| Time: | 7.30pm | Place: | Council Chamber, Council Offices, Gernon Road, Letchworth Garden City |
| PRESENT: | Councillor Mrs L.A. Needham (Chairman), Councillor T.W. Hone (Vice-Chairman), Councillor P.C.W. Burt, Councillor Julian Cunningham, Councillor Jane Gray, Councillor Tony Hunter, Councillor David Levett and Councillor Bernard Lovewell. |
| IN ATTENDANCE: | Chief Executive, Strategic Director of Finance, Policy & Governance, Head of Leisure and Environmental Services, Head of Policy & Community Services, Accountancy Manager, Strategic Planning & Projects Manager, Service Manager - Waste & Recycling, Service Manager - Grounds Maintenance, Strategic Housing Manager, Principal Strategic Planning Officer, Corporate Legal Manager and Committee & Member Services Manager. |
| ALSO PRESENT: | Councillor Cathryn Henry (Chairman of the Overview & Scrutiny Committee), Councillor Michael Weeks (Chairman of the Finance, Audit & Risk Committee), Councillor David Barnard (Chairman of Southern Rural Committee) and Councillor Steve Hemingway. 9 Members of the Public. |
| Meeting attachments |
Agenda Front Pages Audio Recording - Part 1(1) Audio Recording - Part 1(2) |
| Item | Description/Resolution | Status | Action | |
| PART I | ||||
| 1 |
APOLOGIES FOR ABSENCE There were no apologies for absence. |
Noted | ||
| 2 |
MINUTES Minutes RESOLVED: That the Minutes of the meeting of Cabinet held on 30 March 2016 be approved as a true record of the proceedings and signed by the Chairman. |
Agreed | ||
| 3 |
NOTIFICATION OF OTHER BUSINESS There was no notification of other business. |
Noted | ||
| 4 |
CHAIRMAN'S ANNOUNCEMENTS (1) The Chairman announced that Members of the public and the press may use their devices to film/photograph, or do a sound recording of the meeting, but she asked them to not use flash and to disable any beeps or other sound notifications that emitted from their devices. In addition, the Chairman had arranged for the sound at this particular meeting to be recorded; (2) The Chairman reminded Members that, in line with the Code of Conduct, any Declarations of Interest needed to be declared immediately prior to the item in question; and (3) The Chairman asked that, for the benefit of any members of the public present at the meeting, Officers announce their name and their designation to the meeting when invited to speak. |
Noted | ||
| 5 |
PUBLIC PARTICIPATION The Cabinet was addressed by Mr Mohammed Alam (North Herts Minority Ethic Forum) in respect of Item 13: Review of NHDC Grants and Grants Policy. Mr Alam stated that the Minority Ethnic Forum would be severely affected should the Cabinet decide to cease the Council's grant funding to the Forum from 2017, as recommended in the report. Mr Alam advised that the Forum was essentially an "umbrella" organisation for various minority ethnic groups, and provided support for all those with language and communication difficulties. Many of these people had been unable to go elsewhere for support, and the forum had assisted numerous individuals in both personal and employment capacities. Mr Alam considered that the removal of NHDC grant funding would detrimentally impact on the level of service provided by the Forum, which could cause problems amongst ethnic groups. He was also concerned that it could be difficult to provide support to any Syrian refugees that might be housed in the District over the coming years. Mr Alam gave examples of some of the people helped by the Forum, one of whom was present at the meeting and relayed her experiences to Cabinet. Mr Alam concluded by stating that he felt that any decision to remove grant funding would potentially "bring down" the Forum, and would take away what many considered to be an important service for North Hertfordshire. He requested that Cabinet re-consider the recommendation to cease the grant funding. The Chairman thanked Mr Alam for his presentation. |
Noted | ||
| 6 |
ITEM REFERRED FROM OVERVIEW AND SCRUTINY COMMITTEE: 7 JUNE 2016 - REVIEW OF NHDC GRANTS AND GRANT POLICY Referral RESOLVED: That consideration of this referral takes place in conjunction with agenda item number 13 (see Minute 18 below). |
Noted | ||
| 7 |
ITEM REFERRED FROM OVERVIEW AND SCRUTINY COMMITTEE: 7 JUNE 2016 - PROPOSED COMMUNITY FACILITIES CAPITAL PROJECTS FUNDING SCHEME Referral RESOLVED: That consideration of this referral takes place in conjunction with agenda item number 14 (see Minute 19 below). |
Noted | ||
| 8 |
ITEM REFERRED FROM OVERVIEW AND SCRUTINY COMMITTEE: 7 JUNE 2016 - PROCUREMENT OF WASTE AND STREET CLEANSING CONTRACT Referral RESOLVED: That consideration of this referral takes place in conjunction with agenda item number 15 (see Minute 20 below). |
Noted | ||
| 9 |
ITEM REFERRED FROM OVERVIEW AND SCRUTINY COMMITTEE: 7 JUNE 2016 - GROUNDS MAINTENANCE CONTRACT PROCUREMENT Referral RESOLVED: That consideration of this referral takes place in conjunction with agenda item number 18 (see Minute 25 below). |
Noted | ||
| 10 |
ITEM REFERRED FROM SOUTHERN RURAL COMMITTEE: 9 JUNE 2016 - COMMUNITY UPDATE AND GRANTS APPLICATIONS (REVIEW OF NHDC GRANTS AND GRANT POLICY) Referral RESOLVED: That consideration of this referral takes place in conjunction with agenda item number 13 (see Minute 18 below). |
Noted | ||
| 11 |
ITEM REFERRED FROM FINANCE, AUDIT AND RISK COMMITTEE: 13 JUNE 2016 - RISK MANAGEMENT UPDATE AND ANNUAL REPORT ON RISK MANAGEMENT 2015/16 Referral Appendix A Appendix B The Chairman of the Finance, Audit and Risk Committee presented the following referral from that Committee, made at its meeting held on 13 June 2016, in respect of a Risk Management Update and Annual Report on Risk Management 2015/16 (Minute 10 refers): "RECOMMENDED TO CABINET: That the Annual Report on Risk and Opportunities Management 2015/16, as set out at Appendix B to the report, be supported and referred to Council for approval." The Executive Member for Finance and IT stated that he had no objection to the above recommendation. RECOMMENDED TO COUNCIL: That the Annual Report on Risk and Opportunities Management 2015/16, as set out at Appendix B to the report, be approved. REASON FOR DECISION: To comply with the requirements of the Risk and Opportunities Management Strategy. |
Agreed | ||
| 12 |
