Agenda and decisions

Apologies for absence were received from Councillors Tamsin Thomas, Dominic Griffiths, Sam Collins, Steven Patmore, Michael Muir, Sarah Lucas and Rhona Cameron.

To take as read and approve as a true record the minutes of the meeting of the Committee held on the 28 November 2024.

RESOLVED:That the Minutes of the Meeting of the Committee held on 28 November 2024 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.

Ecological Emergency

The Council has declared an ecological emergency and is committed to addressing the ecological emergency and nature recovery by identifying appropriate areas for habitat restoration and biodiversity net gain whilst ensuring that development limits impact on existing habitats in its process.

The Council has set out to do that by a) setting measurable targets and standards for biodiversity increase, in both species and quantities, seeking to increase community engagement, b) to work with our partners to establish a Local Nature Partnership for Hertfordshire and to develop Nature Recovery Networks and Nature Recovery Strategy for Hertfordshire and c) to investigate new approaches to nature recovery such as habitat banking that deliver biodiversity objectives and provide new investment opportunities.

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 recorded.

(2)   The Chair reminded Members that the Council had declared both a Climate Emergency and an Ecological Emergency. These are serious decisions, and mean 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 agreed a change to the order of the published agenda and Agenda Item 6 ‘Questions from Members’ and Agenda Item 7 ‘Notice of Motions’ were taken after Agenda Item 13.

(7)   The Chair agreed that Agenda Item 9 ‘Community Governance Review – Draft Proposals for Public Consultation’ was deferred to the Full Council meeting on Thursday 27 February 2025.

(8)   The Chair announced that Louise Symes, Strategic Planning and Projects Manager, had been working at North Hertfordshire for 30 years, and extended gratitude to Louise for her services to the Council.

RESOLVED: That the Council place on record its sincere thanks and appreciation to Louise Symes for her long and valuable service to Local Government.

(9)   The Chair announced that former Councillor Tony Hunter passed away on 7 January 2025, and members stood for a minutes silence in tribute. 

To receive petitions, comments and questions from the public.

There was no public participation at this meeting.

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 referrals from cabinet listed as 8A, 8B and 8C would be taken with the respective items on the agenda.

REPORT OF THE DEMOCRATIC SERVICES MANAGER

To consider and agree the Draft Proposals for the second stage of public consultation of the Community Governance Review.

As notified, the Chair stated that this item has been deferred to the meeting of Full Council on 27 February 2025.

REPORT OF THE DEMOCRATIC SERVICES MANAGER

To agree the Member’s Allowances Scheme 2025/2026 having taken into account the recommendations of the Independent Remuneration Panel (‘IRP’) and consider applying an indexation to the Scheme through to 31 March 2029.

RESOLVED: That Council

(1)   Considered the report and recommendations of the IRP, as attached as Appendix A of the submitted report.

(2)   Agreed the Members’ Allowances Scheme for 2025/2026 as set out in Appendix B, amended as per tracked with specified indexation has been applied for up to the next four years, through to 31 March 2029, subject to a freeze to any increase in Special Responsibility Allowances for 2025/2026. (From 1 April 2026 the Special Responsibility Allowances, as identified by the IRP in Recommendation 12 of their report,  will be index linked.)

(3)   Expressed appreciation to the IRP for their work over the last year on this report.

REASONS FOR DECISION: To ensure that the Council meets its statutory requirements of an annual review and adoption of the scheme.

REPORT OF THE SERVICE DIRECTOR – CUSTOMERS

For Council to consider and approve the Council Tax Reduction scheme for 2025/26.

RESOLVED: That Council:

(1)   Approved the continuation of the banded scheme for working age applicants which remains largely unchanged for 2025/2026, a small adjustment to the income bands to reflect CPI has been incorporated to ensure the scheme continues to support those most in need.

(2)   Noted the cost of the scheme is currently £9.18m noting that this is not an actual cost but a reduction of the amount of council tax collected.

(3)   Noted that the Discretionary Exceptional Hardship Scheme, previously agreed to provide additional transitional support will continue to be used to support cases of exceptional hardship.

REASONS FOR DECISION: To ensure that the Council has a Council Tax Reduction Scheme that continues to:

(1)   Provide the greatest support to the lowest income households.

(2)   Reduce the administrative burden that has been placed on the Council since the introduction of Universal Credit (UC)

(3)   Be simple to understand, meaning that customers will be able to calculate entitlement and assess the impact of potential changes in circumstances.

REPORT OF THE SERVICE DIRECTOR – RESOURCES

To obtain early approval for spend at North Herts Leisure Centre in 2025/26, so that it can be delivered alongside the decarbonisation works. This involves seeking Council approval for spend in 2025/26 on a new flume (£300k) and a refurbishment of the pool changing rooms (£250k) that includes them being converted in a change village.  

RESOLVED: That Council:

(1)   Noted the position of Treasury Management activity as at the end of September 2024.

(2)   Approved capital budgets in 2025/26 for a new flume (£300k) and a refurbishment of the pool changing rooms (£330k) at North Herts Leisure Centre.

REASONS FOR DECISION:

(1)   Cabinet has approved adjustments to the capital programme and has ensured the capital programme is fully funded.

(2)   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.

(3)   The proposal to approve the 2025/26 capital budgets at North Herts Leisure Centre in January (rather than in the usual budget report at the end of February) means that the works can take place at the same time as the decarbonisation works, and therefore not require two periods where the pool cannot be used. It also provides a more obvious benefit to users of the facility.

