Agenda, decisions and minutes

There were no apologies for absence.

There were no apologies for absence.

To take as read and approve as a true record the minutes of the meeting of the Cabinet held on 23 January 2018.

RESOLVED:That the Minutes of the meeting of the Cabinet held on 23 January 2018 be approved as a true record of the proceedings and be signed by the Chairman.

RESOLVED:That the Minutes of the meeting of the Cabinet held on 23 January 2018 be approved as a true record of the proceedings and be signed by the Chairman.

Members should notify the Chairman of other business which they wish to be discussed by the Cabinet at the end of either Part I or Part II business set out in the agenda. They must state the circumstances which they consider justify the business being considered as a matter of urgency.

The Chairman will decide whether any item(s) raised will be considered.

There was no notification of other business.

There was no notification of other business.

Members are reminded that any declarations of interest in respect of any business set out in the agenda, should be declared as either a Disclosable Pecuniary Interest or Declarable Interest and are required to notify the Chairman of the nature of any interest declared at the commencement of the relevant item on the agenda. Members declaring a Disclosable Pecuniary Interest must withdraw from the meeting for the duration of the item.  Members declaring a Declarable Interest which requires they leave the room under Paragraph 7.4 of the Code of Conduct, can speak on the item, but must leave the room before the debate and vote.

(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;

(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;

(4)     The Chairman announced that, due to an administrative oversight, Item 6(A) - the referral from the Cabinet Sub-Committee on Options for Housing Investment Company – had not been included on the most recent version of the Council’s Forward Plan, and neither had a notice been published stating that part of the meeting (to consider Item 19, the Part 2 item on the same matter) would be held in private.  However, following the agreement of the Chairman of the Overview and Scrutiny Committee, she was invoking the urgency provisions in the Council’s Constitution to allow both of these items to be considered at this evening’s meeting.

(5)     The Chairman advised of the following changes to the order of business on the agenda:

·      Item 6A – the referral from the Cabinet Sub-Committee on Options for Housing Investment Company would be moved to immediately before Item 16 on the agenda (Exclusion of Press and Public); and

·      The Part 1 Items 14 (Hitchin Market), 15 (Crematorium) and 6(A) would therefore take place immediately before Item 16 (Exclusion of Press and Public) and the Cabinet would then consider Items 17, 18 and 19, the Part 2 items on the same matters.  The press and public would be invited back into the meeting to hear the Cabinet’s decisions on all three of these items in Part 1 of the meeting.

(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;

(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;

(4)     The Chairman announced that, due to an administrative oversight, Item 6(A) - the referral from the Cabinet Sub-Committee on Options for Housing Investment Company – had not been included on the most recent version of the Council’s Forward Plan, and neither had a notice been published stating that part of the meeting (to consider Item 19, the Part 2 item on the same matter) would be held in private.  However, following the agreement of the Chairman of the Overview and Scrutiny Committee, she was invoking the urgency provisions in the Council’s Constitution to allow both of these items to be considered at this evening’s meeting.

(5)     The Chairman advised of the following changes to the order of business on the agenda:

·      Item 6A – the referral from the Cabinet Sub-Committee on Options for Housing Investment Company would be moved to immediately before Item 16 on the agenda (Exclusion of Press and Public); and

·      The Part 1 Items 14 (Hitchin Market), 15 (Crematorium) and 6(A) would therefore take place immediately before Item 16 (Exclusion of Press and Public) and the Cabinet would then consider Items 17, 18 and 19, the Part 2 items on the same matters.  The press and public would be invited back into the meeting to hear the Cabinet’s decisions on all three of these items in Part 1 of the meeting.

To receive petitions, comments and questions from the public.

(a)        Mr Colin Dunham (Hitchin resident) re: NHDC communication with residents

(b)       Mrs Helen Oliver (Letchworth Garden City resident) re: Proposed Closure of Linnet Close Play Area

(a)        Mr Colin Dunham (Hitchin resident) re: NHDC communication with residents

Mr Dunham considered that people like himself, who had no computers, had been bypassed by the Council, officers and councillors.

As an example, Mr Dunham referred to the new Waste Contract and charging for brown bin collections.  There was no reference in the policy to any refund of the charge should people die, go into a nursing home or move house.

As a further example, Mr Dunham referred to the Churchgate/Hitchin Market consultation.  Why did people like himself have to go to the Council Offices in Letchworth Garden City to collect a hard copy?  Copies could have been supplied locally to libraries, the Hitchin Market Office and Hitchin Initiative Office.

Mr Dunham commented that in the most recent edition of the Council’s Outlook Magazine, there were no updates on the North Hertfordshire Museum/Hitchin Town Hall or Churchgate.  Why?

Mr Dunham asked it if was the role of the Council’s Monitoring Officer to help residents with these types of issues?  If not, who would be the person best placed to assist residents?

Mr Dunham concluded by mentioning that he had yet to receive a reply from the Chief Executive responding to the issues raised by him at the Cabinet meeting held on 23 January 2018 in respect of the North Hertfordshire Museum/Hitchin Town Hall.

The Chairman thanked Mr Dunham for his presentation.

