Agenda and minutes

To receive apologies for absence.

Apologies for absence were received from Councillor John Baxter.

To receive declarations of interests in respect of any item on the agenda.

No declarations of interest were received.

To sign and confirm the minutes of the last meeting.

The minutes of the meeting held on 19^th February 2025 were approved as a correct record and signed by the Leader.

To answer any written questions received from members of the public no later than 5 p.m. two clear working days prior to the meeting – for this meeting the deadline is 5 p.m. on Friday 21^st March 2025.

No questions were received.

There were no recommendations.

There were no recommendations.

Prior to moving on to the main agenda items, the Leader welcomed Brendan Arnold, Interim Director of Finance and Section 151 Officer to the meeting.

(A report by Rob Barlow, Chief Executive)

The Portfolio Holder – Finance, Councillor Sandeep Ghosh, presented the Quarter 3 Finance report that set out a summary of the current financial position for the Council at the end of the third quarter of 2024/25 forecasting to the year end for members consideration.

The report provided information on the forecast full year financial performance as at 31^st December 2024 and as detailed within Appendix A for the following areas:

·       The General Fund Revenue Budget;

·       The General Fund Reserves Position;

·       The Capital Programme for 2024/25; and

·       The Treasury Management Performance for the year.

Councillor Ghosh highlighted the following key points:

·       There was a forecasted surplus of £607,000 for the year-end, which was an improvement of £425,000 from Quarter two.

·       Planning fee income was forecasted to underperform by £94,000, representing a 37% reduction in service income. This underperformance was attributed to the current condition of the housing market.

·       The Council's investment income was forecasted to overachieve by £703,000, with a full-year outturn of £2.289 million against the budgeted £1.587 million. This overachievement was driven by higher than anticipated interest rate levels and increased cash balances.

·       Car parking income was forecasted to increase by £94,000 for the whole year, representing a 10% increase over the budgeted income for 2024/25.

·       The Council had achieved 78% of its savings efficiency target, with £656,000 saved out of the £846,000 target for 2024/25. That included both general and IDB savings requirements.

·       The proposed revised capital budget for the general fund was £20 million. Significant progress had been made on various projects, including Rosegarth Square and Mayflower, with a total spend of £9 million as of 31^st December 2024.

·       The Council's cash continued to perform well, with a forecasted achievement of £703,000 in excess of the budget.

·       The recommendation to Full Council in respect of the Capital Programme was amended to refer to Table 5a within Appendix A and not 4b.

Members discussed the report and commented as follows:

·       A question was asked regarding the increased external audit charges and whether the government grant of £45,000 to offset those charges would be an annual provision. Members noted that the charges were annual and governed by the public sector audit authority. The grant had been offered under the previous government, and it was uncertain if it would continue annually.

·       In respect of the financial impact of handing back the Redstone Caravan site management to Lincolnshire County Council, noting a loss of £13,000, it was noted that the decision had been based on an overall evaluation, considering occasional capital costs that the Council would incur if it retained the site.

·       A query was raised regarding the specific budget movement related to staffing costs attributed to the ad finance. The specific details were not currently available, but it was clarified that the item referred to a budget movement, not actual spend.

·       The underperformance in cremation income by £92,000 was queried in respect of whether people were opting for services elsewhere. The underperformance was attributed to the rise of  ...  view the full minutes text for item 78.

(A report by James Gilbert, Assistant Director – Corporate)

The Leader of the Council, Councillor Anne Dorrian, presented the Quarter 3 24/25 Performance and Risks report which covered Boston Borough Council’s information for Quarter 3 of 2024/25 (as at the end of December 2024). A joint performance management framework was agreed across the South & East Lincolnshire Councils Partnership for 2024/25 to support the delivery of services. Key Performance Indicators (KPIs) had been agreed to capture performance against the strategic priorities of the Partnership and the individual Councils. A breakdown of the performance and risk information was detailed in Appendices 1 and 2 within the report.

Councillor Dorrian highlighted the following key points:

·       The majority of KPIs were on target (green), with some areas needing improvement (amber) and a few off target (red).

·       The amber indicators included:

o   The Occupancy Rate at Industrial Units were at 92.86%, against a target of 95%, which was expected to improve by the end of the financial year.

o   Food Business Ratings where 96.9% of businesses were rated three or above against a target of 98% and officers were working closely with low-scoring businesses to improve standards.

o   The Occupancy Rate for Other Investment Property were at 96.55%, against a target of 97%, which was expected to improve with ongoing negotiations.

·       The red indicators included:

o   Household Waste Recycling was at 32.68%, against a target of 45%, with improvement from Q2 but still off target. Efforts were ongoing to address the issue.

o   The Corporate Complaints Response showed that 88% had responded within the deadline against a target of 95%. It was noted that a low number of complaints could disproportionately affect the performance reporting.

o   Housing Benefit Processing was over 13 days against a target of 12 days. This remained within DWP performance expectations of 15 days.

o   Call Answering Rates in Revenues and Benefits were at 72.56% against a target of 87%. Increased call volumes and lengths were impacting performance. Extended hours in the evenings and weekends were being implemented to meet demand.

