Policy and Resources Committee - 14 March 2022

POLICY AND RESOURCES COMMITTEE

NOTICE AND AGENDA

For a meeting to be held on Monday 14 March 2022 at 7.30pm in the Penn Chamber, Three Rivers, Northway, Rickmansworth.

Members of the Policy and Resources Committee:-

Councillors

Sarah Nelmes (Chair)      Chris Lloyd (Leisure)

Dominic Sokalski (Vice-Chair) (Resources & Shared Services)      Andrew Scarth (Housing)

Reena Ranger

Stephen Cox

Matthew Bedford (Infrastructure & Planning Policy)      Roger Seabourne (Community Safety & Partnerships)

Stephen Giles-Medhurst (Transport & Economic Development)

Alex Hayward      Debbie Morris

Phil Williams (Environmental Services, Climate Change & Sustainability)

Paula Hiscocks

Joanne Wagstaffe Chief Executive

4 March 2022

The Council welcomes contributions from members of the public to aid discussions on agenda items at the Policy and Resources Committee meetings. Details of the procedure are provided below:

For those wishing to speak:

Members of the public are entitled to register and identify which item(s) they wish to speak on from the published agenda for the meeting.  Those who wish to register to speak are asked if they could contact the Committee team by e-mail ( CommitteeTeam@threerivers.gov.uk ) 48 hours before the meeting.  Registering 48 hours before the meeting allows the Committee Team time to prepare the speaker sheet in advance of the meeting.

Please note that contributions will be limited to no more than three minutes.

Please note that, in the event of registering your interest to speak on an agenda item but not taking up that right because the item is deferred, you will be given the right to speak on that item at the next meeting of the Committee.

For those wishing to observe the meeting can you please contact the Committee Team by email at CommitteeTeam@threerivers.gov.uk  48 hours in advance of the meeting taking place.

In accordance with The Openness of Local Government Bodies Regulations 2014 any matters considered under Part I business only of the meeting may be filmed, recorded, photographed, broadcast or reported via social media by any person.

Recording and reporting the Council’s meetings is subject to the law and it is the responsibility of those doing the recording and reporting to ensure compliance.  This will include the Human Rights Act, the Data Protection Legislation and the laws of libel and defamation.

The Policy and Resources Committee meeting will not being broadcast/livestreamed but an audio recording of the meeting will be made.

1.         APOLOGIES FOR ABSENCE

2.         MINUTES

To confirm as a correct record the Minutes of the Policy and Resources Committee meeting held on 24 January 2022.

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3.         NOTICE OF OTHER BUSINESS

Items of other business notified under Council Procedure Rule 30 to be announced, together with the special circumstances that justify their consideration as a matter of urgency. The Chairman to rule on the admission of such items.

4.         DECLARATION OF INTERESTS

To receive any declarations of interest.

POLICY

5.  COMMUNITY WEALTH BUILDING PROJECT

In May 2021, the Ministry for Housing, Communities and Local Government (MHCLG) published the £200m Community Renewal Fund, inviting applications from authorities across the UK.

The £220 million UK Community Renewal Fund provides funding to help places across the UK prepare for the introduction of the UK Shared Prosperity Fund. Contributing to the levelling up agenda by investing in people, places, businesses and communities improving everyday life across the UK.

Hertfordshire districts agreed to submit a joint bid, and a broad project approach was agreed, consistent with the Hertfordshire Growth Board objectives. Stevenage Borough Council agreed to undertake the role of lead and took responsibility for writing and submitting the bid, which was awarded at the end of 2021.

The Community Wealth Building Project is funded through the UK Community Renewal Fund. The total project funding received is £715,672 with £500,000 available as community or business grants.

Through the funding obtained Stevenage Borough Council has employed a Project Manager who oversees activities and two Full-Time Employees (FTEs) who will be Project coordinators.

The project manager will be responsible for coordinating all activities and facilitating the project steering group comprising representatives from each council. The Project Steering Group sits under Hertfordshire Growth Board as a sub group leading on Community Wealth building. The Local Enterprise Partnership is financially accountable for the project and regular reports are given to both boards.

The Head of Community Partnerships is the representative for Three Rivers District Council on this group. This group meets monthly and provides links to wider stakeholder groups to share learning, e.g. with the County Council, both NHS Trusts and the University.

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6.  STAFF ENVIRONMENTAL CHARTER

A proposal to introduce a Staff Environmental Charter to embed and inspire the consideration of environmental and carbon impacts when making decisions, implementing policies, and interacting with the wider District and County. The proposed Environmental Charter also encourages the consideration of climate change in staff’s everyday lives when working from home or the office with particular consideration to transport, waste and energy.

The actions in the Charter are a response to the declaration of a Climate Emergency in 2019 followed by a Climate Emergency and Sustainability Strategy and associated action plan put together to aid the Council and the District to reach net-zero carbon by 2030 and 2045 respectively.

