Agenda, decisions and draft minutes

Apologies for absence were received from Councillor David Barnard, Chris Hinchliff and Lisa Nash.

Audio recording – 1 minute 58 seconds

Apologies for absence were received from Councillors David Barnard, Chris Hinchliff and Lisa Nash.

To take as read and approve as a true record the minutes of the meeting of the Committee held on the 23 May 2024.

RESOLVED:That the Minutes of the Meeting of the Committee held on 23 May 2024 be approved as a true record of the proceedings and be signed by the Chair.

Audio Recording – 2 minute 36 seconds

Councillor Clare Billing, as Chair, proposed and Councillor Daniel Allen seconded and, following a vote, it was:

RESOLVED:That the Minutes of the Meeting of the Committee held on 23 May 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.

Audio recording – 3 minutes 27 seconds

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 applied to agenda items 15 and 16 and the corresponding referrals 8F and 8G. A comfort break would be held at an appropriate time, should proceedings continue at length.

(6)   The Chair thanked everyone involved in the General Election, specifically the Elections team. The Chair congratulated the three elected MPs covering the North Herts area and thanked those MPs that were unsuccessful in their re-election or who had stood down, for their service to North Herts.

(7)   The Chair announced that Kevin Abbiss, Helpdesk Customer Services Team Leader, had been working at North Hertfordshire for 40 years, and extended her gratitude to Kevin for his services to the Council.

It was:

RESOLVED: That the Council placed on record its sincere thanks and appreciation to Kevin Abbiss for his long and valuable service to Local Government.

Audio recording – 3 minutes 33 seconds

(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.

Further reminded Councillors of the requirement to complete the mandatory Code of Conduct training by 30 July 2024 and those that were re-elected needed to confirm their interests to the Monitoring Officer.

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

(5)   The Chair advised that 4.8.23(a) of the Constitution applied to agenda items 15 and 16 and the corresponding referrals 8F and 8G. A comfort break would be held at an appropriate time, should proceedings continue at length.

(6)   The Chair thanked everyone involved in the General Election, specifically the Elections team. The Chair congratulated the three elected MPs covering the North Herts area and thanked those MPs that were unsuccessful in their re-election or who had stood down, for their service to North Herts as well as those that stood for election.

Councillor Daniel Allen thanked all those involved in the Election, the outgoing MPs for their hard work and congratulated the new MPs.

(7)   Long Service Award – Kevin Abbiss

The Chair announced that Kevin Abbiss, Helpdesk Customer Services Team Leader, had been working at the Council for 40 years, and extended her gratitude to Kevin for his services to the Council.

The following Members paid tribute:

·       Councillor Ralph Muncer

·       Councillor Claire Strong

·       Councillor Ruth Brown

·       Councillor Ian Albert

·       Councillor Amy Allen

Councillor Clare Billing, as Chair, proposed and Councillor Daniel Allen seconded and, following a vote, it was:

It was:

RESOLVED: That the Council placed on record its sincere thanks and appreciation to Kevin Abbiss for his long and valuable service to Local Government

To receive petitions, comments and questions from the public.

Presentations were received by the Council from, Ms Catherine Beach and Ms Lynsey Moorley on behalf of SANDs and from Mr Graham Fisher regarding item 15 Land to the North of the Grange.

Audio recording – 15 minutes 12 seconds

The Chair advised that she had invited Catherine Beach and Lynsey Moorley from her chosen charity SANDs, to make a presentation to Council. Ms Beach and Ms Moorley thanked the Chair for the opportunity and provided a presentation for Members, which included that:

·       SANDs were a national charity that worked to save babies live and provide support to all those affected when a baby died.

·       The charity aimed to amplify the voices of families and maternity staff, and funded research into 90 projects, working to improve maternity care and understand why babies die.

·       The charity worked closed with Tommy’s to improve maternity standards.

·       They funded targeted research to ensure better NHS initiatives for bereavement care for all involved.

·       SANDs offered workplace training for colleagues of those affected for their return to work.

·       They provided support for parents and families via webinars, workshops, online forums and telephone helplines. Anyone affected could attend for support at no cost and for as long as required.

·       There were 6 volunteers at the North Herts branch, and they worked closely with the Lister Hospital.

·       There were monthly meetings held in Great Ashby and Stevenage, these were a safe space to talk and were staffed by bereaved parents.

·       They had trained befrienders with the training regularly refreshed and there was support available through the SANDs national training helpline.

·       There were quarterly family social gatherings in Hitchin where families could bring siblings and create memory jars or plant seeds as well as an annual Christmas party.

·       Children requiring support were signposted to the ‘Stand By Me’ charity.

·       They would like to encourage and recruit a male befriender to assist with their support for fathers.

·       An annual memorial service was held in October 2023 to coincide with Baby Loss Awareness Week with the Chaplin from Lister Hospital and a performance from the hospital choir.

·       They take part in the annual Christmas tree festival in Hitchin as well as many other funding raising events throughout the year.

