Agenda and minutes

Apologies for absence were received from Councillors Richard Austen-Baker, Gerry Blaikie, Darren Clifford, Adrian De La Mare, Merv Evans, Mike Greenall, Joan Jackson, Mandy King, Jack Lenox, Abi Mills, Jean Parr and Oliver Robinson.

To receive as a correct record the Minutes of the Meeting of the City Council held on 26 January 2022 (previously circulated). 

The minutes of the meeting held on 26 January 2022 were signed by the Deputy Mayor as a correct record.

The Deputy Mayor clarified the voting procedure for the meeting. Recorded votes would be needed for certain decisions, which were budget decisions as defined in regulations. He would make it clear if a recorded vote was required. However, for all other votes, he would ask for a show of hands for those ‘for’, ‘against’ or abstaining. Votes would only be counted if the outcome was not clear.

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 of interest were made.

The Deputy Mayor had authorised one item of urgent business regarding the appointment of an interim Chief Executive. He informed Councillors that this item would be taken after item 6, questions from the public.

To receive questions in accordance with the provisions of Council Procedure Rules 11.1 and 11.3 which require members of the public to give at least 3 days’ notice in writing of questions to a Member of Cabinet or Committee Chairman. 

The Deputy Mayor advised that a question had been received from a member of the public in accordance with Council Procedure Rule 11.  He invited Mrs Barbara Walker to put her question to the Council.

Mrs Walker asked Councillor Lewis, the Cabinet Member for Corporate Services including South Lancaster Growth/Housing Infrastructure Fund (HIF):

What is the size (in £ pounds) of the financial and other economic risks that Lancaster City Council has taken on, with the J33/9185 houses decision in August 2021; and how are you managing it?

Councillor Lewis replied:

As we have previously discussed, there is not 9,185 houses in South Lancaster. Planning applications will come forward independently and be assessed through the usual planning route. So, the decision that was taken last August wasn’t to agree to 9,185 homes being built, as I know you and I have previously discussed. As was also discussed at that meeting in August, Lancaster City Council’s financial contribution to the South Lancaster Growth Catalyst is £4.6M.

The various phases of the road and housing construction will be managed and coordinated as a partnership with Lancashire County Council, Lancaster City Council, Homes England and the individual housing developers.

The £140M of award of Housing Infrastructure Funds provided by Central Government is specifically for road infrastructure and would not have been used to support any other project. Lancaster City’s Councils contribution of £4.6M, is required by Government as a local match funding contribution. It is funded through the City Council's own borrowing, as part of the Capital Programme and is a long-standing Council priority.

Funding has therefore been included in future budgets for this project and the decision has not displaced any other projects as a consequence. 

We manage the risk along with our partners within our standard risk and assurance frameworks and again one of things that is most important for this project is strong and clear political leadership and that we are move with all due haste to get in place our Section 106 agreements; because any delay in progressing that puts in jeopardy the amount of contributions that we can collect from developers to support the much needed infrastructure that this programme will bring to South Lancaster.

The Deputy Mayor asked Mrs Barber if she would like to put a supplementary question and Mrs Barber confirmed that the supplementary question she had in mind had already been answered in Councillor Lewis’s reply.

The Deputy Mayor thanked Mrs Barber for coming to the Council meeting to ask her question.

Councillor Hamilton-Cox, Chair of the Chief Executive Recruitment Committee (CERC), presented a report of the committee seeking approval for appointment to the role of Interim Chief Executive. This would be on a fixed term basis whilst the recruitment process for the substantive role was completed and potentially to the point when the permanent postholder started their appointment. Councillor Hamilton-Cox clarified that the appointment would be for a minimum of three months as per the minutes of the 13 January meeting of the CERC.

There were no questions.

Councillor Hamilton-Cox proposed:

“That:

(1)    Council approves the offer of appointment to be made to Mark Davies as Interim Chief Executive and Head of Paid Service for a fixed term.

(2)     The fixed term interim arrangement will be for a minimum of three months and less than six months and will commence at the end of the current Chief Executive Post holder’s contract.”

There was no debate and the proposition was clearly carried when put to the vote.

Resolved:

That:

(1)     Council approves the offer of appointment to be made to Mark Davies as Interim Chief Executive and Head of Paid Service for a fixed term.

(2)     The fixed term interim arrangement will be for a minimum of three months and less than six months and will commence at the end of the current Chief Executive Post holder’s contract.

The Deputy Mayor informed Members that no petitions or requests to address Council had been received from members of the public.

The Leader presented her report updating Members on various issues since her last report to Council. She then responded to questions from Councillors.

Resolved:

That the report be noted. 

Report of Cabinet

Councillor Whitehead, Cabinet Member for Finance and Resources, presented Cabinet’s final budget proposals to allow Council to complete its revenue budget setting for 2022/23. She responded to Councillors’ questions.