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7.  BIODIVERSITY OPPORTUNITIES AUDIT, INCLUDING ALTERNATIVE GRASSLAND MANAGEMENT

The purpose of this report is to summarise the content and implications of the Biodiversity Opportunities Audit (BOA) of minor TRDC open spaces.

The report also includes proposals for alternative grassland management for parts of the district, in particular some of the Council’s major open spaces, such as Chorleywood House Estate and Leavesden Country Park.

The report and Appendices C and E includes financial implications of the recommendations detailed at point 13.1 and 13.2.

07-22-03-14-pr-i-boa-and-alternative-grassland-management-reportappendix-a-trdc-minor-greenspace-audit-report-25-02-22.pdf07i-22-03-14-pr-i-appendix-b-glossary-of-terms07ii-22-03-14-pr-i-appendix-c-5-year-action-plan-for-all-boa-data07iii-22-03-14-pr-i-appendix-d-alternative-grassland-management-regimes07iv-22-03-14-pr-i-appendix-e-capital-and-revenue-breakdown-of-implementation07v-22-03-14-pr-i-appendix-f-year-1-priorities-2022-2023

8.  MOTIONS UNDER PROCEDURE RULE 11

Under Rule 11(5) of the Council Constitution it was agreed by the Chief Executive and Monitoring Officer in consultation with the Chair of Council and the Motion Proposer that the following motion be referred to the Policy and Resources Committee.  The proposer and seconder of the motion will be invited to the meeting to present the motion under new Rule 11(11).

Councillor Ciaran Reed, seconded by Councillor Reena Ranger to move under Notice duly given as follows:

This Council condemns the Liberal Democrats national policy of a housing target to 380,000 homes a year due to the potential threat that poses to the rural nature of Three Rivers and resolves to write a letter to the Liberal Democrat Leader and our Three Rivers MP Daisy Cooper asking them to conserve Three Rivers.

9.  INTRODUCTION OF A STREET TRADING POLICY (LICENSING)

In recent months, following a number of street trading applications, it is evident the Council requires a specific Policy to cover Street Trading and tighter internal processes which would be best achieved by implementing a new Street Trading Policy (“the Policy”).

The aim of the Policy is to create a street trading environment which ensures fair trading, protects the amenity of residents, ensures the safety of those trading, promotes diversity and consumer choice and provides applicants with advice and guidance on the Council’s approach to the administration for street trading consents and licences under Schedule 4 of the Local Government (Miscellaneous Provisions) Act 1982 (“the Act”).

Currently the licensing department rely on Schedule 4 of the Local Government (Miscellaneous Provisions) Act 1982 (“the Act”) when processing applications as no street trading policy exists. That said, the department does currently have a list of prohibited and consent streets (see Appendix II of the Policy) which were passed by Council on 10 July 2007.  These streets and the designation of streets as prohibited, consent or licence streets have not been reviewed at the current time However, a review of the streets would be undertaken and reported within the next 18 months with amendments made thereafter.

Officers are therefore seeking member agreement in adopting the Policy following a 12 week public consultation which is due to expire on 11 March 2022.

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At the Regulatory Services Committee meeting on 8 March 2022 they agreed the recommendation as set out in Paragraph 13.1 of the report along with the following amendments to the policy:

• The definitions section to include reference to Local Government (Miscellaneous Provisions) Act 1982 as the Act.
• Paragraph 2.1.4 should be amended to remove reference to sections 29-31 and add section 10.

10.  AMENDMENTS TO TRDC’s EXISTING HACKNEY CARRIAGE, PRIVATE HIRE AND OPERATOR POLICY

The existing Hackney Carriage and Private Hire Policy 2019 (“the Policy”) (see Appendix 1) was effective from 1 October 2019 following a review earlier that year. The Policy is required to be reviewed every three years with the next review scheduled for 2022, if required.

Notwithstanding the above and prior to the forthcoming review, if necessary, a number of immediate changes to the Policy are required which require Committee approval. The changes have come to light over the past year when using the policy, ensuring that certain areas of the Policy are tightened with greater clarification provided for those that use and read the Policy. In addition, the Government will be introducing a new tax check (new legislation in the form of the Finance Bill 2020-21) which will be come into effect from 4 April 2022. This will affect those that drive taxi’s and operate a private hire vehicle business within the District.

The changes to the Policy are set out in more detail within Section 2 of this report.

Following the Regulatory Services Committee in December, a 12 week public consultation commenced and expires on 11 March 2022.

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Revised appendix 2 following Regulatory Services Committee held on 8 March 2022 - amendment to Paragraph 8.4

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At the Regulatory Services Committee meeting on 8 March 2022 they agreed the recommendation as set out in Paragraph 13.1 of the report.