(b)       Mrs Helen Oliver (Letchworth Garden City resident) re: Proposed Closure of Linnet Close Play Area

Mrs Oliver advised that Linnet Close play area was small, but in good condition.  It had benefitted from recent repairs to the rubber floor surface.  The play area did not suffer vandalism as it was overlooked by nearby residential properties and watched by local residents.

Mrs Oliver stated that it was watched because it was treasured by the local community.  A year ago, 50 or more local residents and children had attended a “play-in” at the play area in order to show support for its retention.

Mr Oliver commented that it was confusing to residents in Linnet Close and the surrounding streets that the consultation on the future of play spaces was over before they heard about the planned closure.

Mrs Oliver and others residents did not believe that the information supplied to councillors from the consultation reflected genuine levels of use, because they felt that a different decision would have been made had this information been provided.  Residents were more than keen to conduct a more accurate usage survey if this would be useful to the Council.

Mrs Oliver advised that fundraising to help to maintain the play area was something that local residents were keen to engage in.  However, the option given to them to take on the play area themselves appeared to reveal a lack of insight into the lives of ordinary residents, many of whom had limited income.  They believed that the Council had the necessary skills and experience to administer public liability insurance, understand health and safety  ...  view the full minutes text for item 95.

[Note:  This item was considered both before and after Minute 112 below - the Part 2 item on the same matter.]

[Prior to the consideration of this item and Minute 112 below, Councillor David Levett made a Declarable Interest in that he was a director of a property letting company which was currently dormant, but that he had applied to Companies House to wind up this company.]

RESOLVED:  That the principle of setting up a wholly owned holding company and trading companies for the purposes of development; and letting existing and future assets be approved, and the Chief Finance Officer and Executive Member for Finance and IT be given delegated authority to determine the detail of the structure.

[Note:  This item was considered both before and after Minute 112 below - the Part 2 item on the same matter.]

[Prior to the consideration of this item and Minute 112 below, Councillor David Levett made a Declarable Interest in that he was a director of a property letting company which was currently dormant, but that he had applied to Companies House to wind up this company.]

The Chairman of the Cabinet Sub-Committee (Local Authority Trading Companies’ Shareholder) presented the following referral from that Sub-Committee, made at its meeting held on 15 March 2018, in respect of Options for a Housing Investment Company (Minute 6 refers):

“RECOMMENDED TO CABINET:  That the principle of setting up a wholly owned holding company and trading companies for the purposes of development; and letting existing and future assets as residential dwellings be approved, and the Chief Finance Officer and Executive Member for Finance and IT be given delegated authority to determine the detail of the structure.”

The Chairman of the Cabinet Sub-Committee referred to the £3Million allocation in the Capital Programme for Housing Investment.  Although purchasing existing residential properties for renting (buy to let) did not provide sufficient return to be an attractive investment option, the Council currently owned property which could potentially be rented out as residential lettings to generate income.

In order to provide greater flexibility, the Cabinet agreed to the deletion of the words “as residential dwellings” in the above recommendation.  It was therefore

RESOLVED:  That the principle of setting up a wholly owned holding company and trading companies for the purposes of development; and letting existing and future assets be approved, and the Chief Finance Officer and Executive Member for Finance and IT be given delegated authority to determine the detail of the structure.

RESOLVED:  That the Performance Indicators (PIs) and any associated targets that will be monitored throughout 2018/19 by the Overview and Scrutiny Committee be approved.

The Cabinet received and considered a referral from the Overview and Scrutiny Committee, made at its meeting held on 20 March 2018, in respect of the Performance Management Measures for 2018/19 (Minute 87 refers):

“RECOMMENDED TO CABINET:  That Cabinet considers and formally approves the PIs and any associated targets that will be monitored throughout 2018/19 by Overview and Scrutiny.”

The Executive Member for Finance and IT commented that he would look at the benchmarking issue raised by the Overview and Scrutiny Committee when work commenced on the Performance Management measures for 2019/20

RESOLVED:  That the Performance Indicators (PIs) and any associated targets that will be monitored throughout 2018/19 by the Overview and Scrutiny Committee be approved.

RESOLVED:  That the reduction in score from a 5 to a 3 of the Office Accommodation Corporate Risk be approved.

The Chairman of the Finance, Audit and Risk Committee presented the following referral from that Committee, made at its meeting held on 21 March 2018, in respect of the Risk Management Update (Minute 80 refers):

“RECOMMENDED TO CABINET:  That the reduction in score from a 5 to a 3 of the Office Accommodation Corporate Risk be approved.”

The Executive Member for Finance and IT stated that he was supportive of the recommendation of the Finance, Audit and Risk Committee.

RESOLVED:  That the reduction in score from a 5 to a 3 of the Office Accommodation Corporate Risk be approved.

RESOLVED:  That consideration of this referral takes place in conjunction with agenda item number 8 (see Minute 101 below).

RESOLVED:  That consideration of this referral takes place in conjunction with agenda item number 8 (see Minute 101 below).

REPORT OF THE HEAD OF DEVELOPMENT AND BUILDING CONTROL

To inform Cabinet of the current positions regarding:

·      Other Local Plans and Examinations;

·      North Hertfordshire Local Plan;

·      Neighbourhood Plans;

·      Government announcements; and

·      Strategic Planning.

