Agenda, decisions and minutes

Apologies for absence were received from Councillors Nigel Mason, Chris Lucas, Lisa Nash, Judi Billing, Sam Collins, Tom Plater, Michael Weeks, Michael Muir, Faye Frost, Gerald Morris, Adam Compton and David Barnard.

Audio recording – 2:00

Apologies for absence were received from Councillors Nigel Mason, Chris Lucas, Lisa Nash, Judi Billing, Sam Collins, Tom Plater, Michael Weeks, Michael Muir, Faye Frost, Gerald Morris, Adam Compton and David Barnard.

To take as read and approve as a true record the minutes of the meeting of the Committee held on the 26 May 2022.

RESOLVED:That the Minutes of the Meeting of the Committee held on 26 May 2022 be approved as a true record of the proceedings and be signed by the Chair.

Audio Recording – 2:42

Councillor Sam North proposed, Councillor Elizabeth Dennis-Harburg seconded and on the vote it was:

RESOLVED: That the Minutes of the Meeting of the Committee held on 26 May 2022 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.

Audio recording – 3:33

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 paid tribute to former Councillor Gary Grindal who passed away on Thursday 26May and a minute of commemoration was held in his memory.

(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 presented a gift to Councillor Terry Tyler in recognition of his service as Chair of Council during the civic year 2019/20.

(5)       The Chair advised that one of the charities he was supporting this civic year was Herts Welcomes Refugees and invited Irene Austin, Herts Welcomes Refugees, to deliver a short presentation on the work of the charity.

(6)       The Chair advised that an additional Council meeting was required on 19th December to enable the Council to consider the consultation response once the Local Government Boundary Commission for England has published its draft recommendations for new electoral arrangements (number of wards, number of councillors representing each ward, ward names and ward boundaries).

(7)       The Chair reminded Members that the normal rules of debate and times to speak applied;

(8)       The Chair advised that the referral made at the Southern Rural committee on 30 June 2022 regarding the GP surgery in Kimpton would be considered at the next ordinary meeting of the Council due to new information being received that could have a material impact on any potential discussion.

Audio recording – 3:34

(1)       The Chair paid tribute to former Councillor Gary Grindal who passed away on Thursday 26May. He remarked that Gary served as a district councillor for 26 years, between 1996 and 2022 and was a ward member for Letchworth Wilbury and served on the cabinet as Executive Member for Housing and Environmental Health from 2019 to 2022. He sat on many committees throughout his time at North Herts Council and was fondly remembered by colleagues, friends and family.

A minute of commemoration was held in memory of former Councillor Gary Grindal.

Councillor Amy Allen paid tribute to former Councillor Gary Grindal and said she, along with other councillors and former members, had attended Gary’s funeral and commemorated his life alongside his family. She spoke of how Gary balanced his dedication to the community and working with the Council with his family life and that his children enjoyed hearing about his work as a Councillor, and said that: “I doubt there was a single person who hasn't been helped knowingly or unknowingly by Gary's work and dedication. And in the rough and tumble of politics, he was always one of the good guys. He was a big hearted man, generous with his time, who gave himself to his family, his friends and in his community.”

The following Members also paid tribute to former Councillor Gary Grindal:

·                Councillor Claire Strong

·                Councillor Sam North

(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 presented a gift to Councillor Terry Tyler in recognition of his service as Chair of Council during the civic year 2019/20.

Councillor Terry Tyler thanked the Chair and Council for their support.

(5)       The Chair advised that one of the charities he was supporting this civic year was Herts Welcomes Refugees and invited Irene Austin, Herts Welcomes Refugees, to deliver a short presentation on the work of the charity.

Ms Irene Austin, Herts Welcomes Refugees, delivered a presentation on the work of the charity and highlighted the growth of the project since 2016 and the range of activities the group co-ordinates in support of refugees living in the area. She also noted the needs of charity and the support the Council could offer in assisting area convenors, building networks of volunteers, offering premises for events and assisting with the provision of transport.

(6)       The Chair advised that an additional Council meeting was required on 19th December to enable the Council to consider the consultation response once the Local  ...  view the full minutes text for item 130.

To receive petitions, comments and questions from the public.

There was one question submitted by a member of the public in accordance with Standing Order 4.8.10(a).

The Chair invited Ms Deolinda Eltringham to present her question to Councillor Sean Prendergast, Executive Member for Housing and Environmental Health.

Audio recording – 22:23

There was one question submitted by a member of the public in accordance with Standing Order 4.8.10(a).