STRATEGIC PLANNING MATTERS Report Appendix A - Copy of Statement of Common Ground with Luton Borough Council Appendix B - NHDC Response to the Technical Consultation Document on the Housing and Planning Bill The Executive Member for Planning and Enterprise presented a report of the Strategic Director of Planning, Housing and Enterprise informing Members of the current position regarding strategic planning matters, with particular reference to Luton Housing Market Area Growth Study; Duty to Co-operate with neighbouring authorities; Government announcements and consultation responses; North Hertfordshire Local Plan; and Neighbourhood Plans. The following appendices were submitted with the report: Appendix A - Copy of Statement of Common Ground with Luton Borough Council; and Appendix B - NHDC Response to the Technical Consultation Document on the Housing and Planning Bill. The Executive Member for Planning and Enterprise updated Cabinet on the following matters: - Luton Housing Market Area Growth Study - The first meeting of the Officer Working Group had taken place on 26 May 2016 to agree the method statement and the work programme for the study. The outcome of the study, which was due for completion in October 2016, would help frame NHDC's discussions under the duty to co-operate with Luton and Central Bedfordshire as to how the needs of Luton may be best addressed; - Duty to Co-operate with neighbouring authorities - NHDC had now signed a Statement of Common ground with Luton Borough Council, focussing primarily on housing issues facing Luton's Local Plan. The first stage of Luton's Local Plan Examination was programmed for July 2016, the second stage for September 2016, and the final stage for sometime in late 2016. Consultation had finished on the Stevenage Local Plan, and the final submission was in the process of preparation; - Government announcements and consultation responses - NHDC had responded to the Government on the Technical Consultation Document on the Housing and Planning Bill; - North Hertfordshire Local Plan - The Local Plans team was presently working in preparing the necessary evidence base to support the proposed strategic policies and site allocations, in time for presenting a report to Full Council on 20 July 2016 for endorsement. The final proposed submission documents would then be presented for formal Cabinet approval in September 2016; and - Neighbourhood Plans - Nine Neighbourhood Planning Areas had been designated, and a further two (Preston and Knebworth) were recommended for approval in a separate report (see Minute 16 below). RESOLVED: That the report on Strategic Planning Matters be noted. REASON FOR DECISION: To ensure that the Cabinet is kept informed of developments on strategic planning matters. |
Noted | ||
| 13 |
REVENUE BUDGET OUTTURN 2015/16 Report Appendix A - General Fund Summary Appendix B - Carry Forward Budgets requested for 2016/17 Appendix C - Collection Fund as at 31 March 2016 The Executive Member for Finance and IT presented the report of the Strategic Director of Finance, Policy and Governance in respect of the Revenue Budget Outturn 2015/16. The following appendices were submitted with the report: Appendix A - General Fund Summary; Appendix B - Carry Forward Budgets requested for 2016/17; and Appendix C - Collection Fund as at 31 March 2016. The Executive Member for Finance and IT referred to the Executive Summary and the various tables of information contained in the report, as follows: - Net General Fund expenditure for 2015/16 (Tables 1 and 2) - Forecast net expenditure in 2015/16 was £15.507million. This was a £750,000 (4.84%) decrease on the working budget; - Budgets Carried Forward from 2014/15 (Table 3) - Of the £464,000 of carry forward budgets into 2015/16, £343,000 (74%) had been spent. Of the remaining unspent amount of £121,000, a total of £109,000 was requested to be carried forward again into 2016/17; - Achievement of Efficiencies (Table 4) - The £185,000 of agreed efficiency proposals had been overachieved by £73,000 (39.5%); - Key Financial Indicators (Table 5) - The key financial indicators had been monitored throughout 2015/16 and one was at red status (Building Control income); - General Fund Reserve Balance (Table 6) - The General Fund reserve had a balance of £7.085million at 31 March 2016. This was £5.391million higher than the minimum balance approved for 2016/17 of £1.694million; - Allowance for financial risks (Table 7) - The 2015/16 budgeted minimum General Fund balance of £1.673million included an allowance of £873,000 for identified financial risks. £528,000 of these risks had been realised in 2015/16, leaving a remaining balance of £345,000; - Earmarked Reserves and Provisions (Tables 8 and 9) - As at 1 April 2015 there was a balance of £4.937million in other useable earmarked reserves. The balance at 31 March 2016 was £4.606million. A total of £912,000 was held as bad debt provision (excluding Collection Fund bad debt provision) at 31 March 2016; and - Collection Fund (Appendix C) - At 31 March 2016 the Collection Fund had a deficit balance of £1.05million. The Council's share of this deficit was £444,000. The Executive Member for Finance and IT commented that the reference in Recommendation 2.3 of the report should be to Paragraph 8.7 (not 8.6) and in Recommendation 2.4 should be Paragraph 8.8 (not 8.7). In respect of Recommendation 2.5, the reference should be to Paragraphs 8.16 - 8.18 (not 8.15 - 8.17), and the net amount to be transferred from earmarked reserves should be £331,000 (not £291,000). RESOLVED: (1) That the contents of the report be noted; (2) That a decrease of £750,000 in the 2015/16 General Fund expenditure (Paragraph 8.1, Table 1 refers) to £15.507million, be approved; (3) That the changes to the 2016/17 General Fund budget identified in Paragraph 8.1, Table 1, involving an increase in net expenditure of £225,000, and including the total carry forward into 2016/17 of budgets from 2015/16 of £660,000 (Paragraph 8.7 refers) be approved; and (4) That the transfer of £44,000 from the underspend on the General Fund to the Strategic Priority fund to enable Corporate Board to undertake invest to save and/or continuous improvement projects (Paragraph 8.8 refers) be approved. RECOMMENDED TO COUNCIL: That the net transfer from earmarked reserves of £331,000 (as set out in Paragraphs 8.16 - 8.18 and Table 8 of the report), be approved. REASON FOR DECISION: To ensure Cabinet's budget monitoring role is fulfilled before the finalisation of the Annual Statement of Accounts by 30 June 2016; and to ensure that changes to the Council's balances are monitored and approved. |