RESOLVED:  That the report on Strategic Planning Matters be noted.

REASON FOR DECISION: To keep the Cabinet informed of recent developments on strategic planning matters and progress on the North Hertfordshire Local Plan.

The Executive Member for Planning and Enterprise presented the report of the Head of Development and Building Control informing Members of the current position regarding Other Local Plans and Examinations; North Hertfordshire Local Plan; Neighbourhood Plans; Government announcements; and Strategic Planning.  The following appendices were submitted with the report:

Appendix A – Response to Central Bedfordshire pre-submission Local Plan consultation; and

Appendix B – Response to Preston draft Neighbourhood Plan consultation.

The Executive Member for Planning and Enterprise updated the Cabinet on the following matters:

·      Central Bedfordshire Council Local Plan – the pre-submission version of their Local Plan was published for consultation from 10 January to 21 February 2018.  The NHDC response was attached at Appendix A to the report;

·      East Hertfordshire District Council Local Plan– was undertaking a six week main modification consultation between the 15 February and 29 March 2018.  Any response to the proposed modifications would be reported to a future meeting;

·      Welwyn Hatfield Borough Council Local Plan - – Stage 3 of their examination concentrated on strategic policies and ran from 20 February until 22 February 2018.  Stage 4 (site allocations) would take place on 18 and 25 June 2018;

·      St. Albans City & District Council Local Plan – following a Draft Issues and Options Consultation (Regulation 18) and ‘Call for’ new housing and employment sites which ran from 9 January to 21 February 2018, the future timetable was set out in the report; and

·      Neighbourhood Plans – following a referendum in favour, the Pirton Plan would now be made; Officers were working with Wymondley Parish Council to select an Examiner for their Plan; and the NHDC response to the draft Preston Plan was attached at Appendix B to the report.

In respect of Government announcements, the Executive Member for Planning and Enterprise commented as follows:

·      National Planning Policy Framework (NPPF) – the proposed changes were summarised.  Officers would be reviewing the proposed changes and, in consultation with the Executive Member, would prepare a response for circulation and/or inclusion in a future report;

·      Consultation on Pre-Commencement Regulations – the Officer response to the consultation was summarised in Paragraph 8.4.3 of the report;

·      Planning Delivery Fund - NHDC on behalf on Stevenage, East Herts and Welwyn Hatfield Councils submitted an Expression of Interest (EoI) under the Joint Working Fund, focussed on putting in place strong processes to consider long term housing and economic needs; approaches to new settlements; and Growth Delivery Models.  The EoI sought £250,000 of funding through to the end of 2018/19 and was successful - officers were currently working on the next steps.

The Cabinet noted that the Local Planning Authorities in South West Hertfordshire (Dacorum, Hertsmere, Three Rivers, Watford and St. Albans) had been discussing the ways in which they could respond to the challenges of future growth demands by examining the options for strategic planning. This approach was confirmed at a meeting of relevant Leaders, Executive Members and officers on 23 January 2018 and work was underway with regard  ...  view the full minutes text for item 100.

REPORT OF THE HEAD OF FINANCE, PERFORMANCE AND ASSET MANAGEMENT

To consider the Third Quarter Revenue Monitoring report 2017/2018.

RESOLVED:

(1)       That the report be noted;

(2)       That the changes to the 2017/18 General Fund Budget, as identified in Table 2 and Paragraph 8.2 of the report, and involving a £60,000 increase in net expenditure, be approved;

(3)       That unspent Area Committee funds of £70,000 be carried forward from 2017/18 to 2018/19; and

(4)       That the changes to the 2018/19 General Fund Budget, as identified in Table 2 and Paragraph 8.2 of the report, and involving a £85,000 increase in net expenditure, be approved.

REASON FOR DECISION: To monitor and request appropriate action of Services who do not meet the budget targets set as part of the Corporate Business Planning process; and to ensure that changes to the Council’s balances are monitored and approved.

The Executive Member for Finance and IT presented the report of the Head of Finance, Performance and Asset Management in respect of the Third Quarter Revenue Budget Monitoring 2017/18.

The Chairman of the Finance, Audit and Risk Committee presented the following referral from that Committee, made at its meeting held on 21 March 2018, in respect of Third Quarter Revenue Monitoring 2017/18 (Minute 82 refers):

“RECOMMENDED TO CABINET:  That Cabinet be requested and encouraged to carry forward the unallocated Area Committee funds from 2017/18 into 2018/19.”

The Executive Member for Finance and IT referred to Table 2 in the report and advised that it was still the intention to move most of the Planning Services income into an earmarked reserve to mitigate the impact of risks associated with the Council’s Local Plan.

The Executive Member for Finance and IT also drew attention to the commentary against the income reduction for NHDC burials for the quarter, which could be a consequence of the recently opened crematorium in Holwell.

In respect of the item referred from the Finance, Audit and Risk Committee, the Executive Member for Finance and IT was informed by the Head of Finance, Performance and Asset Management that there was a total of £70,000 of Area Committee funds which would not be spent by the end of the financial year (although £33,000 of this had been allocated).

