Agenda, decisions and draft minutes

Cabinet - Wednesday, 5th August, 2020 6.00 pm

Venue: Shield Room, Civic Centre, West Paddock, Leyland, PR25 1DH

Contact: Coral Astbury, Democratic and Member Services Officer  Email: coral.astbury@southribble.gov.uk

Media

Items
No. Item

112.

Apologies for Absence

Minutes:

There were none.

113.

Declarations of Interest

Members are requested to indicate at this stage in the proceedings any items on the agenda in which they intend to declare an interest. Members are reminded that if the interest is a Disclosable Pecuniary Interest (as defined in the Members’ Code of Conduct) they must leave the room for the whole of that item. If the interest is not a Disclosable Pecuniary Interest, but is such that a member of the public could reasonably regard it as being so significant that it is likely that it would prejudice their judgment of the public interest (as explained in the Code of Conduct) then they may make representations, but then must leave the meeting for the remainder of the item.

Minutes:

Councillor Foster declared an interest in item 7, Business Support COVID-19 Member Working Group, as a South Ribble business owner who had received a business support grant.

114.

Minutes of the Last Meeting pdf icon PDF 218 KB

Minutes of the last meeting held on Wednesday 24 June, 2020 attached to be signed as a correct record.

Minutes:

The minutes of the last meeting held on Wednesday, 24 June 2020 were agreed.

115.

Cabinet Forward Plan pdf icon PDF 266 KB

Cabinet Forward Plan attached.

Minutes:

The Leader presented the twelve month Cabinet forward plan from 1 July 2020 – 30 June 2021.

 

Confirmation was provided that the licensing policy items on the forward plan would be presented to the next Full Council meeting.

 

The phase 2 of the Business and Conference Centre project would be added to the forward plan when the necessary approvals were required.

 

Decision made (Unanimously):

 

That the Cabinet forward plan be noted.

116.

South Ribble Local Prevention Zone Framework pdf icon PDF 42 KB

Report of the Director of Neighbourhoods and Development attached.

Additional documents:

Decision:

Decision Made (Unanimously):

 

1.    Cabinet approves the South Ribble Local Prevention Zone Framework.

2.    Cabinet notes that the document is dynamic, and will be amended on a frequent basis in line with the risk based response.

Minutes:

The Leader presented a report of the Director of Neighbourhoods and Development  seeking approval for the South Ribble Local Prevention Zone Framework.

The Framework sets out how the Council will work with partners, businesses and the public at a local level to prevent, contain and manage COVID-19 outbreaks. 

Cabinet thanked officers for their work on the framework and responding to the pandemic.  It was suggested that regular updates on the pandemic continue to be provided to Members.

Decision made (Unanimously):

1. Cabinet approves the South Ribble Local Prevention Zone Framework.

2. Cabinet notes that the document is dynamic, and will be amended on a frequent basis in line with the risk based response.

Reason(s) for the decision:

The framework provides local management to help break the chains of COVID-19 transmission to enable people to return to and maintain a more normal way of life.

Alternative options considered and rejected:

The alternative option was to continue with the status quo.  If the status quo was maintained it is likely that the Council would not have an agreed framework to clarify responsibilities and empower the Council to take preventative action and make strong decisions locally.

 

117.

South Ribble Together Community Hub pdf icon PDF 258 KB

Report of the Director of Neighbourhoods and Development attached.

Additional documents:

Decision:

Decision Made (Unanimously):

 

1.    Cabinet acknowledges the work of the South Ribble Together Community Hub.

2.    Cabinet notes plans to sustain COVID19 related community support moving forwards.

3.    Cabinet agrees to investigate the impact of COVID19 on Mental Health within the South Ribble area and how this is being responded to.

Minutes:

The Leader presented a report of the Director of Neighbourhoods and Development updating the Cabinet on the work of the South Ribble Together Community Hub.

The South Ribble Together Community Hub was set up in March this year as a direct response to the COVID-19 pandemic.  Staff from across the Council were brought together to engage with and support vulnerable residents.  The feedback from residents had been extremely positive and had lead to positive outcomes for South Ribble communities. 

The work of the Community Hub would continue through partnership working to ensure the model is sustainable in the future.

Cabinet raised the impact of mental health as a result of the pandemic as a concern with the Council working to support this important issue with its partners.