Agreed | ||
| 14 |
ANNUAL TREASURY MANAGEMENT REVIEW 2015/16 Report Appendix A - Annual Treasury Management Review 2015/16 The Executive Member for Finance and IT presented a report of the Strategic Director of Finance, Policy and Governance in respect of the Treasury Management Review 2015/16. The following appendix was submitted with the report: Appendix A - Annual Treasury Management Review 2015/16. The Executive Member for Finance and IT advised that Capita Asset Services Ltd were contracted to provide Treasury advice for the financial year 2015/16 and that this arrangement had been extended until 2017/18. The service included regular updates on economic and political changes which may impact on the Council's borrowing and investment strategies, advice on rescheduling, information and prudent parameters in respect of investment counterparty creditworthiness, document templates, access to technical updates and to the Technical Advisory Group. The Executive Member for Finance and IT explained that the Council had generated £452,000 of interest on its investments during 2015/16. The average interest rate agreed on new deals during the year by Tradition was 1.15%. The average interest rate on all outstanding investments at 31 March 2016 was 1.22%. The Executive Member for Finance and IT commented that the investments outstanding at the 31 March 2016 were £41.93million. This compared to a balance of £35.72million at 31 March 2015. The reduced balance reflected the asset disposal income received in June 2015. The Executive Member for Finance and IT stated that the estimated amount of interest to be earned on the Council's investments in 2016/17 was £370,000. RESOLVED: That the position of Treasury Management activity as at the end of March 2016 be noted. RECOMMENDED TO COUNCIL: (1) That the actual 2015/16 prudential and treasury indicators be approved; and (2) That the Annual Treasury Management Report for 2015/16 be noted. REASON FOR DECISION: To ensure the Council's continued compliance with CIPFA's Code of Practice on Treasury Management and the Local Government Act 2003 and that the Council manages its exposure to interest and capital risk. |
Agreed | ||
| 15 |
CAPITAL PROGRAMME OUTURN 2015/16 Report Appendix A - Capital Programme Summary 2015/16 Onwards Appendix B - Capital Programme Detail 2015/16 Onwards Appendix C - Capital Scheme Funding 2015/16 Onwards The Executive Member for Finance and IT presented a report of the Strategic Director of Finance, Policy and Governance in respect of the Capital Programme Outturn 2015/16. The following appendices were submitted with the report: Appendix A - Capital Programme Summary 2015/16 onwards; Appendix B - Capital Programme Detail 2015/16 onwards; and Appendix C - Capital Scheme Funding 2015/16 onwards. The Executive Member for Finance and IT advised that outturn Capital expenditure for 2015/16 was £3.524million. This was a reduction of £1.086million on that previously reported at the end of the third quarter. The decrease in spend was largely due to a revision in the timetable for completion of schemes, leading to the re-profiling into future years of £941,000 (Table 2 of the report), and also to a net decrease in the expected spend on other schemes of £145,000 (Table 3 of the report). Details of the schemes completed in 2015/16 were set out in Paragraph 8.3 of the report. The Executive Member for Finance and IT stated that the total Capital Programme from 2016/17 to 2019/20 totalled £27.926million, contributing towards the Council's objectives and priorities for the District. The Executive Member for Finance and IT explained that the balance of useable capital receipts available at the start of the year to fund capital expenditure for 2015/16 and onwards was £0.851million. The 2015/16 capital spend required funding of £2.245million from the Council's capital resources. A total of £0.877million was proposed to be used from useable capital receipts and the remaining £1.368million was proposed to be used from the set aside receipts. The Executive Member for Finance and IT commented that there would be a balance of £5.462million remaining in useable capital receipts at 1 April 2016 for funding of future capital spend. There had been four asset disposals during 2015/16 which had resulted in capital receipts of £5.488million. The Executive Member for Finance and IT advised that the capital programme would need to remain under close review due to the limited availability of capital receipts and the affordability in the general fund of the cost of using the Council's set aside capital receipts. RESOLVED: (1) That expenditure of £3.524million in 2015/16 on the Capital Programme (Paragraph 8.2 refers), and in particular the changes detailed in Table 3 which resulted in a net increase on the working estimate of £0.145million, be noted; (2) That the changes to the Capital Programme for 2016/17 and onwards as a result of the revised timetable of schemes detailed in Table 2, increasing the estimated spend in 2016/17 by £0.941million (re-profiled from 2015/16), be approved; (3) That the changes to the Capital Programme for 2016/17 as a result of the additional £0.317million budget approved by Council in January 2016 for the North Herts Leisure Centre, be approved; (4) That the position of the availability of Capital resources, as described in Paragraphs 8.7 to 8.10 of the report, and the requirement to keep the Capital Programme under review for affordability, be noted; and (5) That the application of £0.877million of Capital receipts towards the 2015/16 Capital Programme, and the drawdown of £1.368million from set aside receipts, as referred to in Paragraph 8.7 of the report, be approved. REASON FOR DECISION: To approve revisions to the Capital Programme; and to ensure that the Capital Programme is fully funded. |
Agreed | ||
| 16 |
