Agenda, decisions and draft minutes

Venue: Council Chamber, Town Hall, Saturday Market Place, King's Lynn PE30 5DQ. View directions

Contact: Sam Winter, Democratic Services Manager 01553 616327 

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Items
No. Item

CAB162

MINUTES

To approve the Minutes of the Meetings held on 4, 19, 20 March 2025   (previously circulated).

 

Decision:

RESOLVED:           The Minutes of the Meetings held on 4, 19, 20 March 2025 were approved as a correct record and signed by the Chair.  

 

 

 

Minutes:

RESOLVED:           The Minutes of the Meetings held on 4, 19, 20 March 2025 were approved as a correct record and signed by the Chair.  

 

 

 

CAB163

URGENT BUSINESS

To consider any business, which by reason of special circumstances, the Chair proposes to accept, under Section 100(b)(4)(b) of the Local Government Act 1972.

 

Decision:

There was no urgent business.

Minutes:

There was no urgent business.

CAB164

DECLARATIONS OF INTEREST pdf icon PDF 131 KB

Please indicate if there are any interests which should be declared.  A declaration of an interest should indicate the nature of the interest (if not already declared on the Register of Interests) and the agenda item to which it relates.  If a disclosable pecuniary interest is declared, the member should withdraw from the room whilst the matter is discussed.

 

These declarations apply to all Members present, whether the Member is part of the meeting, attending to speak as a local Member on an item or simply observing the meeting from the public seating area.

Decision:

There were no declarations of interest.

Minutes:

There were no declarations of interest.

CAB165

CHAIR'S CORRESPONDENCE

To receive any Chair’s correspondence.

Decision:

There was no Chair’s correspondence.

Minutes:

There was no Chair’s correspondence.

CAB166

MEMBERS PRESENT UNDER STANDING ORDER 34

To note the names of any Councillors who wish to address the meeting under Standing Order 34.

 

Members wishing to speak pursuant to Standing Order 34 should inform the Chair of their intention to do so and on what items they wish to be heard before a decision on that item is taken.

 

Decision:

Councillor A Lawrence attended under standing order 34.

Minutes:

Councillor A Lawrence attended under standing order 34.

CAB167

CALLED IN MATTERS

To report on any Cabinet Decisions called in.

Decision:

There were no matters called in.

Minutes:

There were no matters called in.

CAB168

FORWARD DECISIONS pdf icon PDF 173 KB

A copy of the Forward Decisions List is attached

 

Decision:

The forward decisions list was noted.

Minutes:

The forward decisions list was noted.

CAB169

MATTERS REFERRED TO CABINET FROM OTHER BODIES pdf icon PDF 190 KB

To receive any comments and recommendations from other Council bodies which meet after the dispatch of this agenda. 

 

Corporate Performance Panel:           2 April 2025

Decision:

The Corporate Performance Panel at its meeting on 2 April 2025 considered the following items and made comments which were taken into account with each item:

 

Corporate Enforcement policy

Outside Bodies Review

Equality and Diversity Policy

 

Minutes:

The Corporate Performance Panel at its meeting on 2 April 2025 considered the following items and made comments which were taken into account with each item:

 

Corporate Enforcement policy

Outside Bodies Review

Equality and Diversity Policy

 

CAB170

EQUALITY AND DIVERSITY INCLUSION POLICY pdf icon PDF 296 KB

Additional documents:

Decision:

RECOMMENDED:  That Council approves the adoption of the revised Equality, Diversity and Inclusion Policy, as outlined in Appendix 1 to the report.

 

 

Reason for Decision

 

To ensure that the Council continues to meet it statutory duties in relation to equality matters and that the policy and associated procedures/practices continue to be in line with recommended best practice

 

Minutes:

Assistant Direct B Box presented a report which reminded members that the Council’s current Equality Policy was adopted in 2018 and outlined the arrangements the Council had put in place to ensure it complied with the requirements of the Equality Act 2010 and the Public Sector Equality Duty.  The policy was now due for review and a revised Equality, Diversity and Inclusion Policy had been produced to update and strengthen the Council’s commitment to and compliance with equalities legislation and best practice.

 

Cabinet Members welcomed the fact that the policy reflected Care leavers, autism awareness and armed forces.  It was also noted that the work on the white ribbon pledge was continuing, along with the provision of changing places for those needing them.

 

It was noted that the Corporate Performance Panel had supported the recommendation and comments made at the Panel meeting had been taken on board.

 

RECOMMENDED:    That Council approves a recommendation to adopt the revised Equality, Diversity and Inclusion Policy, as outlined in Appendix 1 to the report.

 

Reason for Decision

 

To ensure that the Council continues to meet it statutory duties in relation to equality matters and that the policy and associated procedures/practices continue to be in line with recommended best practice

 

CAB171

CODE OF CORPORATE GOVERNANCE pdf icon PDF 136 KB

Additional documents:

Decision:

RECOMMENDED:  1) That the Code of Corporate Governance at Appendix 1 to the report be adopted.