Decision made:  (Unanimously)

1.    Cabinet acknowledges the work of the South Ribble Together Community Hub.

2.    Cabinet notes plans to sustain COVID19 related community support moving forwards.

3.    Cabinet agrees to investigate the impact of COVID19 on Mental Health within the South Ribble area and how this is being responded to.

Reason(s) for the decision:

To ensure Cabinet are updated on the work of the Community Hub and its future sustainability.

Alternative options considered and rejected:

None.

118.

Business Support COVID19 Member Working Group pdf icon PDF 250 KB

Report of the Director of Planning and Property attached.

Additional documents:

Decision:

Decision Made (Unanimously):

 

1.    That Cabinet approves the Terms of Reference for the Member Working Group as outlined in paragraph 13 of the report.

2.    Cabinet notes and agrees to the following requests of the Member Working Group:

·         Ensure that all business grant payments are maximised before the grant scheme closes and that the amount of unused funds is either nil or minimised

·         Prioritise support for businesses and employees with regards to mental health support as part of the South Ribble Together Community Hub

·         Ensure funding is directed to our high streets, borough wide to support local businesses, market the centres, provide advice to businesses and increase footfall

·         Consider measures to address concerns raised surrounding business cash flow beyond the current regimes – a dedicated financial response to support local businesses needs to be established

·         Approve in principal, a temporary increase of resource in the Investment and Skills team to provide a focused period of business support for the next 18 months

·         Recognises the support provided by the Council and Government

3.    Cabinet agrees to lobby the Lancashire Economic Partnership, the local MP’s and relevant Government departments for funding to provide longer term support for businesses in the borough, especially in the context of the economic impact not yet being fully felt.

Minutes:

Councillor Foster left the meeting for this item due to his declaration of interest.  Councillor Mick Titherington took the Chair for this item.

The Cabinet Member for Planning, Regeneration and City Deal presented a report of the Director of Planning and Property summarising the activities and key issues address by the recently formed Business Support COVID-19 Member Working Group.

As Chair of the Member Working Group, Councillor James Flannery updated Cabinet on the work of the group in engaging with businesses and providing an overview of the extensive support available to businesses in South Ribble following the pandemic. 

Cabinet expressed its appreciation to the Member Working Group for their work and the support provided to business by the Council and Government. 

A discussion took place on maximising the grants provided to businesses and it was suggested to remove the grant closure date from the recommendation at point 3 in the report.

Decision made:  (Unanimously)

1.    That Cabinet approves the Terms of Reference for the Member Working Group as outlined in paragraph 13 of the report.

2.    Cabinet notes and agrees to the following requests of the Member Working Group:

a)    Ensure that all business grant payments are maximised before the grant scheme closes and that the amount of unused funds is either nil or minimised

b)    Prioritise support for businesses and employees with regards to mental health support as part of the South Ribble Together Community Hub

c)    Ensure funding is directed to our high streets, borough wide to support local businesses, market the centres, provide advice to businesses and increase footfall

d)    Consider measures to address concerns raised surrounding business cash flow beyond the current regimes – a dedicated financial response to support local businesses needs to be established

e)    Approve in principal, a temporary increase of resource in the Investment and Skills team to provide a focused period of business support for the next 18 months

f)     Recognises the support provided by the Council and Government

3.    Cabinet agrees to lobby the Lancashire Economic Partnership, the local MP’s and relevant Government departments for funding to provide longer term support for businesses in the borough, especially in the context of the economic impact not yet being fully felt.

Reason(s) for the Decision:

The Member Working Group was formed as a response to the COVID-19 pandemic with a request to feedback to the Cabinet on its activities.

Alternative options considered and rejected:

None.

Councillor Foster returned to the Chair at this point.

119.

Budget Outturn 2019-20 pdf icon PDF 463 KB

Report of the Deputy Director of Finance and Section 151 Officer attached.

Additional documents:

Decision:

Decision Made (Unanimously):

 

1.    Cabinet notes, reviews and comments on the contents of this report.

2.    Cabinet approves the following transfers to reserves from the surplus in 2019/20:

a)    Transfer £160,000 to the Borough Elections reserve

b)    Transfer £173,000 to the Restructure Costs reserve

c)    Transfer £270,000 to the ‘Other Reserve’ in relation to unspent grant income

d)    Transfer £166,000 to the ‘Other Reserve’ in relation to unspent expenditure budgets and surplus income that are needed in 2020/21

e)    Transfer the remaining surplus of £631,000 to the Business Rates Retention Scheme

3.    Cabinet approves the re-profiled budgets for the capital programme, including underspends to be carried forward, as detailed in Appendix B.