The Executive Member for Finance and IT supported the carrying forward of the unspent Area Committee funds from 2017/18 to 2018/19, but with the proviso that this should not be expected to be an ongoing occurrence each year going forward.

RESOLVED:

(1)       That the report be noted;

(2)       That the changes to the 2017/18 General Fund Budget, as identified in Table 2 and Paragraph 8.2 of the report, and involving a £60,000 increase in net expenditure, be approved;

(3)       That unspent Area Committee funds of £70,000 be carried forward from 2017/18 to 2018/19; and

(4)       That the changes to the 2018/19 General Fund Budget, as identified in Table 2 and Paragraph 8.2 of the report, and involving a £85,000 increase in net expenditure, be approved.

REASON FOR DECISION: To monitor and request appropriate action of Services who do not meet the budget targets set as part of the Corporate Business Planning process; and to ensure that changes to the Council’s balances are monitored and approved.

REPORT OF THE HEAD OF FINANCE, PERFORMANCE AND ASSET MANAGEMENT

To consider the Third Quarter Capital Programme Monitoring report 2017/18.

RESOLVED:

(1)       That the forecast expenditure of £10.903million in 2017/18 on the Capital Programme, as set out in Paragraph 8.2 of the report, be noted, and the changes detailed in Table 3 of the report, which resulted in a net decrease on the working estimate of £0.028million, be approved;

(2)       That the changes to the Capital Programme for 2018/19 onwards as a result of the revised timetable of schemes detailed in Table 2 of the report, increasing the estimated spend in 2018/19 by £4.139million (re-profiled from 2017/18), be approved; and

(3)       That the position of the availability of capital resources, as detailed in Table 4 of the report, and the requirement to keep the Capital Programme under review for affordability, be noted.

REASON FOR DECISION: To approve revisions to the Capital Programme, and to ensure that the Capital Programme is fully funded.

The Executive Member for Finance and IT presented a report of the Head of Finance, Performance and Asset Management in respect of the Third Quarter Capital Programme Monitoring 2017/18.  The following appendices were submitted with the report:

Appendix A – Capital Programme Summary 2017/18 onwards; and

Appendix B – Capital Programme Detail including Funding 2017/18 onwards.

The Executive Member for Finance and IT referred to the procurement of the new waste and street cleansing vehicles set out in Table 2 of the report, and commented that the budget would be required to cover the capitalised cost of the vehicles used in the contract.

The Executive Member for Finance and IT drew attention to the ongoing issue of the North Hertfordshire Museum and Community Facility, and that the remaining expenditure would remain on hold until the position of 14/15 Brand Street had been resolved.

RESOLVED:

(1)       That the forecast expenditure of £10.903million in 2017/18 on the Capital Programme, as set out in Paragraph 8.2 of the report, be noted, and the changes detailed in Table 3 of the report, which resulted in a net decrease on the working estimate of £0.028million, be approved;

(2)       That the changes to the Capital Programme for 2018/19 onwards as a result of the revised timetable of schemes detailed in Table 2 of the report, increasing the estimated spend in 2018/19 by £4.139million (re-profiled from 2017/18), be approved; and

(3)       That the position of the availability of capital resources, as detailed in Table 4 of the report, and the requirement to keep the Capital Programme under review for affordability, be noted.

REASON FOR DECISION: To approve revisions to the Capital Programme, and to ensure that the Capital Programme is fully funded.

REPORT OF THE HEAD OF FINANCE, PERFORMANCE AND ASSET MANAGEMENT

To consider the Third Quarter Treasury Management Monitoring report 2017/2018.

RESOLVED:  That the position of Treasury Management activity as at the end of December 2017, as set out in the report, 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.

The Executive Member for Finance and IT presented a report of the Head of Finance, Performance and Asset Management in respect of Treasury Management Third Quarter Monitoring 2017/18.

RESOLVED:  That the position of Treasury Management activity as at the end of December 2017, as set out in the report, 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.

REPORT OF THE HEAD OF DEVELOPMENT AND BUILDING CONTROL

To consider proposed inflationary increases in off-street car parking tariffs for 2018/19.

RESOLVED:

(1)       That the proposed off-street car park tariffs for 2018/19, as set out in Tables 1 to 5 of Appendix B of the report, be adopted;

(2)       That the proposed increase in season tickets prices of 5.1%, for 2018/19, as set out in Table 6 at Paragraph 9.2 of the report, be agreed for each of the Council’s long stay car parks in Hitchin, Letchworth Garden City and Royston;

(3)       That it be agreed not to increase the charges for resident permits, visitor permits, business permits or visitor tickets for resident permit zones for 2018/19; and

(4)       That the proposed tariff changes, as agreed in Resolutions (1) and (2) above, be implemented as soon as practicable, and that officers, in consultation with the Executive Member for Policy, Transport and Green Issues, proceed with the implementation as required.

REASON FOR DECISION:  To effectively manage the use of the car parks in accordance with the Council’s Fees and Charges Policy as set out in its Medium Term Financial Strategy (MTFS).

