Agenda and minutes

To receive apologies for absence.

Apologies for absence were received from Councillor Sarah Sharpe.

Members noted that Councillor Emma Cresswell would be arriving later in the meeting. 

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 meeting held on 25^th September 2024 and the Minutes of the special meeting held on 31^st October 2024.

The minutes of the meeting held on 25^th September 2024 and the special meeting held on 31^st October 20224 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 Monday 9^th December 2024.

No questions were received.

There were no recommendations.

There were no recommendations.

(A report by Christine Marshall, Deputy Chief Executive (Corporate Development) & S151)

Councillor Sandeep Ghosh presented the Quarter 2 Finance report that set out a summary of the current financial position for the Council at the end of the second quarter of 2024/25 forecasting to the year end for members consideration. This report provided information on the forecast full year financial performance as at 30^th June 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.

Members discussed the report and commented as follows:

·       The Deputy Chief Executive (Corporate Development) and S151 Officer confirmed that additional costs, such as external audit fees, were unexpected changes which could not be forecast when setting the budget.

·       It was confirmed that, in relation to a query related to planning charges and cremation income services, the budgets would be adjusted accordingly in the upcoming new year.

·       It was verified that officers were actively looking at ways of making the services offered by the Council more commercial in order to provide additional income.

·       Members noted that a variety of methods (internal and external resources) in debt collection were used by the Council.

·       It was highlighted that, although there were uncertainties on accuracy estimating variable income such as housing planning, crematorium, officers were always encouraged to make estimations based on the previous year’s data.

·       It was confirmed that the reduction on crematorium income was due to the type of cremations being purchased.

·       The Deputy Chief Executive (Corporate Development) and S151 Officer provided reassurance to Members that emphasis had been given to budget holders to undertake more planning work to mitigate the number of Proforma Bs and presenting a more accurate forecast.

·       Members congratulated Finance Officers and the Portfolio Holder.

The recommendations were moved by Councillor Sandeep Ghosh and seconded by Councillor John Baxter.

RESOLVED:

That the forecast revenue position of a £202k underspend for 2024/25, as detailed in Table 1, and the need for continued focus on the savings and efficiency programme be noted.

[The Head of Finance (Client) PSPSL left the meeting at 6.45pm following consideration of the above item.]

(A report by Christine Marshall, Deputy Chief Executive (Corporate Development) & S151)

Councillor Sandeep Ghosh presented the Local Council Tax Support Scheme 2025/26 report in respect of the final Council Tax Support scheme for 2025/26, having regard to the fundamental review carried out this year and the feedback obtained through the consultation process.

Members discussed the report and commented as follows:

·       Recognition was given to members of the community that had responded to the consultation.

·       In relation to the low number of responses, the importance of finding more meaningful ways of reaching out to residents to boost involvement was noted.

·       Members noted how the scheme would bring administrative and yearly savings to families which were estimated up to £300.

·       The Chief Executive clarified that the Council tax support scheme was a decision for the Borough Council to make, however it clearly would have an impact on the upper tier authority as well and that the County Council would also be going through a similar process. He advised that members could proceed with their decision at present and that by January’s Full Council meeting the authority would be further on in terms of understanding the overall budget.

·       Research by officers was considered to inform on the impact related to the alteration of the upper capital limit.

·       Members were advised that implementation of the Scheme would increase the total cost by around £384,000, of which £39,000 (10.3%) would be a cost to the Council

·       Members highlighted the need for the Council to support its residents and address child poverty, especially families with children.

·       Concerns were shared regarding the translating costs linked to the implementation of the Scheme impacting the budget and consequently triggering cancelations on future grants, considering the IDB cost increasing to over £50 million nationally, and forecast decreases to the Bank of England’s interest rate that will impact on the Councils investment income.

The recommendations were moved by Councillor Anne Dorrian and seconded by Councillor John Baxter.

RESOLVED:

1.     That the following scheme options be recommended to Full Council:

a.     Increase the maximum CTS for households with children to 100% and 85% for other households.

b.    Remove the earnings disregard to Universal Credit claims.

c.     Introduce a standard £10 rate for non-dependant deductions.

d.    Introduce a minimum award of £1 per week.

e.     Reduce the Upper capital limit to £10,000.

f.      Replace the three-month review with a threshold for changes in Universal Credit, with discretion for flexibility at £30 per week.

g.    Uprate in line with DWP uprating amounts for 2025/26.

2.     That authority be delegated to the Section 151 Officer, in consultation with the Portfolio Holder for Finance, to finalise the 2025/26 final scheme policy, including administrative and minor changes;

3.     That an Exceptional Hardship Fund, to operate alongside the Council Tax Support scheme, be introduced; and

4.     That authority be delegated to the Section 151 Officer, in consultation with the Portfolio Holder for Finance, to finalise the fund budget and scheme detail.

[Councillor Emma Cresswell entered the meeting at 7.03pm during consideration of the above item.

The Head of Revenues  ...  view the full minutes text for item 49.

(A report by John Medler, Assistant Director – Governance and Monitoring Officer)

Councillor Emma Cresswell presented the Customer Feedback Policy report which translated into a framework designed to manage and deal appropriately with feedback and complaints received by the Council while ensuring customers are dealt with fairly, consistently, and proportionately. The Policy, attached at Appendix 1 within the report, had been aligned to be the same across the three Councils within the Partnership for consistency purposes. The Policy advised on:

·       How to give feedback or make a complaint.

