 

Subject to funding, the potential development of a creative hub in the city, generating new ideas and practices, representing a step change in cultural provision

 

Subject to funding, a potentially positive impact on the wider CCN development in terms of attractiveness, footfall and tenant interest

 

Subject to funding, significant potential economic impact for the city and the district

 

Subject to funding, improved long term sustainability of a new operational model

 

Resources to manage the Council’s accountable body role, not required

 

No direct risks associated with the responsibilities for external funding

 

Allows any other possible options to be considered

Disadvantages

Staff resources are required to manage the accountable body role and to play an active role in the development of the Stage 1 bid and detailed proposals for a potential Stage 2 application

 

 

 

 

 

 

 

Chances of a successful application for ACE funding significantly reduced

 

Increased likelihood that the Dukes scheme, as it stands, cannot be delivered

 

Lost opportunity to influence a transformational change in arts and culture provision in the city and to ensure economic and social outcomes are achieved

 

Lost opportunity to significantly improve sustainability of the longer term operational model

 

Lost opportunity to develop a unique, creative and influential partnership to develop the creative potential of the city and beyond, providing leadership across the sector

 

Risks

Headline accountable body risks are covered in Annex B

Increased to the CCN scheme as a whole, in terms of the potential loss or reduction in quality of the planned cultural venue

 

The officer preferred option is Option1.

 

The report proposes that the Council acts as accountable body, subject to conditions, for a Stage 1 (development phase) application to ACE for a new cultural venue in Lancaster.  As part of the CCN development, this would allow plans to be developed for a creative hub for the Dukes, Ludus Dance, Lancaster University cultural and learning activities and, potentially, other cultural partners. The key issues relating to the accountable body role are detailed and discussed at Annex A. 

The Council has the responsibility to ensure that proposals are right for the district,  ...  view the full minutes text for item 24.

25.

Charging for Green Waste pdf icon PDF 406 KB

Cabinet Member with Special Responsibility Councillor Hughes)

 

(Report of Chief Officer (Environment)

Additional documents:

Minutes:

(Cabinet Member with Special Responsibility Councillor Hughes)

 

Cabinet received a report from the Chief Officer (Environment) which set out the current position with regards to the opt-in subscription proposal for green waste collections.

 

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

 

Risk

Comments

Low take up levels impact on the wider budget

This is a significant risk.

 

The attached sensitivity analysis shows that a 53.5% take up would achieve the required income to meet the 2017/18 budget.

 

Information from Wyre shows a 53% take up is achievable.

 

It is estimated that 58,000 households currently have access to the green waste scheme (this is the audited figure that we use to claim cost sharing from the County Council).

 

Until the scheme is up and running the actual budgetary impact will not be known. Once up and running it will be closely monitored and fed into wider budgetary considerations.

 

At this stage information on the potential take up scenarios is best shown in the form of a range of take up scenarios from 40-60%. (Note income on 18/19 assumes a £40 per container per year charge).

 

Assumptions have also been made as to the amount of households that will sign up to the service in this financial year and the first 3 months of the next in order to take advantage of the 15 months for the price of 12 offer.

 

If take up is lower than currently budgeted for it simply means that officers will need to provide further options to balance the budget.

 

In terms of maximising take-up the following is in place-

 

·         Incentivised pricing (initially 15 mths for price of 12)

·         Comprehensive communications plan (including leaflet to every household providing information on the scheme)

·         Online as preferred method of ordering / paying

 

Customer Services are swamped with initial demand

All information will highlight the best way to order / pay for the service is online.

 

If householders want to contact the Council by other means (telephone / face to face) there will be means of doing so and plans have been put in place to manage this. However, until the scheme is launched the amount of people who want to contact the Council directly will not be known.

Issues arise that delay implementation

The different aspects of the process needed to operate the scheme are currently at different stages of development. A problem with one key part of the process could still delay the scheme.

 

An option would be to delay implementation of the scheme until April 2017. However, this would clearly have a further financial impact in this year.

 

A further report would be brought back to Cabinet were this risk to materialise.

Consequent risks

These include-

·         Reduced overall % of recycling in the District.

·         Increased fly tipping

·         County Council as waste disposal authority significantly shift policy (eg introduction of a gate fee for green waste)

 

The introduction of charging for green waste whilst new to  ...  view the full minutes text for item 25.

26.

Clean and Green Places : Weed Control pdf icon PDF 210 KB

(Cabinet Member with Special Responsibility Councillor Hughes)

 

Report of Chief Officer (Environment)

Minutes:

(Cabinet Member with Special Responsibility Councillor Hughes)

 

Cabinet received a report from the Chief Officer (Environment) which provided Cabinet with a proposal to reintroduce cyclical weed spraying.

 

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

 

Option 1 - to instruct officers to work with County to resume cyclical weed spraying for the 2017 growing season, within existing budgets.

Option 2 - to instruct officers to deal with this issue in a different way.

The officer preferred option is Option 1.

 

                      There is currently a ‘Public Realm Agreement’ in place with Lancashire County Council in which the latter contribute an annual amount towards the City Council’s delivery of various activities on their behalf.  Such activities include grass cutting and tree/hedge maintenance but also previously included the treatment of weeds.  In 2015/16 the County Council’s contribution amounted to £167K plus £16K for leaf clearance, which has subsequently been reduced to £138K in 2016/17 following a County decision to reduce their contribution.  As detailed in the report, recent discussions have taken place with the County Council and cyclical weed spraying will resume in 2017/18.  This will involve some redirection of funds away from other activities covered by the agreement.  Any in-house operational changes for the City Council will managed within existing budgets.

Councillor Hughes proposed, seconded by Councillor Leyshon:-

 

Councillors then voted:-

 

Resolved unanimously:

(1)          That cyclical weed spraying be reintroduced.

Officer responsible for effecting the decision:

 

Chief Officer (Environment)

 

Reasons for making the decision:

 

The decision is consistent with the City Council’s Clean and Green Corporate Priority.  The City Council has a role in ensuring that the public realm of the District is managed and maintained in the way that residents would generally want it to be.  The reintroduction of cyclical weed spraying will improve the appearance of the District.

 

27.

2016/17 Budget Savings Monitoring - Update to 30 September 2016 pdf icon PDF 330 KB

(Cabinet Member with Special Responsibility Councillor Whitehead)

 

Report of Chief Officer (Resources)   -  Report to follow

Additional documents:

Minutes:

(Cabinet Member with Special Responsibility Councillor Whitehead)

 

Cabinet received a report from the Chief Officer (Resources) which provided an update on the budgeted net savings approved as part of the 2016/17 budget.

 

No options were presented as the report was for commenting and noting.  Particular reference was made to Energy Efficiency Works, Litter Enforcement and Cashless Parking.

 

Resolved unanimously:

 

(1)          That the report be noted.

 

Officer responsible for effecting the decision:

 

Chief Officer (Resources)

 

Reasons for making the decision:

 

At its meeting on 6 September 2016 Cabinet requested that updated information on the General Fund 2016/17 Approved Savings and Growth Monitoring be provided for each Cabinet meeting.