·       The were looking for a volunteer to help with their fund-raising activities.

·       They worked closely with the Lister hospital and had a liaison officer who had regular meetings with the Bereavement Care Team. They would like to raise funds to improve the neo natal unit at Lister Hospital.

·       There was a baby memorial garden at the QEII Hospital in Welwyn that required improvements, and therefore funding to enable this to happen.

·       They would like to set up a clinic for Rainbow parents and specifically for those parents that have lost a child due to a medical termination.

·       Family GPs were often unaware of SANDs and a campaign was required so that bereaved patients could be signposted for help.

·       During the last Baby Loss Awareness Week, Lister Hospital was illuminated pink and blue and there was a global wave of light to remember lost babies.

·       Parents do not always have a place to visit and remember their babies and they would like to build another memorial  ...  view the full minutes text for item 21.

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, 4 question had been submitted by the required deadline set out in the Constitution.

(A)  Legal Advice Received on the Waste Contract Award

Councillor Ralph Muncer to Councillor Daniel Allen, Leader of the Council.

(B)  Local Authority Flex Collect Scheme Rollout

Councillor Joe Graziano to Councillor Dave Winstanley, Executive Member for Housing and Environmental Health.

(C)  Electric Vehicle Chargers in North Hertfordshire

Councillor Ralph Muncer to Councillor Chris Hinchliff, Executive Member for Planning and Transport.

(D)  Planning Control Committee Agenda Management

Councillor Ruth Brown to Councillor Elizabeth Dennis, Chair of Planning Control Committee.

Audio recording – 31 minutes 29 seconds

N.B Councillor Steven Patmore left the Chamber at 20:15 and returned at 20:18.

In accordance with Standing Order 4.8.11, four questions had been submitted by the required deadline set out in the Constitution.

(A)  Legal Advice Received on the Waste Contract Award

Councillor Ralph Muncer to Councillor Daniel Allen, Leader of the Council:

‘What legal advice has been given to this authority regarding the new Waste Contract, specifically the conflict of a three weekly residual waste collection with the draft Statutory Guidance on the Collection of Waste from Households October 2023 which is proposed to be made under Section 45AZE of the Environmental Protection Act 1990?’

Councillor Daniel Allen provided the following response:

‘North and East Herts Councils received detailed legal advice from Sharp Pritchard regarding the draft statutory guidance to support the Council’s decision making progress. The advice was provided as an appendix to the Part 2 report to both the Overview and Scrutiny Committee and Cabinet’.

Councillor Ralph Muncer asked a supplementary question, as follows:

‘Does the Leader of the Council agree that by implementing a three weekly bin collection of residual waste, not only is this authority going against that statutory guidance and industry best practice, but it will impose upon our residents a worse service compared to that which they currently receive?’

Councillor Daniel Allen responded:

‘The Cabinet had regard for the draft statutory guidance in Appendix 6 and had taken that into account, the matters were set out in the part two report, there were reconfirmed the decision on the three-weekly collection. One thing I would say as you have mentioned ‘smelly waste’, which is a phrase that I hate and was given to us by the outgoing Government, households with ‘smelly waste’ would be allowed the opportunity for more frequent collections, if entitled. Other than that Councillor Muncer you have seen all the reasoning and it is all available to you’.

(B)  Local Authority Flex Collect Scheme Rollout

Councillor Joe Graziano to Councillor Dave Winstanley, Executive Member for Housing and Environmental Health:

‘Why is this authority unable to offer the full benefits of the ECO4 Plus LA Flex Scheme unlike other local authorities in the region including Watford Borough Council and Luton Borough Council?’

Councillor Dave Winstanley gave a response as follows:

‘Just a bit of background, ECO 4 is an acronym of Energy Company Obligation and it is an initiative where energy companies fund energy efficiency upgrades to qualifying private homes, the qualification criteria relates to low income or otherwise vulnerable households, homeowners. Under ECO 4,  there is no Local Authority involvement, homeowners apply directly for that. Now ECO 4 Flex which is what the question relates to is an additional optional element which Local Authorities may choose to administer, the Local Authority can declare additional households as eligible for the funding, provided they meet the criteria under Eco 4. Now last year this Council instigated the setting up of an ECO 4 Flex scheme  ...  view the full minutes text for item 22.

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.

Audio recording – 50 minutes 10 seconds

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

To consider any items referred from other Committees.

8A)      Annual Report on Risk Management Governance – to be considered with item 12

8B)      Referral from Cabinet: Investment Strategy (Capital and Treasury) End of Year Review 2023/24  - to be considered with item 13

8C)      Referral from Cabinet: Revenue Budget Outturn 2023/24 – to be considered with item 14

8D)      Annual report of the Finance, Audit and Risk Committee – to be considered with item 17

8E)      Referral from Cabinet: Leisure Investment Options – to be considered with item 20

Any further referrals from other Committees will be circulated as soon as they are available.