KNEBWORTH AND PRESTON NEIGHBOURHOOD PLANNING AREAS Report Appendix 1 - Map of the area to be designated as the Knebworth Neighbourhood Planning Area Appendix 2 - Map of the area to be designated as the Preston Neighbourhood Planning Area Appendix 3.1 - Application Letter from Knebworth Parish Council Appendix 3.2 - Map from Knebworth Parish Council Appendix 4.1 - Application Letter from Preston Parish Council Appendix 4.2 - Map from Preston Parish Council Appendix 5 - Schedule of Representations from Knebworth Appendix 6 - Schedule of Representations from Preston The Executive Member for Planning and Enterprise presented a report of the Strategic Director of Planning, Housing and Enterprise in respect of the proposed Knebworth and Preston Neighbourhood Planning Areas. The following appendices were submitted with the report: Appendix 1 - Map of the area to be designated as the Knebworth Neighbourhood Plan Area; Appendix 2 - Map of the area to be designated as the Preston Neighbourhood Plan Area; Appendix 3 - Application Letter and map from Knebworth Parish Council; Appendix 4 - Application Letter and map from Preston Parish Council; Appendix 5 - Schedule of representations for Knebworth; and Appendix 6 - Schedule of representations for Preston. The Executive Member for Planning and Enterprise explained that the Neighbourhood Planning (General) (Amendment) Regulations 2015 had amended the way in which the local planning authority must determine an application for the designation of a neighbourhood planning area. Once a local planning authority had received an application, it must publicise it for not less than four weeks after the application was publicised on its website and invite comments. Once the application had been publicised, the local planning authority must determine the application within eight weeks. The Executive Member for Planning and Enterprise stated that the proposed Neighbourhood Plan Areas for Preston and Knebworth followed their respective Parish boundaries, and hence he recommended that the designations be approved. RESOLVED: That, having regard to the representations made, the designation of the Neighbourhood Areas for Knebworth and Preston, as detailed in Paragraph 8.2 of the report and Appendices 1 (Knebworth) and 2 (Preston) respectively, be approved. REASON FOR DECISION: To allow Knebworth and Preston Parish Councils to formally prepare a neighbourhood plan for their respective Parishes. |
Agreed | ||
| 17 |
CORPORATE OBJECTIVES FOR 2017-2021 Report The Executive Member for Policy, Transport and Green Issues presented a report of the Strategic Director of Finance, Policy and Governance in respect of Corporate Objectives for 2017-2021. The Executive Member for Policy, Transport and Green Issues advised that it was proposed that the existing three Corporate Objectives remain unchanged for 2017-2021. The Corporate Plan for 2017/18 (to be presented to Cabinet on 26 July 2016 and then Council on 1 September 2016) would contain an Action Plan identifying key priority areas and key projects that would deliver against the Corporate Objectives and include measures of success. RECOMMENDED TO COUNCIL: That the following Corporate Objectives be continued for 2017 to 2021: 1. To work with our partners to provide an attractive and safe environment for our residents, where diversity is welcomed and the disadvantaged are supported; 2. To promote sustainable growth within our district to ensure economic and social opportunities exist for our communities, whilst remaining mindful of our cultural and physical heritage; and 3. To ensure that the Council delivers cost effective and necessary services to our residents that are responsive to developing need and financial constraints. REASON FOR DECISION: To allow Cabinet and Council to review the Corporate Objectives which will guide the Corporate Business Planning process for 2017/18 through to 2021. |
Agreed | ||
| 18 |
REVIEW OF NHDC GRANTS AND GRANT POLICY Report Appendix 1 - Grants Policy Appendix 2 - Grants review considerations and findings The Executive Member for Community Engagement and Rural Affairs presented a report of the Head of Policy and Community Services in respect of the review of NHDC Grants and Grant Policy. The following appendices were submitted with the report: Appendix 1 - Grants Policy; and Appendix 2 - Grants Review considerations and findings. The Chairman of the Overview and Scrutiny Committee presented the following referral from that Committee, made at its meeting held on 7 June 2016, in respect of the review of the NHDC Grants and Grant Policy (Minute 11 refers): "RECOMMENDED TO CABINET: (1) That the Grants Policy should be redrafted in a more positive manner and should lay out what NHDC wanted to achieve and link this to the Corporate Priorities; (2) That the legal implications specifically regarding cessation of funding to Stevenage and North Herts Women's Resource Centre and North Herts Minority Ethnic Forum be checked and recorded; (3) That, if Cabinet should decide to implement this policy, they be requested to undertake a full review in 12 months time." The Chairman of the Southern Rural Committee presented the following referral from that Committee, made at its meeting held on 10 June 2016, in respect of the review of the NHDC Grants and Grant Policy (Minute 10 refers): "RECOMMENDED TO CABINET: That Cabinet consider the following, unanimously agreed, statement from the Southern Rural Committee when considering the report entitled Review of NHDC Grants and Grant Policy: ‘The Southern Rural Committee, having re-established Ward Budgets, would hope that Cabinet endorse these funds being used to fund small organisations with no minimum spend imposed. Cabinet are urged to investigate a suitable, cost effective system of administering grants, perhaps asking if the County Council system could be used. The Southern Rural Committee would like to remind Cabinet that a few years ago NHDC had a simple and effective system for administering grants, which we are assured could be re-activated, if Cabinet were so minded. The Southern Rural Committee would like to draw attention to the Baldock and District Committee meeting held on 6 June 2016 where many of the grants awarded were below the proposed minimum spend. Baldock and District Committee also operate on a Ward budget system only and would also benefit from the suggested simplified grants system.' " The Executive Member for Community Engagement and Rural Affairs stated that the existing Grants Policy dated from 2002. Since that time, a number of changes to other policies and procedures had been adopted by the Council, but without the commensurate revisions to the Grants Policy. The Executive Member for Community Engagement and Rural Affairs