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

“(1)         That theGeneral FundRevenue Budgetof £21.254Mfor 2022/23be approved, resulting in a Council Tax Requirement of £10.176M, excluding parish precepts, and a Band D basic City Council tax rate of £241.95.

(2)          Thatthe supportingGeneral FundRevenue Budgetproposals beapproved, as summarised at Appendices A and B of the report.

(3)          That the budget transfer (virements and carry forwards) limits be approved as set out in Appendix D of the report.

(4)          ThatCouncil notesthe Section151 Officer’sadvice regardingrobustness of budget estimates, the adequacy of reserves and balances, specifically the advice thattheminimumlevelofbalancesberetained at£3.5M,toprovideforaddeduncertainty.”

There was a short debate, during which Councillor Gardiner asked Councillor Whitehead if she would agree to set up a new financial committee for the next twelve months comprising of the Chief Executive, Section 151 Officer, Financial Director, Portfolio holder for finance and four main group leaders.

At the conclusion of the debate, Councillor Whitehead addressed this request in her summing up. She invited Councillor Gardiner to join the Financial Resilience Group (FRG) which had been set up a few years ago and was open to members of all parties. Currently there were approximately ten members meeting quarterly to discuss issues of financial resilience. Councillor Whitehead said that Councillor Gardiner would be very welcome to attend and suggest items for the agenda. The FRG was a body where all parties could come together to discuss financial issues.

A recorded vote was then taken on the proposition when the votes were recorded as follows:

For the proposition: Councillors Anderson, Anderton, Askari, Bannon, Biddulph, Black, Boyd-Power, Brookes, Bryning, Dant, Dennison, Dowding, Firth, Frea, Greenwell, Hamilton-Cox, Hanson, Hartley, Heath, Hunter, Jackson (Caroline), Jenkins, Knight (Geoff), Knight (Sarah), Lewis, Matthews, Penny, Pritchard, Sinclair, Stubbins, Taylor, Thornberry, Whearty, Whitaker, Whitehead, Wood, Young (37).

Against the proposition: None.

Abstentions: Councillors Budden, Cleet, Gardiner, Guilding, Morris, Thomas, Wild and Yates (8).

Resolved:

(1)          Thatthe GeneralFund RevenueBudget of£21.254M for2022/23 beapproved, resulting in a Council Tax Requirement of £10.176M, excluding parish precepts, and a Band D basic City Council tax rate of £241.95.

(2)          Thatthe supportingGeneral FundRevenue Budgetproposals beapproved, as summarised at Appendices A and B of the report.

(3)          That the budget transfer (virements and carry forwards) limits be approved as set out in Appendix D of the report.

(4)          That Councilnotes theSection 151Officer’s adviceregarding robustnessof budget estimates, the adequacy of reserves and balances, specifically the advicethattheminimumlevelofbalancesberetained at  ...  view the full minutes text for item 122.

Report of Cabinet

Councillor Matthews, the Cabinet Member for Housing, introduced the Housing Revenue Account Budget Framework 2022 to 2026. The report presented Cabinet’s final budget proposals in relation to the Housing Revenue Account to allow the Council to complete its budget setting for 2022/23 and update its financial strategy to 2026.

Councillor Matthews then took questions from Councillors and agreed to supply Councillor Guilding, Champion for the Disabilities, with information about services for disabled residents, in the form of a written answer.

There were no further questions and Councillor Matthews, seconded by Councillor Heath, proposed:

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

There was no debate and the proposal was clearly carried when put to the vote.

Resolved:

(1)             That Cabinet’s recommendation to approve the council housing rent levels for 2022/23, as set in accordance with statutory requirements, be noted.

(2)             That the Housing Revenue Account budgets and future years’ projections be approved, as set out in Appendix A of the report.

(3)            That the revenue additional budget proposals be approved, as set out in section 3.5 of the report.

(4)            That the Council Housing Capital Programme be approved, as set out in Appendix B of the report.

(5)            That the minimum level of HRA unallocated balances be retained at £500,000 from 01 April 2022, and that the full Statement on Reserves and Balances, as set out at Appendix C of the report, be approved.

(6)            That Council notes the Section 151 Officer’s advice regarding robustness of budget estimates, the adequacy of reserves and balances and the affordability of borrowing.

Report of Cabinet

Councillor Whitehead introduced the report for the next item, Capital Strategy and Capital Programme 2022/23 to 2025/26. She presented Cabinet’s final budget proposals to allow the Council to approve a General Fund Capital Programme for 2022/23 to 2025/26 and a Capital Strategy 2022/23.

When introducing the report, Councillor Whitehead referred to the composition of the Capital Assurance Group, set out on page 69 of the agenda and added that the Cabinet Members for Sustainable Economic Prosperity and Economic Recovery would also be invited to all meetings.

Councillor Whitehead responded to questions before proposing the recommendations set out in the report, seconded by Councillor Hamilton-Cox.

Following a short debate, a vote was taken and the proposition was clearly carried.

Resolved:

(1)     That the General Fund Capital Programmebe approved, as set out at Appendix A of the report, subject to resolution (2), below.