The Chair advised that the items referred from Cabinet and the Finance, Audit and Risk Committee would be taken with the respective items on the agenda.

Audio recording – 50 minutes 15 seconds

N.B Councillor Ralph Muncer left the Chamber at 20:23 and returned at 20:25, Councillor Dominic Griffiths left the Chamber at 20:25.

The Chair advised that the items referred from Cabinet and from the Finance, Audit and Risk Committee would be taken with the respective items on the agenda.

REPORT OF THE LEADER OF THE COUNCIL

To inform the Council of any occasions over the past year where provisions relating to "Special Urgency" have been used in connection with the publication of an intention to make a Key Decision, as required by legislation.

RESOLVED: That Council noted the report.

REASON FOR DECISION: To comply with Regulation 19 of the Local Authorities (Executive Arrangements) (Meetings and Access to Information) (England) Regulations 2012 (“the Regulations”).

Audio recording – 52 minutes 3 seconds

N.B Councillor Nigel Mason left the Chamber at 20:28 and returned at 20:29.

The Leader of the Council, Councillor Daniel Allen presented the report ‘Annual Report on Cases of Special Urgency’ and highlighted that:

·       There had been two instances where special urgency was required in 2023-24.

·       At the Cabinet meeting of the 27 June 2023, the Local Authority Housing Fund, round 2 scheme, was considered as a matter of urgency as a decision was required by the 5 July 2023.

·       At the Cabinet Sub Committee (Local Authority Trading Companies Shareholder) meeting of the 19 March 2024 a Part 2 decision was required on the initiation of operations on the Broadwater Hundred Property Management Ltd, regarding Harkness Court, and the approval of a financial loan. Any delay on the approval of loan would have caused an increase in the project costs.

·       In both instances the Chair of the Overview and Scrutiny Committee was informed or agreed to the urgency, as required by the Constitution.

Councillor Clare Billing, as Chair, proposed and Councillor Daniel Allen seconded and, following a vote, it was:

RESOLVED: That Council noted the report.

REASON FOR DECISION: To comply with Regulation 19 of the Local Authorities (Executive Arrangements) (Meetings and Access to Information) (England) Regulations 2012 (“the Regulations”).

REPORT OF THE SERVICE DIRECTOR – CUSTOMERS

To consider the adoption of a policy which ensures that members of the armed forces who have been disabled during service or the widows, widowers or surviving civil partner of those who died in service are recognised and not financially penalised when calculating entitlement to housing benefit.

RESOLVED: That Council adopted the policy at Appendix B.

REASONS FOR DECISION:

(1)   The Housing Benefit Regulations make provision for the first £10 of a war disablement or war widow’s pension to be disregarded when calculating an applicant’s income relating to an application for housing benefit. The cost of this disregard is fully reimbursed to the Council by government.

(2)   The legislation also allows the Council to disregard any other part of these pensions and this Council has wholly disregarded the payments for a number of years when calculating housing benefit or council tax reduction entitlement.

(3)   The Council’s council tax reduction scheme is aligned to housing benefit regulations and disregards war disablement or war widow pension.

Audio recording – 54 minutes 51 seconds

N.B Councillor Dominic Griffiths returned to the Chamber at 20:29

Councillor Ian Albert, Executive Member for Finance and IT, presented the report entitled ‘Disregard of War Disablement Income’ and highlighted that:

·       The Council had a proud record for their support of war veterans, widows, those with war disablement and people that have been in the armed forces.

·       Armed forces veterans were eligible for the Council Tax Reduction Scheme.

·       It was a policy of the Council to disregard any income over and above the Department for Work and Pensions (DWP) when calculating housing benefit entitlements for war widows and those with war disablements. This report sought to formalise that policy, and was attached at Appendix B.

·       If the policy was adopted and confirmed, the entitlement to housing benefit would be recognised and support would be given.

In response to a question from Councillor Jon Clayden, the Benefits Manager stated that they had one person in receipt of this disregard.

Councillor Ralph Muncer stated that this policy was strongly welcomed, and they were proud to support the armed forces covenant.

Councillor Ian Albert proposed and Councillor Val Bryant seconded and following a vote, it was:

RESOLVED: That Council adopted the policy at Appendix B.

REASONS FOR DECISION:

(1)   The Housing Benefit Regulations make provision for the first £10 of a war disablement or war widow’s pension to be disregarded when calculating an applicant’s income relating to an application for housing benefit. The cost of this disregard is fully reimbursed to the Council by government.

(2)   The legislation also allows the Council to disregard any other part of these pensions and this Council has wholly disregarded the payments for a number of years when calculating housing benefit or council tax reduction entitlement.

(3)   The Council’s council tax reduction scheme is aligned to housing benefit regulations and disregards war disablement or war widow pension.

REPORT OF: DEMOCRATIC SERVICES MANAGER

For Council to agree the Terms of Reference for the Community Governance Review (CGR) - to signify the formal start of the Review and launch of the first stage of consultation.