commented that the proposed Policy had been strengthened to ensure that organisations applying for grant funding were operating for the benefit of the community and were able to comply with NHDC regulations. The Policy aimed to be financially transparent, and incorporated a number of recommendations made as a result of a recent audit of the NHDC grants regime, as well as some of the recommendations made by a previous Scrutiny Task and Finish Group on Grants. The Executive Member for Community Engagement and Rural Affairs had been convinced by arguments (including that from the Southern Rural Committee) that the minimum amount for small grants should be £150 (as opposed to £250 set out in the report). He was content for an Area Committee's budget to be broken down into Wards, provided that the decisions on grants were made by the Area Committee as a whole, and not by individual Members. In respect of the recommendations of the Overview and Scrutiny Committee, the Executive Member for Community Engagement and Rural Affairs stated that re-drafting of the Policy may be required at some point in terms of linkages to Corporate Priorities, although such linkages may be achieved through some form of over-arching policy. He was keen to allow the process to bed in first before undertaking any further work on the policy. In terms of a 12 month review of the Policy, he considered that it may be more appropriate for the Overview and Scrutiny Committee to undertake its own review. The Cabinet considered an issue raised regarding the current position whereby, from time to time, Area Committees awarded grant funding to Town/Parish Councils. It was stated that this practice was essentially at odds with the policy position adopted by the council in 2007, which stated that NHDC would not grant fund other authorities which had the ability to raise fund through increases in the Council Tax precept. It was therefore decided that the current process of awarding grants to other precepting authorities, such as Town/Parish Councils, should be reviewed against the 2007 policy position. The Cabinet debated the position in respect of the proposed cessation of the annual grant funding under the Major Memorandum of Understanding (MoU) to the North Herts Minority Ethnic Forum and RELATE. It was felt that the "umbrella" nature of the Minority Ethnic Forum, and the level of service to be provided by RELATE following their relocation to the south of the county, required further investigation. It was therefore agreed that the recommendation to cease funding to those organisations from 2017 should remain, but that this should be subject to a review of the approach to the provision of funding and commissioning of services from RELATE and the North Herts Minority Ethnic Forum, for implementation from 2017 onwards. RESOLVED: (1) That the following proposed changes to the grants policy, criteria and processes recommended following the completion of the grants review, as listed in Appendix 1 to the report, be agreed: - Any redirection or focus for the corporate Grants Policy be considered alongside of the Corporate Plan each year to ensure it better reflects the Council's latest policy and budgetary position; - Grants awarded to be in excess of £150 only, but remain subject to further review; - Grant applications should reflect any additional benefits an applicant gains from the authority, such as any rate relief, accommodation at less than market rent, etc.; (2) That the general Grants Policy for 2016 onwards, as attached at Appendix 1 to the report, be agreed; (3) That it be noted that there will be further work required of officers during 2016/17 to: - Explore the potential of separating the receipt and process of grants from the practical, delivery work with community groups; - Review the role of Community officers and how they can best contribute to building capacity and sustainability in the local community; - Review the implications of the National Cabinet office review of local authority grant funding when published; - Review implications of any change to business rate relief arising from the proposal for business rate (NNDR) retention by local authorities; - Incorporate any changes arising from the next SIAS audit of grants, due for completion in the fourth quarter of 2016/17; (4) That, from financial year 2017, it be agreed that the North Herts Citizens Advice Bureau and North Herts Centre for Voluntary Service receive a commitment to three yearly funding, at the present rate, under contract; (5) That it be agreed that Sport North Herts and Stevenage and North Herts Womens Resource Centre funding be reviewed in late 2016 to measure any benefit or impact of public health or other budget changes, and that following review the decision be taken by the Head of Policy and Community Services, in discussion with the Executive Member for Community Engagement and Rural Affairs, for grants to continue, reduce or cease funding from 2017; (6) That, from financial year 2017, grant funding for the North Herts Arts Council and British Schools Museum Hitchin be ceased, with any future funding commitment made by NHDC Museum and Cultural Services, following further review by that service; (7) That, subject to Resolution (9) below, from financial year 2017, annual grant funding under the Major Memorandum of Understanding (MoU) to RELATE and the North Herts Minority Ethnic Forum be ceased; (8) That Cabinet receive an annual update from the Executive Member for Community Engagement and Rural Affairs on the benefits and impact the Council's investment in three yearly contracts with the voluntary/community sector delivered for the district; and (9) That the approach to the provision of funding and commissioning of services from RELATE and the North Herts Minority Ethnic Forum, for implementation from 2017 onwards, be reviewed. REASON FOR DECISION: To progress recommendations as informed by the Scrutiny task and Finish Group on Grants and the SIAS review of area committee grants; and to adopt recommendations for further review and best practice identified in comparison with other Herts/local authorities and from more recent national grants/local authority funding initiatives. |
Agreed | ||
| 19 |
