Agenda and decisions

Apologies for absence were received from Councillors Chris Hinchliff, Daniel Marsh, Terry Tyler, Cathy Brownjohn, Faye Frost, Tom Plater, Juan Cowell, Adam Compton and Raj Bhakar.

To take as read and approve as a true record the minutes of the meeting of the Committee held on the 28 September 2023.

RESOLVED:That the Minutes of the Meeting of the Committee held on 28 September 2023 be approved as a true record of the proceedings and be signed by the Chair.

Members should notify the Chair of other business which they wish to be discussed 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 Chair will decide whether any item(s) raised will be considered.

There was no other business notified.

Climate Emergency

The Council has declared a climate emergency and is committed to achieving a target of zero carbon emissions by 2030 and helping local people and businesses to reduce their own carbon emissions.

A Cabinet Panel on the Environment has been established to engage with local people on matters relating to the climate emergency and advise the council on how to achieve these climate change objectives. A Climate Change Implementation group of councillors and council officers meets regularly to produce plans and monitor progress. Actions taken or currently underway include switching to green energy, incentives for low emission taxis, expanding tree planting and working to cut food waste.

In addition the council is a member of the Hertfordshire Climate Change and Sustainability Partnership, working with other councils across Hertfordshire to reduce the county’s carbon emissions and climate impact.

The Council’s dedicated webpage on Climate Change includes details of the council’s climate change strategy, the work of the Cabinet Panel on the Environment and a monthly briefing on progress.

Declarations of Interest

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 Chair 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, wishing to exercise a ‘Councillor Speaking Right’, must declare this at the same time as the interest, move to the public area before speaking to the item and then must leave the room before the debate and vote.

(1)        The Chair advised that, in accordance with Council Policy, the meeting would be audio recorded.

(2)        Members were reminded that this Council had declared a Climate Emergency. This was a serious decision and meant that, as this was an emergency, all of us, officers and Members had that in mind as we carried out our various roles and tasks for the benefit of our District.

(3)        The Chair drew attention to the item on the agenda front pages regarding Declarations of Interest and 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.

(4)        The Chair advised that the normal procedure rules in respect of debate and times to speak will apply.

(5)        The Chair advised that 4.8.23(a) of the Constitution did not apply to this meeting. A comfort break would be held at an appropriate time, should proceedings continue at length.

(6)        The Chair advised that tickets were now available to purchase for the Chair’s Civic Event and Awards 2024, being held on Friday 1 March 2024.

To receive petitions, comments and questions from the public.

There was no public participation.

To consider any questions submitted by Members of the Council, in accordance with Standing Order 4.8.11 (b).

In accordance with Standing Order 4.8.11 one question had been submitted by the required deadline set out in the Constitution.

(A)          Health and Care Services in Royston

Councillor Matt Barnes to Councillor Elizabeth Dennis (Leader of the Council).

To consider any motions, due notice of which have been given in accordance with Standing Order 4.8.12.

There were no motions submitted in accordance with Standing Order 4.8.12.

To consider any items referred from other Committees. Any items referred to this meeting will be published as a supplementary document.

The Chair advised that the referral from Cabinet would be taken with the respective item on the agenda.

REPORT OF THE DEMOCRATIC SERVICES MANAGER/(ACTING) RETURNING OFFICER/ELECTORAL REGISTRATION OFFICER

To outline and report on the outcome of the Review of Polling Districts, Polling Places and Polling Stations consultation, following a review and to designate the Polling Districts and Polling Places.

RESOLVED: That Council designated the Polling Districts and Polling Places as per the Returning Officer’s Proposals attached as Appendix A to the submitted report, effective as of 1 December 2023.

REASONS FOR DECISION:

(1)   The Electoral Registration and Administration Act 2013 introduced a change to the timing of compulsory reviews of UK Parliamentary Polling Districts and Polling Places. The next compulsory review was required to commence and conclude between 1 October 2023 and 31 January 2025 (inclusive).

(2)  However, as the Local Government Boundary Commission for England had implemented new district ward boundary arrangements for elections in May 2024, the Polling Districts, Polling Places and Polling Stations needed to reflect these new boundaries in the Register of Electors published annually on 1 December.

REPORT OF: THE SERVICE DIRECTOR LEGAL AND COMMUNITY & MONITORING OFFICER

Further to the report in July 2023, this report covers proposed changes to section 8 Planning Control Committee’s Terms of Reference.

The Chair advised that due to late amendments received, he had agreed to defer this item to the next meeting of Full Council in January 2024.

REPORT OF THE SERVICE DIRECTOR – RESOURCES

To consider the Medium Term Financial Strategy 2024-29.

RESOLVED: That Council adopted the Medium Term Financial Strategy, as attached at Appendix A.

REASON FOR DECISION: Adoption of a MTFS and communication of its contents will assist in the process of forward planning the use of Council resources and in budget setting for 2024/2025 to 2028/2029, culminating in the setting of the Council Tax precept for 2024/25 in February 2024. This will (alongside the existing Council Plan) support the Council in setting a budget that is affordable and aligned to Council priorities.

REPORT OF THE SERVICE DIRECTOR – RESOURCES

To notify Council that the urgency provisions in relation to call-in were applied to a delegated decision made by the Service Director: Resources (in consultation with the Executive Member for Finance and IT) in relation to Business Rate Pooling on 9 October 2023.

RESOLVED: That Council noted the use of urgency provisions in relation to the Business Rate Pooling decision made on 9 October 2023.

REASON FOR DECISION: There were forecast significant gains for the Council from being part of a Business Rates Pool. The risks were considered to be low.

REPORT OF THE SERVICE DIRECTOR – RESOURCES

To agree the Scale of Fees for electoral events held during 2024/25.

RESOLVED: That Council agreed the Scale of Fees for 2024/25 as set out in Appendix A.

REASON FOR DECISION: To enable the Council to remunerate the Returning Officer and the staff employed to carry out tasks during electoral events and to be open and transparent regarding other payments.