The Chair invited Ms Deolinda Eltringham to present her question to Councillor Sean Prendergast, Executive Member for Housing and Environmental Health. Her question was as follows:

“‘Is there a reason why so many air quality monitoring stations are not being used in the NHDC area? They are: North Herts Baldock -1, North Herts Baldock -2, North Herts Baldock Roadside, North Herts Breechwood Green, North Herts Hitchin Library, North Herts Royston. All of these are still showing as “Closed” and no results available on the “All Herts and Beds Air Quality” data from the local air monitoring stations. We will never know the full picture of how bad the true air pollution problem is until we monitor widely and quantify the problem.’”

Councillor Sean Prendergast responded as follows:

“Thank you for attending council tonight and for your question.

Some members and indeed residents in our community may not be aware that all local authorities have a statutory duty to monitor and assess local air quality. In terms of a strategy for air quality monitoring and assessment, the Local Authority is required to continually monitor and assess local air quality across the district.

What this means in practice, is that in time we build up a picture of where air pollution hot spots are located, usually near busy road junctions or roads with congested traffic, meaning that we as a local authority concentrate our monitoring resources in locations that represent those hotspots.

Part of the process of continuing to review local air quality is to build up a picture across the district of where air pollution levels are highest, and within margins approaching or in exceedance of statutory air quality objectives.

From the data collected, there is no evidence that pollution levels at these locations are approaching or near air pollution objective levels, and decisions have been made in the past to concentrate monitoring resources on areas where pollution levels are higher or may approach objective levels.

For example, results from the continuous monitor in the Hitchin Stevenage Road air quality management areas have reduced from 50 microgrammes per metre cubed in 2016, to 37 microgrammes per metre cubed in 2020, where the objective is 40.

These locations have been shown as locations with no significant risk of increased pollution levels.

The regulations make clear, that Local Authorities are expected to monitor where air pollution levels are at, or likely to exceed the Government’s stated threshold limits. The sites mentioned were recorded as being, and still are significantly below objective levels, and in line with Government Policy on best value, these sites were made redundant at least 7 years ago.

Members of this Council will be aware that the joint administration declared a climate emergency in May 2019 and since then we have already actioned the:

·         Introduction of subsidised licensing fees for hackney carriages and private hire vehicles that use clean  ...  view the full minutes text for item 131.

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

There were none.

Audio recording – 32:10

There were none.

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

There were none.

Audio recording – 31:18

There were none.

REPORT OF THE DEMOCRATIC SERVICES MANAGER

To consider and approve the warding arrangements Submission to the Local Government Boundary Commission for England.

The Democratic Services Manager presented the report entitled Warding Arrangement Submission to the Local Government Boundary Commission for England along with Appendices A-C.

The Chair, Councillor Sam North, proposed a motion to suspend standing order 4.8.14(a) for the duration of this item. Councillor Daniel Allen seconded and following the vote it was:

RESOLVED: That standing order 4.8.14(a) be suspended for the duration of Item 8 only (Warding Arrangement Submission to the Local Government Boundary Commission for England).

Debate followed on each recommendation in the report.

Councillor David Levett called for a recorded vote on each vote under this item.

Councillor Ian Albert proposed a motion that recommendation 2.1 (i) as detailed in the report be split into four sections to allow for separate votes on each area (Rural Wards, Baldock, Hitchin and Royston). Councillor Keith Hoskins seconded and having been put to the vote the motion was CARRIED, the results of the recorded vote were as follows:

VOTE TOTALS:

FOR:          21

ABSTAIN:  1

NO:            9

TOTAL:      31

With Councillors voting as follows:

It was therefore

RESOLVED: That recommendation 2.1 (i) as detailed in the officer’s report be   separate recommendations as follows: 

“That Council:

i)              That Council approves the warding arrangements relating to the rural wards attached as in Appendix A;

ii)             That Council approves the warding arrangements relating to the Baldock wards attached as in Appendix A;

iii)           That Council approves the warding arrangements relating to the Hitchin wards attached as in Appendix A;

iv)           That Council approves the warding arrangements relating to the Royston wards attached as in Appendix A.”

Councillor Keith Hoskins proposed an amendment to Appendix A relating to the Hitchin warding arrangements, specifically Hitchin Highbury and Hitchin Priory such that the boundary between Hitchin Highbury ward and Hitchin Priory ward be moved to facilitate two 2-member wards with Priory ward having 4325 electors and Highbury ward with 4823 electors (as per the option previously considered by the Boundary Review Project Board).

Councillor Ian Albert seconded the amendment and on being put to the vote the motion was CARRIED, the recorded vote being:

YES:           21

ABSTAIN:  1

NO:            12

TOTAL:      34

THE INDIVIDUAL RESULTS WERE AS FOLLOWS           

Cllr Sam North                                    YES

Cllr Adem Ruggerio-Cakir                  YES

Cllr Alistair Willoughby                        YES  ...  view the full decision text for item 134.

Audio Recording – 32:23

The Democratic Services Manager presented the report entitled Warding Arrangement Submission to the Local Government Boundary Commission for England along with Appendices A-C.