PROPOSED COMMUNITY FACILITIES CAPITAL PROJECTS FUNDING SCHEME Report Appendix A - Proposed Qualifying Criteria and Implementation Process for Scheme Appendix B - Definition of Capital spend The Executive Member for Community Engagement and Rural Affairs presented a report of the Head of Policy and Community Services in respect of the proposed Community Facilities Capital Projects Funding Scheme. The following appendices were submitted with the report: Appendix A - Proposed Qualifying Criteria and implementation process for the new Scheme; and Appendix B - Definition of Capital spend. The Chairman of the Overview and Scrutiny Committee presented the following referral from that Committee, made at its meeting held on 7 June 2016, in respect of the Proposed Community Facilities Capital Projects Funding Scheme (Minute 11 refers): "RECOMMENDED TO CABINET: (1) That the exclusion contained in paragraph 2.1 of the Qualifying Criteria and Implementation Process for the Community Facilities Capital Projects Funding Scheme (Appendix 1 to the report) be amended to include an explanation for this exclusion; (2) That, subject to (1) above the recommendation contained in the report entitled Proposed Community Facilities Capital Projects Funding Scheme be supported." The Executive Member for Community Engagement and Rural Affairs commented that he was prepared to accept the recommendations of the Overview and Scrutiny Committee, which meant that the proposed new Scheme would also apply to community facilities constructed since the adoption of the Community Halls Strategy in October 2011. The Executive Member for Community Engagement and Rural Affairs stated that the establishment of the Community Halls Strategy adopted by Council in October 2011 had identified a need for capital improvements to the District's community halls. The costs of these works were almost without question out of the financial reach of those facilities. The Executive Member for Community Engagement and Rural Affairs advised that two successful grant funding schemes (the Parish Amenity Capital Improvement Fund and the Rural Community Halls Grants Scheme) had been in operation to improve community service provision in the District to assist qualifying facilities to overcome the financial constraints in achieving improved services through the performance of identified capital projects. These schemes had previously been aimed specifically at rural community halls only. The Executive Member for Community Engagement and Rural Affairs explained that the establishment of a new capital funding scheme, as outlined in the report, using the new budget approved by Council, supplemented by unspent money from the previous schemes, and where possible by other forms of finance from such sources as Section 106 and Unilateral Undertakings funds and others as may be identified, now included urban community facilities, such as Community Centres and other facilities (ie. Church Halls) offering community activities that were looking to expand their operations by implementing capital projects to upgrade or extend their service provision capability, thus contributing to the longer term sustainability of those buildings. The Executive Member for Community Engagement and Rural Affairs further recommended that Community Facilities Capital Projects Panel be established, comprising both urban and rural Members, but no Executive Members, to administer the new scheme. RESOLVED: (1) That the course of action for the proposed Community Facilities Capital Projects Funding Scheme set out in Sections 7 and 8 of the report and the Qualifying Criteria set out in Appendix A, be agreed; (2) That, authority be delegated to the Strategic Director for Finance Policy and Governance, in discussion with the Executive Member for Community Engagement and Rural Affairs, to administer implementation of the scheme; (3) That a report be presented to Cabinet in twelve months time providing information on the first year's implementation of the new funding scheme; (4) That Paragraph 8.4 of the report be deleted, together with the consequential amendment to Section 2.1 (second sentence of final paragraph) of Appendix A, to delete reference to facilities built after 2011; and (5) That a Community Facilities Capital Projects Panel be established, comprising both urban and rural Members, but no Executive Members, to administer the new scheme. REASON FOR DECISION: To ensure funding approved for the new scheme together with other funding that may be acquired from other sources is applied though a new managed grant process to support the District's rural and urban community facilities in respect of capital works projects. |
Agreed | ||
| 20 |
PROCUREMENT OF WASTE AND STREET CLEANSING CONTRACT Report The Executive Member for Waste Management, Recycling and Environment presented a report of the Head of Leisure and Environmental Services in respect of the Procurement of the Waste and Street Cleansing Contract. The Chairman of the Overview and Scrutiny Committee presented the following referral from that Committee, made at its meeting held on 7 June 2016, in respect of the Procurement of Waste and Street Cleansing Contract (Minute 12 refers): "RECOMMENDED TO CABINET: That the recommendations in the report entitled Procurement of Waste and Street Cleansing Contract be supported." The Executive Member for Waste Management, Recycling and Environment advised that the current Waste and Street Cleansing contract terminated on 8 May 2018, after extension under a Voluntary Ex-Ante Transparency (VEAT) notice. The contract included the collection of all domestic waste from households within the District along with street cleansing, litter bin servicing, graffiti removal and other related services. The anticipated value of the contract was above the threshold for goods and services referred to in the Public Contracts Regulations 2015. In order for the Council to be legally compliant, not at risk of challenge and to ensure bidders had sufficient time implement the requirements of a contract, the formal procurement process must begin in September 2016. The Executive Member for Waste Management, Recycling and Environment stated that, in commencing the external procurement process, it was proposed that a new Waste and Street Cleansing contract was procured by the Open process and that the contract should run for an initial period of seven years, with an ability to extend for a further seven years. The Cabinet noted that the report outlined that the specification