11.  TO RECEIVE RECOMMENDATIONS FROM THE CONSTITUTION SUB-COMMITTEE ON THE CONTRACT PROCEDURE RULES, URGENT DECISIONS AND APPOINTMENT OF A VICE CHAIR ON THE ENVIRONMENTAL FORUM from the meeting held on 7 March 2022

11a - Contract Procedure Rules

That the Committee recommend to approve version 10.1 of the Contract Procedure Rules with the Council Constitution being amended accordingly

Background information

11-22-03-14-pr-i-contract-procedure-rules-report11i-22-03-14-pr-i-trdc-contract-procedure-rules11ii-22-03-14-pr-i-appendix-2-thresholds

11b Urgent Decisions

To consider the following amendment to Paragraph 8.1 under the Scheme of Delegation (Part 3 of the Council Constitution) from the Constitution sub-committee (amendments in italic below)

8.1 To take such urgent action which is in the best interests of the Council where there is not time to convene the appropriate committee. Such action will be taken in consultation with the Group Leaders which expression shall where necessary for this paragraph 8 include Deputy Group Leaders acting in their place

8.2  Any urgent action taken under 8.1 and in consultation with Group Leaders will whenever possible be by unanimous agreement. The Leader of the Council will at their discretion determine at what point agreement has not been possible having regard to the urgency of the matter.  The Chief Executive will give effect to any urgent decision reached by unanimous agreement.

8.3  Where agreement has not been reached under paragraphs 8.1 and 8.2, proportionality will be applied to the decision of each group leader to the effect that their decision reflects the number of seats held by their party on the Council and the Chief Executive will act in accordance with the decision of the group leader or leaders commanding a majority of seats on the Council.

11c Vice Chair of Environmental Forum

To add the appointment of a Vice Chair of the Environmental Forum to the appointments made at Annual Council

RESOURCES

12.  CORPORATE FRAMEWORK 2020-2023 (Corporate Actions 2022-2023)

This report enables the Committee to reconfirm its commitment to the Corporate Framework for the remaining one year commencing on 1 April 2022 – 31st March 2023 and the key actions for 2022-2023.

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13.  TO RECEIVE THE FOLLOWING FINAL SERIVCE PLANS 2022-2025 FOR RECOMMENDATION TO COUNCIL

Committee, Corporate Services, Customer Service Centre, Economic and Sustainable Development (Local Plan aspects of the service plan), Elections, Legal, Property Services and Major Projects, Finance and Revenue and Benefits

committee-service-plan-2022-25-finalcorporate-services-service-plan-2022-25-finalcsc-service-plan-2022-25_finaleconomic-and-sustainable-devlopment-service-plan-2022-25 final (items relating only to the Local Plan)elections-service-plan-2022-25_finalfinance-service-plan-final-2022-25legal-services-service-plan-2022-25_finalproperty-services-service-plan-2022-25-finalrevs-and-bens-service-plan-2022-25

14.  BUDGET MONITORING – PERIOD 10 (JANUARY)

Budget monitoring report is a key tool in scrutinising the Council’s financial performance. It is designed to provide an overview to all relevant stakeholders. It is essential that the council monitors its budgets throughout the year to ensure that it is meeting its strategic objectives and that corrective action is taken where necessary.

This report seeks approval to a change in the Council’s 2021 - 2025 medium-term revenue financial plan. The report shows the Council’s overall consolidated medium term financial plan for both revenue and capital.

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15. SENIOR STRUCTURE OF THREE RIVERS DISTRICT COUNCIL

The existing senior management structure, comprising of a CEO, Director of Community and Environmental Services, shared Director of Finance and Solicitor to the Council (Monitoring Officer) has been in place since the start of the shared services in 2009. While the structure has served its purpose during that time, the objectives and ambitions of the council, along with the appointment of a new CEO in February 2020, require a refresh of the structure and additional senior management capacity being created.  The Council has become more entrepreneurial, taking more responsibility, increasing its risk appetite and competing more commercially. Therefore more capacity at senior management level is required to drive these initiatives forward and ensure the best outcomes for the council. The impact of Covid during the past 22 months has also highlighted a potential lack of resilience at senior management level.

updated report

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16. WORK PROGRAMME

To receive the Committee’s work programme.

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17. OTHER BUSINESS – If approved under Item 3 above

18. EXCLUSION OF PRESS AND PUBLIC

If the Committee wishes to consider the remaining item in private, it will be appropriate for a resolution to be passed in the following terms:-

“that under Section 100A of the Local Government Act 1972 the press and public be excluded from the meeting for the following item(s) of business on the grounds that it involves the likely disclosure of exempt information as defined under paragraphs 1 to 7 of Part I of Schedule 12A to the Act. It has been decided by the Council that in all the circumstances, the public interest in maintaining the exemption outweighs the public interest in disclosing the information.”

(Note:  If other confidential business is approved under item 3, it will also be necessary to specify the class of exempt or confidential information in the additional items.)

1. OTHER BUSINESS – If approved under item 3 above.

For any enquires on the agenda please email the Committee Team at  committeeteam@threerivers.gov.uk