The Executive Member for Policy, Transport and Green Issues presented a report of the Head of Development and Building Control in respect of a proposed inflationary increase in off-street Car Parking Tariffs for 2018/19.  The following appendices were submitted with the report:

Appendix A – Summary of car park trend data 2017/18 and recommendations for 2018/19 inflationary adjustment – consultant’s report; and

Appendix B – proposed 2018/19 Tariff increases for NHDC Off-Street Car Parks.

In accordance with the Fess and Charges Policy set out in the Medium Term Financial Strategy (MTFS), the Executive Member for Policy, Transport and Green Issues referred to the proposal to increase the Council’s car park tariffs for 2018/19, as set out in Appendix B to the report; the proposed increase in season ticket prices for 2018/19 set out in Table 6 of the report; and the proposal not to increase the charges for resident permits, visitor permits, business permits or visitor tickets for resident permit zones for 2018/19.

The Executive Member for Policy, Transport and Green Issues drew attention to the three forecast models for car park usage set out in Paragraph 8.4 of the report, and Paragraph 8.5 showed the budgetary information connected with the prosed inflationary tariff increases.  One of the key drivers was to spread the cost of car parking charges across the District in an equal fashion.  He stated that one of the successes over the past few years was the “free after 3pm” scheme in all Royston car parks, which it was proposed to retain for 2018/19.

The Executive Member for Policy, Transport and Green Issues advised that, in the main, the 2018/19 increases were 10p above the 2017/18 rates.  He did not subscribe to the argument that the tariff increases would discourage the use of Town centre car parks.  However, nationally there had been a reduction in car parking in town centres, and so the local position reflected the national decline.

The Executive Member for Community Engagement and Rural Affairs stated that he did not support the proposed tariff increases, and neither did his councillor colleagues in Royston (including Councillors Hill and Green).  He felt that the idea behind the MTFS was that there would not be huge tariff increases.  However, as far as he was concerned CPI + 2% equated to a 5.1% rise, but it had been rounded up to 10p.  For some tariffs, therefore, such as a rise from a 50p to a 60p charge, this was effectively a 20% increase.

The Executive Member for Community Engagement and Rural Affairs therefore considered that this unilateral increase across the District would not aid in the vitality of towns, as all the towns were different.  He referred to the general decline of car parking in all of the District’s towns, and so less people were visiting town centres.  Income had held up to some small degree in Hitchin and Letchworth Garden City, but not so in Royston.

The Executive Member for Community Engagement and Rural Affairs considered that  ...  view the full minutes text for item 104.

REPORT OF THE CHIEF EXECUTIVE

To consider the key findings and actions of the Districtwide Survey 2017.

RESOLVED:

(1)       That the key findings and observations from the District Wide Survey 2017 be noted; and

(2)       That it be noted that the results will be used by the Senior Management Team, in conjunction with Executive Members, to inform the service planning process and to update relevant performance measures.

REASON FOR DECISION:  To ensure that the Cabinet is aware of the results and any trends from the survey and previous surveys and how the results will be used to inform future service delivery.

The Cabinet Chairman presented a report of the Chief Executive in respect of the key findings and actions arising from the District Wide Survey 2017.

The Cabinet Chairman advised that the biennial District Wide Survey was one of the mechanisms for seeking the views of residents on a range of NHDC services and issues. The 2017 survey had been carried out by BMG, an independent research company commissioned by the Council.  The survey was weighted by area, age, gender, working status and ethnicity to ensure that it was representative of the District’s residents.

The Cabinet Chairman stated that the questions asked remained consistent with questions in previous surveys, in order to allow benchmarking from year to year.  Comparison with previous years were made throughout the survey report.  The results would be used by the Senior Management Team and Executive Members to inform future service delivery and service action plans.  The figures and tables in the report were extracted directly from the BMG survey report.

The Cabinet Chairman commented that 95% of respondees were satisfied with North Hertfordshire as a place to live, and 63% of that 95% were very satisfied.  This compared very favourably with the Local Government Association (LGA) national statistics.  75% of respondees had expressed satisfaction with the Council’s performance.

The Cabinet Chairman explained that those residents who had expressed dissatisfaction had also been asked to indicate why they were dissatisfied.  19% felt that the Council should consult and listen more, reduce planning permissions, and to stop building houses.  16% had asked for improved communication.

The Cabinet Chairman drew attention to Paragraph 8.3.1 in the report, which showed how residents normally obtained information about the Council.  The highest proportion obtained information from the NHDC website (59%), followed by local newspapers and the Council’s Outlook magazine.

In considering the report, Cabinet considered that future reports should contain some LGA national benchmarking comparisons on resident satisfaction.  It was further felt that there should be a review of some of the questions asked in the next survey.

The Cabinet Chairman referred to a minor amendment to replace the word “how” with “that” in Recommendation 2.2 of the report.

RESOLVED:

(1)       That the key findings and observations from the District Wide Survey 2017 be noted; and

(2)       That it be noted that the results will be used by the Senior Management Team, in conjunction with Executive Members, to inform the service planning process and to update relevant performance measures.

REASON FOR DECISION:  To ensure that the Cabinet is aware of the results and any trends from the survey and previous surveys and how the results will be used to inform future service delivery.