RESOLVED:

(1)   That Council agreed the Terms of Reference for the Community Governance Review, signifying the formal start of the Review and commencement of the first stage consultation.

(2)   That Council approved the additional budget of £20k required for the use of the Association of Electoral Administrators consultancy service to assist with delivering the Community Governance Review.

REASON FOR DECISIONS: The Council is required to keep parish electoral arrangements under review. Following the LGBCE review of district electoral arrangements (Council size and warding patterns), it is necessary to review parish arrangements across the district to bring them into alignment, ensure they remain fit for purpose, and to ensure they continue to reflect local needs.

Audio recording – 1 hour and 47 seconds

N.B Councillor Emma Rowe left the Chamber at 20:33 and returned at 20:34.

The Democratic Services Manager presented the report entitled ‘Community Governance Review Terms of Reference’ and stated that:

·       The report was being presented as a next stage, following the review of the district ward boundaries.

·       The outcome of the district review resulted in the Council moving to whole Council elections and an increase in the numbers of Councillors along with changes to ward boundaries and names.

·       The Community Governance Review (CGR) now focused on the electoral arrangements at Parish level.

·       Following a review of warding arrangements by the Local Government Boundary Commission for England changes to the parish arrangements were required so that they remained fit for purpose and reflected local communities.

·       There was an aspiration to formulate a Town Council for Hitchin.

·       Royston Town Council were dissatisfied with the warding arrangements imposed by the Commission for Royston.

·       It had been some time since the last CGR, the review would therefore cover the entire district and consult on a wide range of topics.

·       Council was asked to agree the Terms of Reference in Appendix A to formally start the CGR.

·       The proposed consultation questionnaire was attached as Appendix B.

·       The questionnaire responses would be reviewed, and draft recommendations would be developed and discussed by a CGR Working Group, before being considered by Council.

·       The review should be completed within 12 months.

·       Any changes resulting from the CGR would be implemented ahead of the elections in May 2026.

·       Additional funding was required for a consultant to assist with leading and coordinating the CGR.

The following Members asked questions:

·       Councillor Matt Barnes

·       Councillor Alistair Willoughby

·       Councillor Donna Wright

In response to questions, the Democratic Services Manager advised:

·       The CGR would consider a wide range of topic as listed within the report. Any devoluted powers as a result of the creation of any new parish would be at a later stage of the process.

·       Previous comments submitted to the Commission by Royston Town Council were included within the report for context. This consultation would allow anybody, including Royston Town Council, to submit response, which may differ from those previously submitted.,

·       The Commission had put in place changes to Royston Town Council and Bygrave Parish Council. Should the recommendations be for changes to these areas, the Council would need to consult the Commission. 

Councillor Ruth Brown agreed that wide scope changes were needed especially with the recent large developments in Royston and that the alignment of the electoral cycles would be cost efficient.

Councillor Ralph Muncer stated that as the last review was in 2006, a new review was long overdue. Parish Councillors had important roles, engaging with residents, and empowering the Communities, especially as their meetings tended to have greater public attendance.

Councillor Daniel Allen proposed and Councillor Ruth Brown seconded and, following a vote, it was:

RESOLVED:

(1)   That Council agreed the Terms of Reference for the Community Governance Review, signifying the  ...  view the full minutes text for item 27.

REPORT OF THE SERVICE DIRECTOR – RESOURCES

A year end report on the Councils' Risk Management Governance for 2023/24.

RESOLVED: That Full Council noted the report.

REASONS FOR DECISION:

(1)   The responsibility for ensuring the management of risks is that of Cabinet, they are assisted by Finance, Audit and Risk Committee who monitor the effective development and operation of Risk Management.

(2)   The Risk Management Strategy and Financial Regulations determine that Council should have overall oversight of Risk Management.

Audio recording – 1 hour 15 minutes 46 seconds

N.B Councillor Mick Debenham entered the Chamber at 20:48.

N.B Councillor Martin Prescott left the Chamber at 20:49 and returned at 20:52.

The Leader of the Council, Councillor Daniel Allen presented referral 8A from Cabinet and stated that the report was referred to Council to ensure that there was effective oversight.

Councillor Ian Albert, Executive Member for Finance and IT presented the report ‘Annual Report on Risk Management Governance 2023-24’ and stated that:

·       The report highlighted the ongoing work on Risk Management over the last financial year and gave assurances to Council that it was operating effectively.

·       A visual risk profile of key corporate risks was shown at paragraph 8.2.5 of the report.

·       The high scoring service level risks were highlighted at paragraph 8.2.6 of the report.

·       There had been a discussion at the Finance, Audit and Risk Committee (FAR) meeting regarding target risk scores, and in the future, these would be shown in more detail.

·       The Senior Management Group carried out an exercise in relation to risks and specifically the risk of a cyber-attack. This had resulted in a cross-party Cyber Board being created and was highlighted in paragraph 8.5.3 of the report.