(2)     That the Capital Strategy (Incorporating the Capital Investment Strategy: Investing in the Future) at Appendix B of the report, be approved.

Report of Cabinet

The Treasury Management Strategy 2022/23 was presented to Council by Councillor Whitehead. The report set out the 2022/23 framework for Council’s approval.

There were no questions. Councillor Whitehead proposed the recommendation set out in the report, seconded by Councillor Hamilton-Cox.

No one wished to debate the proposal, which was clearly carried when put to the vote.

Resolved:

(1)        That report be noted.

(2)        That the Treasury Management Framework, and associated Prudential Indicators as set out in Appendices A to C of the report, be approved.

Report of the Chief Financial Officer

The Chief Finance Officer had submitted a report to provide an update on the Council’s Medium Term Financial Strategy 2022/23-2025/26.

Councillor Whitehead presented the report and responded to questions. The report was for noting.

Resolved:

That the report be noted.

Report of the Chief Finance Officer (report published in supplementary agenda pack on 22 February 2022)

The Chief Finance Officer had submitted a report seeking Council’s approval for the 2022/23 Council rates for the district.

The recommendations in the report were proposed by Councillor Whitehead and seconded by Councillor Hamilton-Cox.

A recorded vote was taken on the proposals, as required by regulations, without the need for debate.

Votes were recorded as follows:

For the proposition: Councillors Anderton, Askari, Bannon, Biddulph, Black, Boyd-Power, Brookes, Bryning, Budden, Cleet, Dant, Dennison, Dowding, Firth, Frea, Gardiner, Greenwell, Guilding, Hamilton-Cox, Hanson, Hartley, Heath, Hunter, Jackson (Caroline), Jenkins, Knight (Geoff), Knight (Sarah), Lewis, Matthews, Morris, Penny, Pritchard, Sinclair, Stubbins, Taylor, Thomas, Thornberry, Whearty, Whitaker, Whitehead, Wild, Wood, Yate, Young (44).

Against the proposition: None.

Abstentions: None.

The vote was unanimous and the full resolution including the Council Tax tables are shown on the appended document.

Report of the Chief Financial Officer

The Chief Finance Officer had submitted a report setting out proposals for appointing an external auditor to the Council for the accounts for the five-year period from 2023/24.

Councillor Stubbins, the Chair of the Audit Committee, introduced the report and responded to questions. He then proposed:

“That approval is given to opt into the Public Sector Audit Appointments arrangements for the appointment of External Auditors from 2023/24.”

Councillor Hamilton-Cox seconded the proposal.

There was no debate and the proposition was clearly carried when put to the vote.

Resolved:

That approval is given to opt into the Public Sector Audit Appointments arrangements for the appointment of External Auditors from 2023/24.

Report of the Head of Democratic Services (this report was marked “to follow”. It was published on 17 February 2022)

Council considered a report of the Head of Democratic Services advising Council of the calculations relating to the allocation of seats in accordance with the Local Government and Housing Act 1989 following a change in the political composition of the Council.

Councillor Gardiner, seconded by Councillor Wood, proposed that the recommendation, as set out in the report, be approved.

There was no debate. The Deputy Mayor called for a vote, which was clearly carried.

Resolved:

That, in accordance with Section 15 of the Local Government and Housing Act 1989 and Part 4 of the Local Government (Committees and Political Groups) Regulations 1990, the City Council approves the calculations and allocation of seats set out in the report, including the adjustment set out in the table in 2.2 of the report, and paragraph 2.3 of the report.

Group Administrators to report any changes to Committee Membership.  

The Deputy Mayor informed Councillors that, to effect the adjustment Council had just agreed (minute 129 refers) Councillor Gardiner had passed his Conservative Group seat on the Appeals Committee to the Morecambe Bay Independents Group. Councillor Geoff Knight had been appointed to that seat by his group.

The Head of Democratic Services informed Councillors that, following the last meeting, there had been two changes to committee memberships. The Independent Group had replaced Councillor Evans on the Licensing Committee with Councillor Cleet and Councillor Gardiner had been appointed to the vacant Conservative seat on the same committee.

To receive questions in accordance with the provisions of Council Procedure Rules 12.2 and 12.4 which require a Member to give at least 3 working days’ notice, in writing, of the question to the Chief Executive. 

The Deputy Mayor advised that four questions had been received by the Chief Executive in accordance with Council Procedure Rules.

One question had been received from Councillor Whitaker to Councillor Dowding regarding Yorkshire Street in the West End of Morecambe.

Three questions had been received from Councillor Pritchard to Councillor Matthews regarding improvements to properties and thermal imaging.

Details of the questions and answers together with any supplementary questions and responses are appended to the minutes.

To receive the Minutes of Meeting of Cabinet held 18 January 2022. 

Council considered the Cabinet minutes of the meeting held on 18 January 2022. The Leader responded to Members’ questions.

Resolved:

That the minutes be noted.