REPORT OF THE HEAD OF LEISURE AND ENVIRONMENTAL SERVICES

To update the Cabinet on the future management and maintenance of facilities identified in the Green Space Management Strategy.

[Prior to the consideration of this item. Councillor Tony Hunter made a Declarable Interest, as he was personally involved in a business case for the retention of Betjeman Road and Farrier Court play areas in Royston.  Following advice, he stated that he would remain in the meeting for the debate on the other items, and withdraw from the meeting immediately prior to the debate on the Royston items and vote on the report recommendations.  Due to the uncertainty that this caused, Councillor Hunter was then advised during the item to leave the meeting for the ongoing debate and vote.*]

RESOLVED:

(1)       That a three month period of time be given for the evaluation of the business case submitted by Templars Football Club for the football changing pavilion at Bakers Close, Baldock;

(2)       That, subject to the sustainability of the business case, the decision to enter into a lease with Templars Football Club or to demolish the building be delegated to the Head of Finance, Performance & Asset Management and the Head of Leisure & Environmental Services;

(3)       That the football changing rooms at St. Johns Road, Cadwell Lane and Walsworth Common, Hitchin be demolished and returned to green space;

(4)       That the Council enters into a contract with Great Ashby Community Council for them to fund the maintenance and replacement of equipment for the play areas at Chilterns, Cleveland Way and Merrick Close, Gt. Ashby;

(5)       That the Council continues to maintain the play equipment at Rosehill, Hitchin up to April 2022, or an earlier date if a new play area is provided in the locality by an independent provider, at nil cost to the Council. The existing Rosehill play area will then be decommissioned;

(6)       That for Betjeman Road and Farrier Court play areas Royston, the Council allows a period of time of up to three months for confirmation of funding sources from third parties; and for Symonds Road, Hitchin and Linnet Close, Letchworth, the Council allows a period of up to three months to assess whether a business case could be developed with local community groups;

(7)       That the equipment be removed from play areas at Ivel Road, Baldock, Dacre Road  Hitchin, and Jackmans Recreation Ground and Oaktree Close, Letchworth. Sites to be landscaped as green space and, where appropriate, include elements of natural play such as grass mounds, logs and benches; and

(8)       That the play area at Fairfield Crescent, Great Ashby be no longer be considered and managed as a formal play area. The existing facilities will be monitored and managed as part of the overall green space.

REASON FOR DECISION:  To enable the retention of the green space within the budgets available to the Council.

[Prior to the consideration of this item. Councillor Tony Hunter made a Declarable Interest, as he was personally involved in a business case for the retention of Betjeman Road and Farrier Court play areas in Royston.  Following advice, he stated that he would remain in the meeting for the debate on the other items, and withdraw from the meeting immediately prior to the debate on the Royston items and vote on the report recommendations.  Due to the uncertainty that this caused, Councillor Hunter was then advised during the item to leave the meeting for the ongoing debate and vote.*]

The Executive Member for Leisure presented a report of the Head of Leisure and Environmental Services in respect of an update on the future management and maintenance of facilities identified in the Green Space Management Strategy.  The following appendices were submitted with the report:

Appendix A – Communication Plan;

Appendix B – Relevant committee discussions or decisions;

Appendix C – Play Area guide;

Appendix D – Timeline of actions; and

Appendix E – Impact Assessment.

The Executive Member for Leisure advised that over a year ago the Cabinet had reviewed the Council’s Green Space Management Strategy, necessitated by the fact that the Council would be unable to sustain its green spaces to previous levels due to diminishing capital resources.

The Executive Member for Leisure stated that the hard decision taken had been to rationalise the play area and pavilion provision across the District.  13 play areas (out of 47) had been identified as having less use, and were earmarked for closure; and 4 pavilions were in a dangerous condition, requiring a significant capital investment were they to be retained, and hence had been identified for demolition.

The Executive Member for Leisure explained that, rather than implement these measures immediately, residents and other groups should be given until 1 March 2018 to work with officers to devise ways in which to take on the maintenance of these facilities, but not at the Council’s expense.  There had been some positive outcomes, as set out in the report, but not in all areas.  She thanked the Parks and Countryside Manager for his work in engaging with residents and groups in order to seek a way forward for the facilities.

In respect of the pavilions, the Executive Member for Leisure commented that officers had met with 9 different groups who had expressed an interest in taking over various pavilions.  One had put forward a business case to take on the Bakers Close, Baldock pavilion, and all other groups had withdrawn their interest.  Further work would be required with the Bakers Close group, and hence it was recommended that a further 3 month extension of time be given to finalise the details.  In the absence of similar plans for the other 3 pavilions, it was therefore recommended that these be demolished and reverted to green space.

In relation to play areas, the Executive Member for Leisure, over 130 individuals of community groups had been in contact  ...  view the full minutes text for item 106.

REPORT OF THE DEPUTY CHIEF EXECUTIVE

To consider a Part 1 report on the proposed future management of Hitchin Market.

[Note:  This item was considered both before and after Minute110 below - the Part 2 item on the same matter.]