The following Members asked questions:

·       Councillor Steve Jarvis

·       Councillor Paul Ward

·       Councillor Claire Strong

In response to questions, Councillor Albert advised that:

·       The report reflected the work of the previous Labour and Liberal Democrat administration.

·       The Risk Group were reviewing emerging risks, and more details of these risks could be added to future reports.

·       Recruitment risks were stated in paragraph 8.2.6 of the report and were classed as service level risks.

·       The comments from FAR related to corporate risks, and future consideration could be given to service level risks as well, and whether these should be included as corporate risks.

Councillor Daniel Allen proposed and Councillor Ian Albert seconded and, following a vote, it was:

RESOLVED: That Full Council noted the report.

REASONS FOR DECISION:

(1)   The responsibility for ensuring the management of risks is that of Cabinet, they are assisted by Finance, Audit and Risk Committee who monitor the effective development and operation of Risk Management.

(2)   The Risk Management Strategy and Financial Regulations determine that Council should have overall oversight of Risk Management.

REPORT OF THE SERVICE DIRECTOR – RESOURCES

To consider the Investment Strategy (Capital and Treasury) End of Year Review.

RESOLVED:

(1)   That Council approved the actual 2023/24 prudential and treasury indicators.

(2)   That Council noted the annual Treasury Report for 2023/24.

(3)   That Council approved a change to the Investment Strategy allowing investments to be placed on Lloyds Call Account so the combined total of Current Account and Call Account is up to £5M.

REASONS FOR DECISIONS:

(1)   Cabinet is required to approve adjustments to the capital programme and ensure 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.

Audio recording – 1 hour 25 minutes 48 seconds

N.B Councillor Paul Ward declared an interest due to his employment and left the Chamber and did not take place in the debate or vote.

N.B Councillor Alistair Willoughby left the Chamber at 21:00 and returned at 21:01, Councillor Emma Fernandes left the Chamber at 21:00 and returned at 21:02.

The Leader of the Council, Councillor Daniel Allen presented referral 8B from Cabinet and stated that:

·       There had been a reduction in the capital spend of £4.12M with the majority, £2.85M, being moved to the 2024/25 capital spend programme.

·       £1.5M of the Local Authority Housing fund had not been required.

·       The Council generated £2.94M of investment interest throughout the year, which was significantly more than budgeted.

·       Repayment of £200K on borrowing had been made, with an outstanding balance of £347K, it was noted that there was a premium for repaying this loan early.

Councillor Ian Albert, Executive Member for Finance and IT presented the report ‘Investment Strategy (Capital and Treasury) End of Year Review 2023/24’ and stated that:

·       Council was asked to approve the annual report and the changes to the investment strategy with regards to the Lloyds Call Account.

·       The changes to the capital spend were highlighted in table 2 and 3 of the report.

·       The completed capital schemes were detailed in paragraph 8.6 of the report.

·       Table 4 of the report detailed the funding for the Capital Programme.

·       A full review of the capital spend, and the matching priorities, would be carried out prior to the setting of the 2025 -26 budget.

·       The Council generated £2.941M of interest this year, which was £1.6M more than forecasted, all investments were made in line with the investment strategy.

·       There was an outstanding amount of £347K for borrowing, however this was on a fixed rate for a fixed period of time and a premium would be incurred if repaid early.

·       There was an investment strategy change regarding the Lloyds Call Account and this was detailed in paragraph 8.19 of report.

Councillor Ian Albert proposed and Councillor Daniel Allen seconded and, following a vote, it was:

RESOLVED:

(1)   That Council approved the actual 2023/24 prudential and treasury indicators.

(2)   That Council noted the annual Treasury Report for 2023/24.

(3)   That Council approved a change to the Investment Strategy allowing investments to be placed on Lloyds Call Account so the combined total of Current Account and Call Account is up to £5M.

REASONS FOR DECISIONS:

(1)   Cabinet is required to approve adjustments to the capital programme and ensure 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.

REPORT OF THE SERVICE DIRECTOR - RESOURCES

To consider the Revenue Budget Outturn 2023/24.

RESOLVED: That Council approved the net transfer to earmarked reserves, as identified in table 9, of £2.028million.

REASONS FOR DECISION:

(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.

Audio recording – 1 hour 33 minutes 4 seconds

N.B Councillor Paul Ward returned to the Chamber at 21:05

The Leader of the Council, Councillor Daniel Allen presented referral 8C from Cabinet and stated that the report informed Council of the summary position on revenue income and expenditure for the financial year 2023/24.

Councillor Ian Albert, Executive Member for Finance and IT presented the report ‘Revenue Budget Outturn 2023/24’ and stated that:

·       The report informed Cabinet and Council of the summary position on revenue income and expenditure for the financial year 2023/24.

·       There had been a decrease in spending of £1.94M.

·       Council was asked to transfer £2.028M to earmarked reserves as highlighted in table 9 of the report.

·       The Revenue Budget was reviewed every quarter by Finance, Audit and Risk Committee (FAR) and then by Cabinet.