documents for each of the contract lots would be based upon the current service, but highlighted some key changes. These reflected the work done by the Waste Management Team in determining options most likely to achieve value for money, whilst maintaining existing service standards. The Executive Member for Waste Management, Recycling and Environment commented that the priority was to consider the efficiencies that could be delivered to support the Council's Medium Term Financial Strategy (MTFS), whilst meeting current and future performance targets that would be required by Government. Recommendations approved as part of the report would stand independently or support any future decision to work with East Hertfordshire District Council. RESOLVED: (1) That the outline scope for the Waste and Street Cleansing Contract; as described in Section 7 of the report, be agreed; (2) That any changes considered necessary to the outline scope be delegated to the Head of Leisure and Environmental Services, in consultation with the Executive Member for Waste Management, Recycling and Environment; and (3) That the Service Manager for Waste and Recycling develops a detailed specification and evaluation criteria for the Waste and Street Cleansing Contract, in consultation with a Project Board. REASON FOR DECISION: To allow for the development of the technical specifications for the Waste and Street Cleansing Contract in order to progress to procurement in September 2016. This will allow for a contract award in Spring 2017, giving the chosen contractor a year to implement the contract before a contract start in May 2018. |
Agreed | ||
| 21 |
TRANSPORT AND SALE OF RECOVERED PAPER Report The Executive Member for Waste Management, Recycling and Environment presented a report of the Head of Leisure and Environmental Services in respect of the Transport and Sale of Recovered Paper. The Executive Member for Waste Management, Recycling and Environment advised that, under the existing paper contract, a service provider to the Council collected the recovered paper from Radwell Barn and transported it for processing to a facility for making newsprint in the UK which was operated entirely independently of the Council. During the first 3 years of the contract NHDC had received on average £427,000 income annually from the sale of paper. The Executive Member for Waste Management, Recycling and Environment stated that the current contract expired at the end of November 2016 with no option to extend further. It was considered that a joint procurement with the relevant Hertfordshire Consortium partners was likely to result in overall best value for the partners and represented the best overall option. It was therefore recommended to agree a specification jointly rather than procuring the contract separately. A fixed price would be sought for the initial contract term of 1.5 years. The Executive Member for Waste Management, Recycling and Environment explained that the market for recovered paper had been depressed over recent years and this had impacted on the price that bidders were prepared to offer for fixed term contracts. Consequently, long term fixed term contracts were not considered favourable by bidders. The initial term proposed was considered to be sufficient in length to attract bidders, but also to balance the risk of market price fluctuations by being shorter. The Executive Member for Waste Management, Recycling and Environment commented that the number of potential contractors in the UK market had reduced since the last tendering exercise. This may mean that there was less interest and competition for the contract, with a potential reduction in income to the Council as a result. Paper tonnage had been falling year on year, with total paper tonnages for 2015/16 10% lower than that collected in 2013/14, equating to a reduction in income of circa £40,000. Should this trend continue, as was predicted by changes in the national consumption of paper, this would further impact on income generated by this contract. RESOLVED: (1) That the potential impact on the base budget of the requirement to re-tender for the transport and onward sale and processing of recovered paper be noted; and (2) That authority be delegated to the Strategic Director of Customer Services, in consultation with the Executive Member for Waste Management, Recycling & Environment, to approve the final Invitation to Tender (ITT). REASON FOR DECISION: To highlight the significant potential impact on the base budget and to identify that this item may come forward in the Quarterly Revenue Budget Monitoring Report. |
Agreed | ||
| 22 |
TASK AND FINISH GROUP ON THE QUALITY OF COUNCIL REPORTS Report Appendix A - Task and Finish Group Report on the Quality of Council Reports Appendix B - SMT's comments on the report The Chairman of the Overview and Scrutiny Committee (Councillor Cathryn Henry) presented a report of the Task and Finish Group on the Quality of Council Reports. The following appendices were submitted with the report: Appendix A - Task and Finish Group Report on the Quality of Council Reports; and Appendix B - SMT's comments on the report. The Chairman of the Overview and Scrutiny Committee presented the following recommendations of the Task and Finish Group: "Recommendation 1: The Council should review its report template and consider adopting the features of the alternative report template in Annex 1. Recommendation 2: Reports should clearly state their purpose. Recommendation 3: Reports should include timelines showing financial and timetable changes for projects. Recommendation 4: The Council should be mindful of the burden of producing reports and consider doing so only when decisions are required. Reports should not be used to brief members unless there is a compelling reason for it. Recommendation 5: The Council should introduce a document management system to enable proper tracking, management and storage of documents. Recommendation 6: There is a need for training to encourage both plainer English and for officers to better understand the purpose of reports. Recommendation 7: The Council should trial the introduction of paperless reports with a view to introducing paperless reports for all 49 councillors." The Cabinet Chairman was generally supportive of the recommendations, but made the following amendments: - In respect of Recommendation 