The Chair, Councillor Sam North, proposed a motion to suspend standing order 4.8.14(a) for the duration of this item. Councillor Daniel Allen seconded and following the vote it was:

RESOLVED: That standing order 4.8.14(a) be suspended for the duration of Item 8 only (Warding Arrangement Submission to the Local Government Boundary Commission for England).

Debate followed on each recommendation in the report.

Councillor David Levett called for a recorded vote on each vote under this item.

Councillor Ian Albert proposed a motion that recommendation 2.1 (i) as detailed in the report be split into four sections to allow for separate votes on each area (Rural Wards, Baldock, Hitchin and Royston). Councillor Keith Hoskins seconded and having been put to the vote the motion was CARRIED, the results of the recorded vote were as follows:

VOTE TOTALS:

FOR:          21

ABSTAIN:  1

NO:            9

TOTAL:      31

With Councillors voting as follows:

It was therefore

RESOLVED: That recommendation 2.1 (i) as detailed in the officer’s report be   separate recommendations as follows: 

“That Council:

i)              That Council approves the warding arrangements relating to the rural wards attached as in Appendix A;

ii)             That Council approves the warding arrangements relating to the Baldock wards attached as in Appendix A;

iii)           That Council approves the warding arrangements relating to the Hitchin wards attached as in Appendix A;

iv)           That Council approves the warding arrangements relating to the Royston wards attached as in Appendix A.”

Councillor Keith Hoskins proposed an amendment to Appendix A relating to the Hitchin warding arrangements, specifically Hitchin Highbury and Hitchin Priory such that the boundary between Hitchin Highbury ward and Hitchin Priory ward be moved to facilitate two 2-member wards with Priory ward having 4325 electors and Highbury ward with 4823 electors (as per the option previously considered by the Boundary Review Project Board).

Councillor Ian Albert seconded the amendment and on being put to the vote the motion was CARRIED, the recorded vote being:

YES:           21

ABSTAIN:  1

NO:            12

TOTAL:      34

THE INDIVIDUAL RESULTS WERE AS FOLLOWS           

Cllr Sam North                                    YES

Cllr Adem Ruggerio-Cakir                  YES  ...  view the full minutes text for item 134.

Any items referred from other committees will be circulated as soon as they are available.

9A. REFERRAL FROM CABINET 21 JUNE 2022 – REVENUE BUDGET OUTTURN 2021/22

RESOLVED: That Council approves the net transfer from earmarked reserves, as identified in table 9 of £8.123 million.

REASONS FOR DECISIONS:

(1)     Members are able to monitor, make adjustments within the overall budgetary framework and request appropriate action of Services, who do not meet the budget targets set as part of the Corporate Business Planning process;

(2)     Changes to the Council’s balances are monitored and approved.

9B. REFERRAL FROM CABINET 21 JUNE 2022 – INVESTMENT STRATEGY (CAPITAL AND TREASURY) END OF YEAR REVIEW 2021/22

RESOLVED:

(1)       That Council approves the actual 2021/22 prudential and treasury indicators;

(2)       That Council notes the annual Treasury Report for 2021/22

REASON FOR DECISIONS: 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.

9C. REFERRAL FROM CABINET 21 JUNE 2022 – ANNUAL REPORT ON RISK MANAGEMENT AND QUARTERLY RISK MANAGEMENT UPDATE

RESOLVED: That Council notes the report.

9D. REFERRAL FROM FINANCE, AUDIT AND RISK 15 JUNE 2022: FINANCE, AUDIT AND RISK ANNUAL REPORT 2021/22

RESOLVED: That Council notes the report.

REASON FOR DECISION: To provide Full Council with assurance as to the effectiveness of the Finance, Audit and Risk Committee.

Audio Recording – 1:55:56

9A. REFERRAL FROM CABINET 21 JUNE 2022 – REVENUE BUDGET OUTTURN 2021/22

Councillor Ian Albert presented the referral and report from Cabinet in respect of the Revenue Budget Outturn 2021/22 and highlighted points including:

·                page 111 referred to specific comments from Finance, Audit and Risk and one decision recommended to Council to approve a net transfer from earmarked reserves;

·                The full papers detailed £172,000 carry-forward requested for specific activities that would now take place in 2022/23; this would take the total carry forward requests up to £712,000, reducing the impact on the General Fund down to around £800,000 underspend;

·                The papers accounted for the impact of COVID-19 on funding particularly in leisure and car parking, which totalled £1.65 million after deducting any grant funding and sales, with that impact recovered from the council's reserves around £770,000;

·                Council funding towards Stevenage Leisure Ltd was less than expected and it was good to see that leisure facilities were recovering well, while there was still work to do;

·                Table 9 in the main reports detailed movement in earmarked reserves that required Council approval, with the main movement referring to the reserve of funding from DLUHC to provide business rate relief during the pandemic. There was still residual funding that would need to be released in future years and the special reserve was being released over time to reduce the pressure on the general fund;

·                The revenue monitoring report noted that movement from funds would be subject to final confirmation of a figure from DLUHC on business rate pooling and final release of grant funding which could lead to a later adjustment of the required net transfer but that the recommendation to Council at this stage would remain as in the report.