·       Exceptions to the standard customer feedback procedure, for example where specific issues are treated by a defined complaints procedure.

·       The standard of service, including response times, to expect when making a complaint.

·       Providing insight to Council services and performance.

·       Setting out how the Council monitors customer feedback and uses information to improve services and identify training needs.

Members discussed the report and commented as follows:

·       Members welcomed the report and noted the importance of improving the Council’s services.

·       Members highlighted the accessibility of the services the Council make available for all residents throughout various methods (online, in-person, by telephone or email).

·       Members noted how the data from the implementation of this policy would allow for more informed decisions in the future.

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

RESOLVED:

1.     That the draft Customer Feedback Policy at Appendix 1 be approved; and

That the Monitoring Officer be authorised to make amendments to the Policy to ensure it remains up to date and to reflect Complaint Handling Code guidance and recommendations issued by the Ombudsman.

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

The leader of the Council presented the Quarter 2 24/25 Performance and Risks report which covered Boston Borough Council’s information for Quarter 2 of 2024/25 (as at the end of September 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.

Members discussed the report and commented as follows:

·       Members highlighted the increase on the numbers relating to newly trained volunteers and noted the importance of the role of volunteers to assist the Council in supporting the community.

·       Members praised the work of the newly appointed volunteer coordinator and the Trusted Volunteer Scheme.

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

RESOLVED:

That the quarterly performance and risk monitoring information for Q2 of 2024/25 be noted.

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

Councillor Sandeep Ghosh presented the Artificial Intelligence Policy report, a partnership policy (Appendix A), that provided a framework for how the Council would use AI and established clear accountability mechanisms for managing associated risk. The Policy also explained the concept and types of AI. The policy had been drafted in consultation with Portfolio Holders, Senior leadership Team, Transformation, ICT, the Monitoring Officer and the Data Protection Team.

Members discussed the report and commented in relation to concerns raised regarding potential AI’s generation of bias, discrimination or offensive comments. Members were advised that as AI was a result of a continuous learning process, accuracy would increase with training. Additionally, it was highlighted that the risk would be addressed with intervention procedures.

The recommendations were moved by Councillor Sandeep Ghosh and seconded by Councillor Emma Cresswell.

RESOLVED:

That the Artificial Intelligence Policy, attached to the report as Appendix 1, be approved.

[The Assistant Director – Corporate left the meeting at 7.26pm following consideration of the above item.]

(A report by Christian Allen, Assistant Director – Regulatory)

Councillor John Baxter presented the Street Naming and Numbering Policy report, a partnership policy that sought to align and harmonise current best practice and procedures across the three Partnership Councils of Boston, East Lindsey and South Holland.

Members discussed the report and noted their support to the policy which would benefit everyone, with a special mention to emergency and delivery services.

The recommendations were moved by Councillor John Baxter and seconded by Councillor Callum Butler.

RESOLVED:

1.     That the report, policy and feedback from Corporate and Community Overview and Scrutiny Committee, attached at Appendix 2, be noted;

2.     That the South and East Lincolnshire Councils Street Naming and Numbering Policy for adoption by Boston Borough Council be approved; and

3.     That authority be delegated to the Group Manager Building Control and the Assistant Director Regulatory to make such amendments to this policy as may from time to time be required in order to (i) reference any links or amended links to other documents as may be required; and (ii) reflect any issues over which the Council has no discretion including, but not limited to, references to any legislative changes and amended guidance. Any material amendments to the policy will be subject to the usual approval process in line with the Constitution.

(A report by John Leach, Deputy Chief Executive – Communities)

Councillor Dale Broughton presented the Boston Town Centre Strategy and Action Plan 2023-2027 Annual Review 2024 (Year One) report that provided to Cabinet the first annual review of the Boston Town Centre Strategy and Action Plan covering the period 2023-2027. The report included a vision and seven strategic objectives along with over seventy actions that covered the themes of

·       Clean and Safe;

·       Open for Business;

·       Culture, Heritage and Events; and

·       Transformation.

The Strategy and Action Plan provided feedback on progress against the Strategy and its associated action plan to date, showing 24 actions completed, 47 on target and 3 ongoing.

Members discussed the report and commented as follows:

·       Members praised the project, congratulated the officers and councillors involved and thanked the residents for supporting the project and believing in the administration.

·       Members noted the renovations that had been brought to the Town Centre.

·       The ongoing works on making Boston dementia friendly was noted.

·       It was emphasised that Boston should be more accessible for disabled residents. Members were encouraged to continue lobbying the County Council. Additionally, it was noted that Council representatives were continuing to meet with the Disability Forum to seek improvements within the area.

·       Cabinet asked those members of the public who were satisfied with the work underway in the town (through the Town Centre Strategy) to communicate their support in order to help boost the town’s image.

The recommendations were moved by Councillor Dale Broughton and seconded by Councillor John Baxter.

RESOLVED:

1.     That the report and its associated appendix (Appendix 1), against the commitments made in the Boston Town Centre Strategy and Action Plan 2023-2027 entitled “A Town Centre for Everyone” be noted;

2.     That the continuation of the work, as set out in Appendix 1, be confirmed; and

That the new actions, as provided at Section 6.4 points a-d within the report, be incorporated into the Boston Town Centre Strategy and Action Plan 2023-2027.