·       The strategic and partnership risks have been thoroughly reviewed in Quarter 3.

·       A new strategic risk has been added regarding local government reorganisation.

Members discussed the report and commented as follows:

·       It was highlighted that that the recycling contamination percentage only related to blue bins and a suggestion was made to include purple-lidded bins for a more accurate figure.

·       Positive developments in market occupancy rates had been reported, with new initiatives and successful farmers and makers markets.

·       Members noted the increase in digital services uptake, indicating successful customer contact through web chat and online services.

·       The growing number of volunteers and the positive impact on the community, reflecting pride in the borough, was emphasised, as well asthe social value of the volunteer scheme, estimating significant community benefits.

·       Members discussed the calculation of budget risk and the parameters used to determine risk levels.

The recommendation was moved by Councillor Anne Dorrian and seconded by Councillor Dale Broughton.

RESOLVED:

That the quarterly performance and risk monitoring information for Q3 of  ...  view the full minutes text for item 79.

(A report by James Gilbert, Assistant Director – Corporate)

The Leader of the Council, Councillor Anne Dorrian, presented the report which sought consideration of the Boston Plan for 2040 which had been revised and updated following consultation and scrutiny. Members noted that the Boston Plan for 2040 provided a vision for the entire Borough and set out key themes and priorities. A summary of the feedback received during consultation was attached at Appendix 2 and the revised Boston Plan for 2040 was attached at Appendix 1 within the report.

Members noted that delivery oversight would sit in the Economic Development Directorate, with the establishment of multi-agency working groups to deliver agreed key actions. The plan would be kept up to date as new actions and initiatives developed and circumstances changed and evolved.

Members discussed the report and commented as follows:

·       Members expressed satisfaction with the increased emphasis on the rural areas of the borough, noting that the plan now included a dedicated section for rural areas.

·       Concerns were raised regarding the public perception that Boston Borough Council was only focused on the town centre. The need for clear communication about the Council's responsibilities and the distinction between borough and county council duties was emphasised.

·       The focus on economic growth was praised, particularly the priorities of supporting economic sectors, developing skills and employment opportunities, and attracting inward investment.

·       The positive impact of the volunteer scheme and the importance of continuing to drive improvements for the borough was highlighted.

·       Members noted the benefits that parish councils had received from the UK Shared Prosperity Fund, emphasizing the Council's commitment to supporting rural areas.

The recommendations were moved by Councillor Anne Dorrian and seconded by Councillor Sandeep Ghosh.

RESOLVED:

1.     That the Boston Plan for 2040 be approved; and

2.     That authority be delegated to the Director of Economic Growth, in consultation with the Leader, to keep the Plan up to date as new work emerges and circumstances change.

To consider resolving - That under Section 100(A)(iv) of the Local Government Act 1972 the public and press be excluded from the meeting for the following items of business on the grounds that they involve the likely disclosure of exempt information as defined in Paragraph 3 of Part 1 of Schedule 12A of the Act (as amended).

The recommendation was moved by Councillor Emma Cresswell and seconded by Councillor Callum Butler.

RESOLVED:

That under Section 100(A)(iv) of the Local Government Act 1972

the public and press be excluded from the meeting for the following items of business on the grounds that they involve the likely disclosure of exempt information as defined in Paragraph 3 of Part 1 of Schedule 12A of the Act (as amended).

(A report by Victoria Burgess, Assistant Director – Neighbourhoods)

The Portfolio Holder – Environmental Services, Councillor Callum Butler, presented the report which sought approval of the delivery of a food waste collection service to businesses within the Borough.

The recommendations were moved by Councillor Emma Cresswell and seconded by Councillor Callum Butler.

RESOLVED:

1.     That Option 1, to support the delivery of a commercial food waste collection from 1 April 2025 to protect the viability of the commercial waste service, to support the local economy, safeguard the current client base and income and enable continued service growth, be approved; and

2.     That the 2025/26 budget is amended to support additional resources required to deliver the service in the first year, to be approved.

(A report by Matthew Hogan, Assistant Director – Strategic Growth and Development)

The Assistant Director – Strategic Growth and Development, presented the report which sought approval of a grant to secure the delivery of new affordable homes at Wainfleet Road, Boston, in pursuit of meeting housing need arising from the local community, and for the grant payment to be financed through the council’s ‘affordable housing commuted sums’ budget, which was funding specifically ringfenced towards supporting the delivery of new affordable homes in the local area.

The recommendations were moved by Councillor Anne Dorrian and seconded by Councillor Sandeep Ghosh.

RESOLVED:

To agree the recommendations as set out in the exempt report.