Councillor Ian Albert proposed, Councillor Keith Hoskins seconded and on the vote it was:

RESOLVED: That Council approves the net transfer from earmarked reserves, as identified in table 9 of £8.123 million.

REASONS FOR DECISIONS:

(1)     Members are able to monitor, make adjustments within the overall budgetary framework and request appropriate action of Services, who do not meet the budget targets set as part of the Corporate Business Planning process;

(2)     Changes to the Council’s balances are monitored and approved.

9B. REFERRAL FROM CABINET 21 JUNE 2022 – INVESTMENT STRATEGY (CAPITAL AND TREASURY) END OF YEAR REVIEW 2021/22

Councillor Ian Albert presented the report and referral from Cabinet on 21 June 2022 in respect of the Investment Strategy (Capital and Treasury) End of Year Review 2021/22 and highlighted points including:

·                The sale of surplus land had increased reserves during the year which stood now at £7.7million;

·                There was one technical breach of the Treasury rules that had been previously reported;

·                The Council continued to manage its surplus cash by prioritising security and liquidity before considering yield.

Councillor Ian Albert proposed, Councillor Terry Tyler seconded and on the vote it was:

RESOLVED:

(1)       That Council approves the actual 2021/22 prudential and treasury indicators;

(2)       That Council notes the annual  ...  view the full minutes text for item 135.

REPORT OF THE SERVICE DIRECTOR – RESOURCES

RESOLVED: That John Cannon is appointed as the Independent Member for Finance, Audit and Risk Committee, subject to final administrative arrangements being completed.

REASON FOR DECISION: Following a recruitment and selection process  John Cannon was determined to be the best candidate fully meeting all the criteria for the role.

Audio Recording – 2:08:16

Councillor Keith Hoskins presented the report in respect of the Independent Member of Finance, Audit and Risk Committee and highlighted points including:

·                He was presenting as he was part of the panel that interviewed candidates for the role

·                John would be a useful addition to the committee bringing continuity, experience and expertise in matters of finance and auditing

Councillor Keith Hoskins proposed, Councillor Clare Billing seconded and on the vote it was:

RESOLVED: That John Cannon is appointed as the Independent Member for Finance, Audit and Risk Committee, subject to final administrative arrangements being completed.

REASON FOR DECISION: Following a recruitment and selection process  John Cannon was determined to be the best candidate fully meeting all the criteria for the role.

REPORT OF THE SERVICE DIRECTOR – LEGAL AND COMMUNITY AND MONITORING OFFICER

To present an annual review report which cover amendments identified by Members and Officers, including changes to roles and responsibilities of Officers and Executive Member. This also identifies changes to one Cabinet Panel – Community.

RESOLVED: That Full Council:

(1)       Approves the amendments in Appendix A (as amended);

(2)       Notes the changes to Executive portfolio areas identified in Section 14* (table shaded green);

(3)       Notes the typographical error changed in Section 20 (Contract Procurement Rules) under  Rule 33.9 (as described in Appendix A), on 19 April 2022 (table shaded green).

REASON FOR DECISION: To ensure the Constitution remains up to date, and continues to improve its working practices where legally possible.

Audio Recording – 2:09:05

The Service Director – Legal & Community presented the report entitled Constitutional Amendments along with Appendix A and advised:

·                Following concerns raised by members prior to the meeting the changes outlined on pages 128-19 of the document pack (changes to Appendices 1 and 2 of Section 8 of the Constitution) were no longer recommended and should be removed from the report

The following Members asked questions and took part in debate:

·                Councillor Ruth Brown

·                Councillor Tony Hunter

·                Councillor David Levett

In response to questions raised the Service Director – Legal & Community advised:

·                None of the proposals in the report relating to Appendices 1 and 2 to Section 8 were to be carried forward;

·                The responsibilities of the Executive Member for the Environment and Leisure still included climate change policy and commitments made by the Council; the updated wording reflected policy developments since the Nottingham Declaration on Climate Change.

RESOLVED: That Full Council:

(1)       Approves the amendments in Appendix A (as amended);

(2)       Notes the changes to Executive portfolio areas identified in Section 14* (table shaded green);

(3)       Notes the typographical error changed in Section 20 (Contract Procurement Rules) under  Rule 33.9 (as described in Appendix A), on 19 April 2022 (table shaded green).

REASON FOR DECISION: To ensure the Constitution remains up to date, and continues to improve its working practices where legally possible.