·       The significant variances for the year were detailed in table 4 of the report.

·       The summary variances for the whole year were attached as Appendix A.

·       There had been a higher than expected return from interest rates and this formed part of the increased year end general fund balance and was detailed in table 7 of the report. It was not anticipated that these returns would continue.

·       There were some uncertainties regarding the change of government and the revenue income for future years.

·       The Council was in a strong position to manage the budget and to meet the challenges of setting the budget for 2025-26.

Councillor Ian Albert proposed and Councillor Daniel Allen seconded and, following a vote, it was:

RESOLVED: That Council approved the net transfer to earmarked reserves, as identified in table 9, of £2.028million.

REASONS FOR DECISION:

(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.

N.B. Following the conclusion of this item there was a short break in proceedings and the meeting reconvened at 21:20, Councillor Ruth Clifton did not return.

REPORT OF THE SERVICE DIRECTOR – REGULATORY

To approve the Strategic Masterplan Framework for land to the north of Letchworth Garden City.

RESOLVED:  That the Strategic Masterplan Framework for Land to the North of the Grange (LG1), attached at Appendix A, is approved and adopted as a material planning consideration for relevant planning decisions relating to the site.

REASON FOR DECISION: To facilitate the delivery of a strategic site within the Council’s adopted Local Plan. To accord with policy requirements of the Local Plan.

Audio recording – 1 hour 48 minutes 8 seconds

N.B Councillor Ian Mantle declared and interest due to his appointment as the Council Representative on the Letchworth Garden City Heritage Foundation and left the Chamber and did not take place in the debate or vote.

The Leader of the Council, Councillor Daniel Allen presented referral 8F from Cabinet and the report ‘Land to the North of the Grange (LG1) – Strategic Masterplan Framework’ and stated that:

·       The site was an allocated development in the adopted Local Plan, site LG1 policy SP15 for the building of 900 homes and supporting infrastructure, and this required a Masterplan to be completed.

·       The Masterplan had been produced by the applicant in collaboration with Council Officers and advisors following guidelines and procedures.

·       This was a strategic site and was positively referred from Cabinet.

The following Members took part in debate:

·       Councillor Ruth Brown

·       Councillor Daniel Allen

Points raised in debate included:

·       The applicant had worked in consultation with Officers, North Herts College and the Local Enterprise Partnership.

·       There were added extras in the Masterplan, including agreements regarding apprenticeships, cooperative housing and community land.

·       Work would be ongoing with Officers to integrate the development into the Grange estate.

·       This was a landscape led development that was above the expected standards and would provide 40% open space.

·       The site exceeded the required Biodiversity Net Gain requirement.

·       The development met most of the sustainability principles and work was ongoing on the remaining principles.

·       There would be 40% of affordable homes for Letchworth and the community.

·       The Heritage Foundation helped in the development of the plan.

·       There had been many events to encourage dialogue with the Grange and Norton communities and from these it was apparent that most residents were in favour of the development.

·       The Ecological and Environmental emergencies had been considered when developing this plan.

Councillor Daniel Allen proposed and Councillor Ruth Brown seconded and, following a vote, it was:

RESOLVED:  That the Strategic Masterplan Framework for Land to the North of the Grange (LG1), attached at Appendix A, is approved and adopted as a material planning consideration for relevant planning decisions relating to the site.

REASON FOR DECISION: To facilitate the delivery of a strategic site within the Council’s adopted Local Plan. To accord with policy requirements of the Local Plan.

REPORT OF THE SERVICE DIRECTOR – REGULATORY

To approve the Strategic Masterplan Framework for land to the north of Stevenage.

RESOLVED:  That the motion was lost.

Audio recording – 1 hour 56 minutes 38 seconds

N.B Councillor Ian Mantle returned to the Chamber at 21:28.

The Leader of the Council, Councillor Daniel Allen presented referral 8G from Cabinet and the report ‘North Stevenage Strategic Masterplan Framework’ and stated that:

·       The site was an allocated development in the adopted Local Plan, site NS1 policy SP16 for the building of 900 homes and supporting infrastructure, and this required a Masterplan to be completed.

·       The Masterplan had been produced by the applicant in collaboration with Council Officers and advisors following guidelines and procedures.

·       The draft masterplan had been subject to public consultation.

·       The Masterplan had been referred from Cabinet.

The following Members asked questions:

·       Councillor Tom Tyson

·       Councillor Jon Clayden

·       Councillor Alistair Willoughby

·       Councillor Matt Barnes

·       Councillor Ralph Muncer

·       Councillor Claire Strong

·       Councillor Steve Jarvis

·       Councillor Sam Collins

In response to questions, the Strategic Planning Manger advised:

·       An Outline Planning application had been submitted for this site and was under consideration. The Masterplan was for consideration prior to the determination of the application, and this was in-line with policy, Should the Masterplan be approved, it would provide the design framework and be used as consideration in determining the application.