 

2)             That authority be delegated to the Monitoring Officer in consultation with the Leader to make non-material amendments to the Code of Corporate Governance to reflect decisions which impact on the Council’s governance framework.

 

Reason for Decision

 

To support the Council’s governance framework and its system of internal control and assurance.

Minutes:

Assistant Director H Howell presented a report which proposed the approval and adoption of an updated Code of Corporate Governance (attached as Appendix 1 to the report) in accordance with best practices, statutory requirements and the Council’s commitment to effective governance.

 

The Code of Corporate Governance provided the framework in which the Annual Governance Statement could be assessed and was the place where the fundamental aspects of the Council’s Governance Framework were set out.

 

Audit Committee had also considered and accepted the draft Code on 17 March 2025.

 

Councillor Morley expressed the view that Appendix c of the report was not required, to which it was explained that going forward this would be removed from the Annual Governance Statement.

 

RECOMMENDED:    1) That the Code of Corporate Governance at Appendix 1 to the report be adopted.

 

2)             That authority be delegated to the Monitoring Officer in consultation with the Leader to make non-material amendments to the Code of Corporate Governance to reflect decisions which impact on the Council’s governance framework.

 

Reason for Decision

 

To support the Council’s governance framework and its system of internal control and assurance.

CAB172

TAXI TESTING RECOMMENDATIONS FROM THE CORPORATE PERFORMANCE PANEL pdf icon PDF 268 KB

Decision:

RESOLVED:            That the recommendations from the Corporate Performance Panel, as set out below be approved:

 

In terms of preparation for the next taxi testing contract:

To approve the recommendations from the Corporate Performance Panel, as set out below.

 

In terms of preparation for the next taxi testing contract:

 

a.    The new tender to be advertised on Delta E-Sourcing and Find-A-Tender, and the Council’s own website.  Any contractor wishing to apply shall be advised to register on Delta.  Direct invitations from the Delta tender box shall not be sent.

b.    All correspondence after the competition is opened to be sent through the Delta portal.  All enquiries received outside the portal are to be redirected through Delta.

c.    To consider and discuss with the legal team, including in the Contract Standing Orders, the ability to invite bidders to tender.

d.    In line with the new Procurement Act 2023 for under threshold procurements, checks would be put in place to ensure that businesses were bona fide businesses.  Financial information could be requested, but businesses showing a loss in accounts would not be excluded from then being awarded a contract.  The reason for requiring financial information was purely to evidence that the business was legitimate. 

e.    Questions and criteria to be included in the tender process would need to be agreed with officers, in consultation with the Portfolio Holder for Planning and Licensing.

f.     It would not be left to the discretion of one officer if additional stations were brought forward to become testing stations after the initial contract was awarded.  Consultation with the Portfolio Holder for Planning and Licensing would be required.

 

Whilst not strictly falling within the terms of reference of the IWG, this additional recommendation was made for CPP’s consideration and supported by the Panel:

 

g.    Should an external review of Council processes be required, it should be instructed in writing by an officer independent of the originating matter and not involved in any previous internal review.

 

Reason for Decision

 

To ensure that lessons learned from the 2021 taxi testing contract process are considered during the letting of the next contract.

Minutes:

Councillor Moriarty presented the recommendations from Corporate Performance Panel relating to the work of the Taxi Testing Informal Working Group which was tasked by the Panel to review the performance of the procurement services with regards to its decision in the appointment procedure for the 2021 Taxi Testing Contract, and identified lessons learned from the process, which could be considered during the process for the letting of the next taxi testing contract.

 

Cabinet considered that the work showed the process was robust and transparent.

 

RESOLVED:  That the recommendations from the Corporate Performance Panel, as set out below be approved:

 

In terms of preparation for the next taxi testing contract:

To approve the recommendations from the Corporate Performance Panel, as set out below.

 

In terms of preparation for the next taxi testing contract:

 

a.    The new tender to be advertised on Delta E-Sourcing and Find-A-Tender, and the Council’s own website.  Any contractor wishing to apply shall be advised to register on Delta.  Direct invitations from the Delta tender box shall not be sent.

b.    All correspondence after the competition is opened to be sent through the Delta portal.  All enquiries received outside the portal are to be redirected through Delta.

c.    To consider and discuss with the legal team, including in the Contract Standing Orders, the ability to invite bidders to tender.

d.    In line with the new Procurement Act 2023 for under threshold procurements, checks would be put in place to ensure that businesses were bona fide businesses.  Financial information could be requested, but businesses showing a loss in accounts would not be excluded from then being awarded a contract.  The reason for requiring financial information was purely to evidence that the business was legitimate. 

e.    Questions and criteria to be included in the tender process would need to be agreed with officers, in consultation with the Portfolio Holder for Planning and Licensing.

f.      It would not be left to the discretion of one officer if additional stations were brought forward to become testing stations after the initial contract was awarded.  Consultation with the Portfolio Holder for Planning and Licensing would be required.