RESOLVED:

(1)       That a decision on whether to manage Hitchin market in-house be deferred, until there is greater clarity on the deliverability of the proposals for the Churchgate Centre and Hitchin Market and further consideration has been given to the model for operating the market in-house; and

(2)       That the Deputy Chief Executive, in consultation with the Head of Leisure and Environmental Services, the Executive Member for Finance and IT and the Executive Member for Leisure, be authorised to agree with Hitchin Markets Ltd the terms of an extension of their existing management contract in the short term.

REASON FOR DECISION:  To await greater clarity on the deliverability of the proposals for the Churchgate Centre and Hitchin Market and further consideration has been given to the model for operating the market in-house.

[Note:  This item was considered both before and after Minute110 below - the Part 2 item on the same matter.]

The Executive Member for Leisure presented the Part 1 report of the Deputy Chief Executive in respect of the Future Management of Hitchin Market.

The Executive Member for Leisure advised that the report was a follow up to the report to Council on 8 February 2018 regarding the Churchgate Centre and Hitchin Market.  The report considered the future management arrangements for the market, as the existing contract with Hitchin Markets Limited ended on 31 July 2018.

The Executive Member for Leisure stated that the recommendations in the report were that the Cabinet deferred a decision on whether or not to manage Hitchin Market in-house until there was greater clarity on the deliverability of the proposals for the Churchgate Centre and Hitchin Market and further consideration had been given to the model for operating the market in-house; and that Deputy Chief Executive, in consultation with the Head of Leisure and Environmental Services, the Executive Member for Finance and IT and the Executive Member for Leisure, be authorised to agree with Hitchin Markets Limited the terms of an extension of their existing management contract in the short term.

The Executive Member for Leisure explained that, since the 8 February 2018 Council meeting, officers had met again with Hitchin Market Limited, underscored by the fact that both parties agreed that Hitchin should continue to benefit from a vibrant market.  In the meantime, the Council had launched a survey, focussing on current use of the Churchgate Centre and market, what types of operator would be preferred, and whether or not the regeneration proposals were supported.

The Executive Member for Leisure advised that, since Hitchin Market Limited took over the running of the market contract, minimal investment had been made, due to the nature of the operating model.  As part of the arrangements an annual payment of £24,000 had been made to the Council.  She felt that, without transformative investment into the market, it was difficult to envisage how the current situation would improve.

The Executive Member for Leisure explained that the Association for Public Service Excellence had recently undertaken a questionnaire to seek Local Authorities’ thoughts and experiences on insourcing.  This demonstrated that Circa 73% had or were considering insourcing. When asked what were the main reasons for insourcing, the top four reasons given were:

·           Need to improve efficiency and reduce service cost:

·           Need to improve service quality;

·           Austerity budgeting/need to reduce spend on external contracts; and

·           Need to have a more flexible service.

The Executive Member for Leisure advised that the plan appended to the Council report had shown an indicative layout for the market stalls, but this was not intended to be cast in stone.  There remained a number of key issues relating to an in-house management operation which needed to be further investigated before Cabinet could take a fully informed decision, and these were set out in Paragraph 8.3 of  ...  view the full minutes text for item 107.

REPORT OF THE HEAD OF LEISURE AND ENVIRONMENTAL SERVICES

To consider a Part 1 progress update to lease land at Wilbury Hills for the development and operation of a crematorium and approval of heads of terms with a view to submitting an application for outline planning permission.

[Note:  This item was considered both before and after Minute 111 below - the Part 2 item on the same matter.]

RESOLVED:

(1)       That progress made to date be noted, and the heads of terms for the proposed lease, option agreement and agreement for lease, as set out in Section 8 of this report and Section 8 of the Part 2 report, be approved; and

(2)       That the Head of  Leisure and Environmental Services, in consultation with the Council’s Contracts Lawyer and Head of Finance, Performance and Asset Management, be authorised to:

·           complete the option agreement to reflect the heads of terms in the report; and

·           complete the agreement for lease and the lease in due course, in the event that the prospective tenant exercises the option.

REASON FOR DECISION:  To progress the development of a Crematorium at Wilbury Hills, Letchworth Garden City.

[Note:  This item was considered both before and after Minute 111 below - the Part 2 item on the same matter.]

The Executive Member for Waste Management, Recycling and Environment presented the Part 1 report of the Head of Leisure and Environmental Services in respect of the proposed Crematorium at Wilbury Hills, Letchworth Garden City.

The Executive Member for Waste Management, Recycling and Environment advised that set out in the report was the Heads of Terms of the lease for the prospective tenant of the proposed Crematorium.  The report had been considered by the Overview and Scrutiny Committee, and no recommendations were made in addition to those contained in the report.

The Executive Member for Waste Management, Recycling and Environment was mindful of the timescales for completion of the development, and it was therefore encouraging that the prospective tenant wished to proceed swiftly.  It was envisaged that it would take 13 weeks to secure outline planning permission form the Council and Central Bedfordshire Council, following which the tenant would take over the development of the crematorium, including its costs and its risks.  This would include obtaining detailed planning permission and progressing the construction works through to practical completion.  Once the crematorium was in operation, the Council would receive a percentage of the turnover and receive an income from ground rent.