·       The applicant and Officers were already working on the design code, the Masterplan was the second of six stages of the code.

·       The street width was not considered in the Masterplan and would be reviewed at a later design stage.

·       Shopping habits had changed post Covid and there was evidence that a retail provision would not be viable on the site, but there would be a retail provision provided on the adjacent site. This site would have a focus on Community functions.

·       There would be a Community Hub on the site, and health had been identified as a potential use pending NHS commitment.

·       There had been a public consultation last spring at Stevenage Rugby Club and the draft Masterplan was available online.

·       There had been meetings with stakeholders to discuss the Masterplan.

·       It was no longer perceived as practical to plant dense conifers as a boundary and a mixture of trees, hedgerows and planting was now encouraged.

·       Along with the adjacent site a new community would be built, with links to Stevenage including bus routes and a cycle network. However, each site would have a distinct character.

·       There would essentially be one access point from North Road, with the potential to form a loop with the Stevenage site, thus forming two access points.

·       Highways had approved the access points using transport modelling and pending a further transport assessment. The modelling concentrated on movements by car, bicycles and on foot.

·       The transport modelling had been completed by the District Council through the County Council. It was expected that any applicant would also complete their own assessment at a later date.

·       There would be as many active traffic connections as possible, with networks into Stevenage, this would be further explored at the next design stage.

·       It was expected that the applicant would  ...  view the full minutes text for item 32.

REPORT OF THE SERVICE DIRECTOR – RESOURCES

To consider the Annual Report of the Finance, Audit and Risk Committee for the 2023/24 Civic Year.

RESOLVED: That Council noted the Annual Report of the Finance, Audit and Risk Committee as attached at Appendix A.

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

Audio recording – 2 hours 29 minutes and 36 seconds

Councillor Sean Nolan presented referral 8D from the Finance, Audit and Risk Committee and the report entitled ‘Finance, Audit and Risk Committee Annual Report 2023-2024’ and thanked Officers including the Service Director – Resources, the Committee, Member and Scrutiny Officer, the Independent Member and former Committee Members for their support and debate over the 2023-24 Civic Year.

Councillor Sean Nolan proposed and Councillor Daniel Allen seconded and, following a vote, it was:

RESOLVED: That Council noted the Annual Report of the Finance, Audit and Risk Committee as attached at Appendix A.

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

RESOLVED: That the Annual Report of the Overview and Scrutiny Committee 2023/2024 as attached at Appendix A was noted.

REASON FOR DECISION: To enable Council to consider and comment on the report of the Vice-Chair of the Overview and Scrutiny Committee regarding the work of the Committee in the 2023/2024 Civic Year.

Audio recording – 2 hours 31 minutes and 37 seconds

N.B Councillor Dominic Griffiths left the Chamber at 22:04.

Councillor Val Bryant presented the report entitled ‘Overview and Scrutiny Committee Annual Report 2023-2024’ and advised that there were no legal, financial or risk implications from the report and that, as recommended by the recent Peer Review, a Scrutiny Officer was now in place and the Committee was looking forward to working with them.

Councillors, Matt Barnes and Daniel Allen thanked Councillor Val Bryant for her work with the Committee over the last year.

Councillor Val Bryant proposed and Councillor Daniel Allen seconded and, following a vote, it was:

RESOLVED: That the Annual Report of the Overview and Scrutiny Committee 2023/2024 as attached at Appendix A was noted.

REASON FOR DECISION: To enable Council to consider and comment on the report of the Vice-Chair of the Overview and Scrutiny Committee regarding the work of the Committee in the 2023/2024 Civic Year.

REPORT OF MONITORING OFFICER

This is the Annual Report in relation to ethical standards for the last year. It covers the work of the Committee as well as the issues that have arisen locally and nationally on ethical standards matters.

RESOLVED: That Council received and noted the Annual Report, as Appendix A.

REASON FOR DECISION: In line with recommended good governance practice to report the work of Standards Committee to the full Membership, to promote and maintain high standards of conduct and to demonstrate a strong commitment to ethical values.

Audio recording – 2 hours 34 minutes

Councillor Ruth Brown presented the report entitled ‘Annual Report of the Standards Committee’ and advised of the following, that:

·       The Standards Committee had a busy year, with changes to the Member Planning Code of Good Practice and the updated the Councillor Complaints Handling Procedure.

·       Thanks was given to the Independent and Reserve Independent Persons, the Monitoring Officer and the Deputy Monitoring Officer for their support to the Committee.

·       The number of complaints decreased last year.

·       Complaints were reviewed and, if required, investigated by Officers and the Independent Person.

Councillor Alistair Willoughby thanked the Standards Committee for their work and the Independent Persons, the Monitoring Officer and the Deputy Monitoring Officer for their support.

Councillor Daniel Allen reminded Councillors that there was mandatory Code of Conduct training to be completed.