1, the Cabinet agreed that the report template should be reviewed, but not necessarily adopting the features of the template annexed to the Task and Finish Group's report; - In relation to Recommendation 4, Members agreed that reports should not be used to brief Members, unless there was a compelling reason for it, such as when legal requirements dictated that Members were kept informed of certain issues; - With regard to recommendation 6, it was agreed that officer training would also be required on correct number formatting in reports, as well as the use of plainer English; and - In respect of Recommendation 7, the Cabinet agreed that the introduction of paperless reports should be trialled, with a view to introducing paperless reports for all 49 councillors, but that Members should still retain an option to receive paper copies of reports. RESOLVED: (1) That, in response to the recommendations of the Task and Finish Group on the Quality of Council report, it be agreed: (i) That the Council's report template be reviewed; (ii) That reports should clearly state their purpose; (iii)That reports should include timelines showing financial and timetable changes for projects; (iv) That the Council should be mindful of the burden of producing reports and consider doing so only when decisions are required. Reports should not be used to brief Members, unless there is a compelling reason for it, such as when legal requirements dictate that Members are kept informed of certain issues; (v) That the Council should introduce a document management system to enable proper tracking, management and storage of documents; (vi) That there is a need for training to encourage both plainer English, correct number formatting, and for officers to better understand the purpose of reports; (vii)That the introduction of paperless reports be trialled, with a view to introducing paperless reports for all 49 councillors, but that Members still retain an option to receive paper copies of reports; and (2) That the Task and Finish Group on the Quality of Council Reports be thanked for their work. REASON FOR DECISION: To enable Cabinet to consider the report of the Task and Finish Group. |
Agreed | ||
| 23 |
EXCLUSION OF PRESS AND PUBLIC RESOLVED: That under Section 100A(4) of the Local Government Act 1972, the public and press be excluded from the meeting for the following item of business on the grounds that it involves the likely disclosure of exempt information as defined in Paragraph 3 of Part 1 of Schedule 12A of the said Act (as amended). |
Agreed | ||
| 24 |
GROUNDS MAINTENANCE CONTRACT PROCUREMENT [Prior to the consideration of this item, Councillor Jane Gray declared a Disclosable Pecuniary Interest in this matter, in view of her role as a Board Member of North Hertfordshire Homes. Accordingly, she withdrew from the meeting for the duration of this and the subsequent item.] The Executive Member for Waste Management, Recycling and Environment presented a Part 2 report of the Head of Leisure and Environmental Services in respect of the Grounds Maintenance Contract Procurement. The following appendices were submitted with the report: Appendix A - Description of the current contract including results of performance monitoring; and Appendix B - Best and Final Offer from John O'Conner's. The Executive Member for Waste Management, Recycling and Environment advised that consideration had been given to either re-tendering the Grounds maintenance Contract or reviewing the current contract with John O'Conner. It was considered by the Grounds Maintenance Project Board that the contract should be reviewed. Following review, it was now recommended that the contract should be extended for a period of ten years, and with a break clause at year five. The proposed contract amendments were detailed in the report. RESOLVED: That, subject to the amendments to the Contract detailed in the report, the recommendation of the Project Board to extend the current Grounds Maintenance Contract for a period of ten years, with a break clause at year five, be agreed. REASON FOR DECISION: To maintain the parks and open spaces within North Hertfordshire to ensure they are fit for purpose while achieving best value and working towards meeting the expectations of residents. |
Agreed | ||
| 25 |
GROUNDS MAINTENANCE CONTRACT PROCUREMENT Report and Appendices The Executive Member for Waste Management, Recycling and Environment presented a report of the Head of Leisure and Environmental Services in respect of the Grounds Maintenance Contract Procurement. The following appendices were submitted with the report: Appendix A - Description of the current contract including results of performance monitoring; and Appendix B - Best and Final Offer from John O'Conner's. The Chairman of the Overview and Scrutiny Committee presented the following referral from that Committee, made at its meeting held on 7 June 2016, in respect of the Grounds Maintenance Contract Procurement (Minute 16 refers): "RECOMMENDED TO CABINET: That the recommendations in the report entitled Grounds Maintenance Contract procurement be supported." The Executive Member for Waste Management, Recycling and Environment explained that major specification amendments to the contract would include: - Increase height tolerance of general amenity grass cutting in the winter from 70mm to 100mm; - Rough cut grass cutting to be undertaken once in the autumn instead of every six to eight weeks through the summer. Sightlines and overhanging vegetation into footpaths and highways to be maintained throughout the summer as per original schedule; and - Remove annual cleaning of seats and benches within the parks. This could be delivered on a reactive basis as and when required in the future as a variation order. RESOLVED: That, having considered the financial elements contained in the accompanying Part 2 report on the Contract, the principles in relation to the Grounds Maintenance Contract Procurement proposed within the report be supported. REASON FOR DECISION: To maintain the parks and open spaces within North Hertfordshire to ensure they are fit for purpose while achieving best value and working towards meeting the expectations of residents. |
Agreed | ||
| PART II | ||||
| 26 |
PART 2 REPORT RELATING TO MINUTE 24 ABOVE Report and Appendices This is on the E-Genda Committee Management System. |
Noted | ||