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

N.B. This item was deferred from the Council meeting of 28 November 2024.

This report presents a summary of the areas reviewed and any in principle recommendations of the Constitutional & Governance Working Group (‘Working Group’) in relation to the following:

·         The Planning Control Committee meetings and Sub-Committees (including start times/ potential end times).

·         Standards Committee – recommendation to review the Terms of Reference to include other meaningful areas of remit.

·         Council Procedure Rules to be reviewed and amended in respect of Member Motions and Questions, (including agenda management, number, length of time on debate/ remit/ and Member speeches).

The report also covers areas considered but not recommended for change at this stage.

RESOLVED: That Council approves

(1)   The removal of the Planning Control Committee Sub-Committee meetings from the 2025 calendar.

(2)   That Planning Control Committee meetings commence at 7pm, from January 2025.

(3)   A Planning Control Committee Council Procedure Rule, that, any item under the consideration of the Committee, at 10.30 pm, will be the concluding item of the meeting, with any remaining business to be considered at the next available meeting (subject to the discretion of the Chair on a remaining item). Such amendment to take effect from January 2025.

(4)   The Standards Committee’s Terms of Reference be amended to include remit to consider and adopt or recommend adoption to the relevant decision-making body of relevant Ethical Standards Codes, or Protocols; and undertake any annual review of sections 1-18 of the Constitution (with the Monitoring Officer), prior to recommended change to Full Council.

(5)   The proposed amendments to the Council Procedure Rules (‘CPR’) on Member Motions, Member Questions and Rules of Debate, as follows:

i.       CPR 4.8.2 (f) and (g) order of business be move to the end of the meeting.

ii.     CPR 4.8.12(a) Motions on Notice – three Motions per Political Group – LOST.

iii.    CPR 4.8.12 (c) Motions on Notice – Scope, to be amended to areas the Council has responsibility for and are relevant to, or specifically affect the district – LOST.

iv.    CPR 4.8.12 (d) Motions on Notice - Debate to be up to 30 minutes per Motion.

v.     CPR 4.8.12 Motions on Notice – order of Motions shall be debated in rotation commencing with the largest opposition group, followed by the remaining opposition groups in descending order of group size and the administration group ending the round this order would be repeated until all Motions have been considered.

vi.    2.5.6 CPR 4.8.14 (e) Content and Length of Speeches – to be reduced per Councillor to three minutes.

(6)   The delegation to the Monitoring Officer to finalise any amendments relating to recommendations 2.3-2.5, as approved, in consultation with the Constitutional & Governance Working Group, and thereafter to be reported to Councillors via the Member Information Service.

(7)   The increase of the Non-Executive Delegated Decision financial/ contractual threshold reporting limit to £75K (from £50K) and instructs the Service Director Resources and Monitoring Officer to make the necessary amendments to the Contract Procedure Rules and Financial Regulations (and relevant Guidance documentation) accordingly.

(8)   (As the non-Decision-making body by vote of assent), that the Leader will exercise his Executive function, to change the names of the following Community Forums:

(8.1)                Baldock and District – to become Baldock and Villages Community    Forum.

(8.2)                Royston and District – to become Royston and Villages Community    Forum.

(9)   To amend section 14.6.11(b)(iv)A as detailed in paragraph 8.6-8.8 (namely):

“all functions of the Local Planning Authority primarily Planning Policy and Development Control (including enforcement functions, authorising expenditure of planning obligation monies, Biodiversity Net Gain, and Environmental Impact Assessment functions, and Tree Preservation Orders), other than matters reserved to the Planning Control Committee”

(10)  ...  view the full decision text for item 13.

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, four questions had been submitted by the required deadline set out in the Constitution.

(A)  Free After 3pm Parking

Councillor Tim Johnson to Councillor Daniel Allen (Interim Executive Member for Planning and Transport)

(B)  Response to Local Government Re-Organisation White Paper

Councillor Ralph Muncer to Councillor Daniel Allen (Leader of the Council)

(C)  Penalty Charge Notices (PCNs) – Issued

Councillor Ralph Muncer to Councillor Daniel Allen (Interim Executive Member for Planning and Transport)

(D)  Penalty Charge Notices (PCNs) – Appeals

Councillor Ralph Muncer to Councillor Daniel Allen (Interim Executive Member for Planning and Transport)

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

There were two motions submitted in accordance with Standing Order 4.8.12.

(A)  Support the Introduction of a Youth Mobility Scheme

RESOLVED: That Council:

(1)   Publicly endorse the principle of establishing a Youth Mobility Scheme between the UK and the European Union.

(2)   Instruct the Council Leader to write to the Secretary of State for Foreign, Commonwealth and Development Affairs, and the Secretary of State for Education, urging them to open negotiations with the European Union to create such a scheme.

(B)  Digital Exclusion and fair representation for all in Council consultations

RESOLVED: That Council:

(1)   Reports brought to Council that propose public consultation must explicitly explain the appropriate mix of digital and non-digital access provision for both communicating the consultation and obtaining feedback, based on the results of the equalities assessment and using the Community Consultation Strategy.

(2)   The Executive Member for Community and Partnership is required to develop a digital skills and literacy plan to help residents participate in consultations and surveys, as part of the mid-term review of the Digital Strategy 2024-27, and report back to Cabinet and Overview and Scrutiny within a year with recommendations on possibilities and further actions.