The Executive Member for Waste Management, Recycling and Environment stated that the prospective tenant had already provided an indicative timetable, which showed that completion should take place at the end of 2020, dependent on any legal challenge to either the outline or detailed planning permissions.

The Executive Member for Waste Management, Recycling and Environment explained that the prospective tenant had a Board meeting in the near future, and it had been indicated that the proposal would be approved should Cabinet agree to the recommendations in the report.

The Executive Member for Waste Management, Recycling and Environment commented that on only had to look at the scale of the proposed additional housing for North Hertfordshire and Central Bedfordshire to appreciate the need for a new crematorium.  This was also borne out by research undertaken by the Council, Central Bedfordshire Council and the prospective new tenant.

RESOLVED:

(1)       That progress made to date be noted, and the heads of terms for the proposed lease, option agreement and agreement for lease, as set out in Section 8 of this report and Section 8 of the Part 2 report, be approved; and

(2)       That the Head of  Leisure and Environmental Services, in consultation with the Council’s Contracts Lawyer and Head of Finance, Performance and Asset Management, be authorised to:

·           complete the option agreement to reflect the heads of terms in the report; and

·           complete the agreement for lease and the lease in due course, in the event that the prospective tenant exercises the option.

REASON FOR DECISION:  To progress the development of a Crematorium at Wilbury Hills, Letchworth Garden City.

To consider passing the following resolution:

That under Section 100A of the Local Government Act 1972, the Press and Public be excluded from the meeting on the grounds that the following reports will involve the likely disclosure of exempt information as defined in Paragraphs 3 and 5 of Part 1 of Schedule 12A of the said Act

RESOLVED:  That under Section 100A(4) of the Local Government Act 1972, the public and press be excluded from the meeting for the following items of business on the grounds that they involve the likely disclosure of exempt information as defined in Paragraphs 3 and 5 of Part 1 of Schedule 12A of the said Act (as amended).

RESOLVED:  That under Section 100A(4) of the Local Government Act 1972, the public and press be excluded from the meeting for the following items of business on the grounds that they involve the likely disclosure of exempt information as defined in Paragraphs 3 and 5 of Part 1 of Schedule 12A of the said Act (as amended).

REPORT OF THE DEPUTY CHIEF EXECUTIVE

To consider a Part 2 report on the proposed future management of Hitchin Market.

[Note: this item was considered after Minute 107, but before a decision was made on the matter in Part 1 of the meeting.]

RESOLVED:  That the contents of the report be noted.

REASON FOR DECISION:  To consider commercially sensitive information to inform the decision making on proposals for the future management of Hitchin Market.

[Note: this item was considered after Minute 107, but before a decision was made on the matter in Part 1 of the meeting.]

The Executive Member for Leisure presented the Part 2 report of the Deputy Chief Executive in respect of the Future Management of Hitchin Market.  The following appendices were submitted with the report:

Appendix A – Hitchin Markets Ltd finances; and

Appendix B – Draft costs of Council in-house operation.

RESOLVED:  That the contents of the report be noted.

REASON FOR DECISION:  To consider commercially sensitive information to inform the decision making on proposals for the future management of Hitchin Market.

REPORT OF THE HEAD OF LEISURE AND ENVIRONMENTAL SERVICES

To consider a Part 2 report containing the details of the lease, financial proposal and risks in connection with the application for outline planning permission in respect of the proposed crematorium at Wilbury Hills.

[Note: this item was considered after Minute 108, but before a decision was made on the matter in Part 1 of the meeting.]

RESOLVED:  That the contents of the report be noted.

REASON FOR DECISION:  To ensure that the Cabinet is made aware of the commercially sensitive in respect of the proposed Crematorium at Wilbury Hills, Letchworth Garden City.

[Note: this item was considered after Minute 108, but before a decision was made on the matter in Part 1 of the meeting.]

The Executive Member for Waste Management, Recycling and Environment presented the Part 2 report of the Head of Leisure and Environmental Services in respect of the proposed Crematorium at Wilbury Hills, Letchworth Garden City.

RESOLVED:  That the contents of the report be noted.

REASON FOR DECISION:  To ensure that the Cabinet is made aware of the commercially sensitive in respect of the proposed Crematorium at Wilbury Hills, Letchworth Garden City.

[Note: this item was considered after Minute 96, but before a decision was made on the matter in Part 1 of the meeting.]

RESOLVED:  That the contents of the report be noted.

REASON FOR DECISION:  To consider commercially sensitive information to inform the decision making on proposals for a housing investment company.

[Note: this item was considered after Minute 96, but before a decision was made on the matter in Part 1 of the meeting.]

The Cabinet considered the Part 2 report of the Deputy Chief Executive which had been previously considered by the Cabinet Sub-Committee (Local Authority Trading Companies’ Shareholder) at its meeting held on 15 March 2018 in respect of Options for a Housing Investment Company.  The following appendices were submitted with the report:

Appendix A – Outline Business Case and Addendum; and

Appendix B – Initial Assessment of Potential Development Sites.

RESOLVED:  That the contents of the report be noted.

REASON FOR DECISION:  To consider commercially sensitive information to inform the decision making on proposals for a housing investment company.