 

Whilst not strictly falling within the terms of reference of the IWG, this additional recommendation was made for CPP’s consideration and supported by the Panel:

 

g.    Should an external review of Council processes be required, it should be instructed in writing by an officer independent of the originating matter and not involved in any previous internal review.

 

Reason for Decision

 

To ensure that lessons learned from the 2021 taxi testing contract process are considered during the letting of the next contract.

CAB173

CORPORATE ENFORCEMENT POLICY pdf icon PDF 267 KB

Additional documents:

Decision:

RECOMMENDED:     That the updated Enforcement Policy be adopted..

 

Reason for Decision

 

To ensure the Council’s policies are kept up-to-date and consistent with current regulation and best practice.

 

Minutes:

The Legal Services Manager presented an updated version of the Council’s Enforcement Policy, which required approval by Full Council.  He explained that the proposed policy had been benchmarked with other policies recently updated elsewhere.  It emphasised that the council would try to work with people to resolve an enforcement issue rather than move straight to enforcement action.  It was also pointed out that the recovery of debts was not included in this policy.

 

It was noted that the Corporate Performance Panel had supported the recommendations.

 

 

RECOMMENDED:      That the updated Enforcement Policy be adopted.

 

Reason for Decision

 

To ensure the Council’s policies are kept up-to-date and consistent with current regulation and best practice.

 

CAB174

REVIEW OF OUTSIDE BODIES pdf icon PDF 388 KB

Decision:

 

RECOMMENDED:  1)       That the Draft Guidance to Councillors serving on Outside Bodies, attached at Appendix 1 to the report be adopted.

 

2)             That the Scheme of Delegation be amended to Delegate Authority to the Monitoring Officer/Chief Executive, in consultation with the Leader and relevant Portfolio Holder to add/remove Outside Bodies from the list of Outside Body Appointments made by Cabinet and Council as appropriate.

 

Reason for Decision

 

To ensure continued and effective involvement by the Council with external organisations, promoting the Corporate Priorities of the Council.

 

Minutes:

The Democratic Services Manager presented the report which presented information on the next steps, following a questionnaire that had been sent to all Councillors that served on Outside Bodies and all Organisations to which members were appointed to serve.  The report also presented a revised Guidance Note for members appointed to Outside Bodies for approval.

 

It was explained that the report gave members the ability to review the outside bodies as required. 

 

Under standing order 34 Councillor Lawrence asked if it was known what would happen to the outside bodies after local government review.  The Chair explained that at this stage it was not known what would happen to them.  However it was pointed out that Internal Drainage Boards were statutory bodies so the Government would decide the representation on them.

 

The Deputy Chief Executive also pointed out that in reviewing any outside bodies, account would need to be taken of whether ceasing to provide representatives would render the body unable to take decisions as it would no longer be quorate.

 

It was noted that the Corporate Performance Panel had supported the recommendations with some additional requests that would be taken into account.

 

RECOMMENDED:    1)        That the Draft Guidance to Councillors serving on Outside Bodies, attached at Appendix 1 to the report be adopted.

 

2)             That the Scheme of Delegation be amended to Delegate Authority to the Monitoring Officer/Chief Executive, in consultation with the Leader and relevant Portfolio Holder to add/remove Outside Bodies from the list of Outside Body Appointments made by Cabinet and Council as appropriate.

 

Reason for Decision

 

To ensure continued and effective involvement by the Council with external organisations, promoting the Corporate Priorities of the Council.

 

CAB175

BUDGET MONITORING REPORT pdf icon PDF 210 KB

Additional documents:

Decision:

RESOLVED:   1)          That the movement of four capital projects from Tier 3 to Tier 2 of the Capital Programme, as detailed in section 1 of the report be approved.

 

2)That the addition of a capital purchase for £15k to Tier 2 of the Capital Programme as detailed in section 1 of the report be approved.

 

 

Reason for Decision

To ensure Cabinet are informed of the Council’s financial position and can take corrective action where needed if necessary.

 

 

Minutes:

The Budget monitoring report, a slightly updated version of which had been published,  was produced to update Cabinet on performance against the Councils Revenue and Capital budgets up to 31 December 2024. The report also included other key financials including movements and estimated balances of Earmarked Reserves, Aged debt balances, Council Tax and Business Rates collection.

 

The report had been updated to include in the movement of an additional capital programme item (Grounds Maintenance equipment) from tier 3 to tier 2.

 

In discussing the additional purchase of a fork lift truck it was confirmed that the new process was an important process in order to adhere to the corporate objectives ensuring only those projects moving forward were allocated the funding in the relevant year, but it was proposed that an emergency route was in place in the future  for minor items such as this.

 

RESOLVED:   1)          That the movement of four capital projects from Tier 3 to Tier 2 of the Capital Programme, as detailed in section 1 of the report be approved.

 

2)That the addition of a capital purchase for £15k to Tier 2 of the Capital Programme as detailed in section 1 of the report be approved.

 

 

Reason for Decision

To ensure Cabinet are informed of the Council’s financial position and can take corrective action where needed if necessary.