Councillor Ruth Brown proposed and Councillor Alistair Willoughby seconded and, following a vote, it was:

RESOLVED: That Council received and noted the Annual Report, as Appendix A.

REASON FOR DECISION: In line with recommended good governance practice to report the work of Standards Committee to the full Membership, to promote and maintain high standards of conduct and to demonstrate a strong commitment to ethical values.

REPORT OF THE SERVICE DIRECTOR – PLACE

This report provides an update to Council on Phase 3c of the Public Sector Decarbonisation Scheme (PSDS) project for the Council’s three leisure centres and seeks approval to take the next steps to deliver the project. It also seeks an increase in the capital allocation for the fitness extension at Royston Leisure Centre.

RESOLVED:

(1)   That Council approves an increase in capital expenditure of £2.4m into the capital programme for the decarbonisation work to the three leisure centres. The overall budget will be profiled across 2024/25 and 2025/26.

(2)   That Council approves an increase in the capital budget of £250k for the Royston Leisure Centre (RLC) gym extension, to ensure the extension is built to net zero carbon standards.

(3)   That Council approves revenue expenditure of up to £757k for termination and removal fees of the gas CHPs at North Herts Leisure Centre and Hitchin Fitness and Swimming Centre. This would be funded from General Fund reserves.

REASONS FOR DECISIONS:

(1)   In May 2019, North Herts Council passed a climate emergency motion. This declaration asserted the council’s commitment toward climate action beyond current government targets and international agreements. This is currently pursued through the North Herts Climate Change Strategy 2022-2027 which sets out what the council will aim to do to reduce its own carbon emissions to achieve Carbon Neutrality for the Council’s own operations by 2030 and a Net Zero Carbon district by 2040.

(2)   Gas use from our leisure centres is a significant contributor towards the Council’s own emissions. In 2022-23, gas use across the three leisure centres accounted for 1,428 tonnes CO2e. This equates to 45% of the Council’s Scope 1-3 emissions. Taking action to replace gas heating for our leisure centres with low carbon alternatives is the single most effective action we can take towards meeting our target of being carbon neutral by 2030.

(3)   There is currently a capital allocation in the 2024/25 budget to build a gym extension at Royston Leisure Centre.

Audio recording – 2 hours 38 minutes 13 seconds

Councillor Mick Debenham, the Executive Member for Environment, Leisure and Green Spaces presented referral 8E from Cabinet and the report ‘Leisure Investments and Decarbonisation Project’ and stated that:

·       The Council secured £7.7M of funding for this project in February 2024 for Solar PV panels and Air Source heat pumps for the three Leisure centres. Match funding of £3.06M had also been secured.

·       The leisure centres contributed to 45% of the carbon emissions by the Council, and this project would generate a carbon saving of 60% as stated in paragraph 8.1 of the report.

·       The Council had declared a Climate Emergency, and this would be the most significant project to reduce the carbon footprint of the Council.

·       Willmott Dixon had produced a feasibility report for the project, and they had identified some technical issues which had increased the project costs, these were detailed in paragraph 8.6 of the report.

·       There was a termination fee for two of the leisure centres Combined Heat and Power Units (CHP) and this was highlighted in paragraph 8.10 of the report.

·       The cost for the Royston gym extension had increased and this was detailed in paragraph 8.15 of the report and related to the requirement to build the extension to net zero carbon standards.

The following Members took part in debate:

·       Councillor Ralph Muncer

·       Councillor Matt Barnes

·       Councillor Martin Prescott

·       Councillor Ian Albert

·       Councillor Ruth Brown

·       Councillor Daniel Allen

Points raised in debate included:

·       The project would not be affordable without the government funding.

·       The gym extension would generate revenue and benefit residents.

·       The Royston Learner Pool was not a viable project currently. However, the business case should be reviewed at a later date.

·       This project and the Royston Learner Pool were discussed at length by the Overview and Scrutiny Committee.

·       The Royston Learner Pool project should be revisited should funding become available.

·       The project would reduce carbon emissions and show a commitment to achieving the net zero target.

·       Officers were actively looking for other funding options for the Royston Learner Pool.

·       The termination fee was disappointing.

·       The use of a Quantity Surveyor would hopefully drive down the project costs and improve how the project would be managed.

·       Officers proactively found and secured the funding for this project.

Councillor Mick Debenham proposed and Councillor Daniel Allen seconded and, following a vote, it was:

RESOLVED:

(1)   That Council approves an increase in capital expenditure of £2.4m into the capital programme for the decarbonisation work to the three leisure centres. The overall budget will be profiled across 2024/25 and 2025/26.

(2)   That Council approves an increase in the capital budget of £250k for the Royston Leisure Centre (RLC) gym extension, to ensure the extension is built to net zero carbon standards.

(3)   That Council approves revenue expenditure of up to £757k for termination and removal fees of the gas CHPs at North Herts Leisure Centre and Hitchin Fitness and Swimming Centre. This would be funded from General Fund reserves.  ...  view the full minutes text for item 36.