4.    Cabinet accepts the recommendations from the Scrutiny Budget and Performance Panel meeting held, Monday 3 August 2020.

Minutes:

The Cabinet Member for Finance, Property and Assets presented a report of the Deputy Director of Finance (Section 151 Officer) outlining the overall financial position at the end of the 2019/2020 financial year on 31 March 2020.

The overall revenue outturn was a net budget surplus of £1,400,000.  This included a £270,000 surplus ring-fenced income and £166,000 relating to budget that will be utilised in 2020/2021, leaving a net surplus of £964,000.   This surplus would be used to increase earmarked reserves. 


The report had been considered by the Scrutiny Budget and Performance Panel on Monday, 3 August 2020 with the recommendations from the meeting issued to Cabinet.

Following an enquiry about the definition of section 31 payments, a briefing note would be provided to all Members. An explanation would also be provided for the underspend on Disability Facilities Grants.

Decision made:  (Unanimously)

1.    Cabinet notes, reviews and comments on the contents of this report.

 

2.    Cabinet approves the following transfers to reserves from the surplus in 2019/20:

a)    Transfer £160,000 to the Borough Elections reserve

b)    Transfer £173,000 to the Restructure Costs reserve

c)    Transfer £270,000 to the ‘Other Reserve’ in relation to unspent grant income

d)    Transfer £166,000 to the ‘Other Reserve’ in relation to unspent expenditure budgets and surplus income that are needed in 2020/21

e)    Transfer the remaining surplus of £631,000 to the Business Rates Retention Scheme

3.    Cabinet approves the re-profiled budgets for the capital programme, including underspends to be carried forward, as detailed in Appendix B.

4.    Cabinet accepts the recommendations from the Scrutiny Budget and Performance Panel meeting held, Monday 3 August 2020.

Reason for Decision:

To ensure Cabinet is aware of the overall financial position for 2019/2020 and to agree to the necessary transfers to reserves.

Alternative options considered and rejected:

None.

120.

Stock Condition Survey pdf icon PDF 146 KB

Report of the Assistant Director of Projects and Development attached.

Decision:

Decision Made (Unanimously):

 

1.    Cabinet approves the commissioning of a Stock Condition Survey of the Council’s estate using money approved as part of the Council’s revenue budget for 2020/21.

2.    Cabinet approves the commencing of an open tender process to appoint a suitable contractor to carry out the Stock Condition Survey of the Council’s estate.

Minutes:

The Cabinet Member for Finance, Property and Assets presented a report of the Assistant Director of Projects and Development bringing forward proposals to commission a stock condition survey of all council owned property assets.  It was reported that this would include a thorough survey of the fabric of the buildings and the condition of the mechanical and electrical services for the buildings.

The condition survey will support the Council’s wider asset management review, providing accurate and consistent property information to ensure effective implementation of the Council’s Asset Management Plan.  The survey will enable repairs and maintenance works to be identified, priced, prioritised and form the basis for the developing of a planned maintenance programme over a five-year life cycle period.

Decision made:  (Unanimously)

1.    Cabinet approves the commissioning of a Stock Condition Survey of the Council’s estate using money approved as part of the Council’s revenue budget for 2020/21.

2.    Cabinet approves the commencing of an open tender process to appoint a suitable contractor to carry out the Stock Condition Survey of the Council’s estate.

Reason(s) for decision:

To allow the Council to develop an investment plan to ensure sustainability of the estate and long-term compliance avoiding the reactive approach to repair and maintenance issues.

Alternative options considered and rejected:

The is the option of not carrying out a condition survey.  This has been rejected because of the need to understand the condition of the Council’s estate in terms of compliance and future priorities around investment.

121.

Land at Four Oaks Road, Walton Summit

Report of the Director of Planning and Property attached.

Decision:

Decision Made (Unanimously):

 

1.    Due to submissions received, Cabinet agree to defer this item.

Minutes:

This item was deferred.