Annual Council - 22 May 2018

To:       ALL MEMBERS OF THE THREE RIVERS DISTRICT COUNCIL

You are hereby summoned to attend the Annual Meeting of the Council to be held in the Penn Chamber, Three Rivers House, Rickmansworth, on Tuesday 22 May 2018 at 7.30pm for the purpose of transacting the under mentioned business:

AGENDA

1. ELECTION OF CHAIRMAN OF THE COUNCIL

To elect the Chairman of the Council for the Local Government Year 2018/2019 in accordance with the procedure agreed by Council on 8 March 1998 (Minute 229/88) and 19 April 1988 (Minute No 398/88) and on the points scheme.

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2. CHAIRMAN ELECT

The Chairman Elect to make the Declaration of Acceptance of Office, to acknowledge the honour conferred and to receive the Chain of Office from the retiring Chairman. (Photograph to be taken) The Chairman’s Consort to receive the Consort’s Badge from the retiring Chairman’s Consort. (Photograph to be taken)

3. VOTE OF THANKS TO RETIRING CHAIRMAN
The retiring Chairman to reply and to receive a Scroll from the Chairman thanking the retiring Chairman and their Term of Office. The new Chairman to take the Chair of Council. (Retiring Chairman to take the Vice-Chairman Seat and to move to the audience after their reply).

4. APPOINTMENT OF VICE-CHAIRMAN OF THE COUNCIL

To elect the Vice-Chairman of the Council for the Local Government Year 2018/2019. (Photograph to be taken)

5. VICE-CHAIRMAN ELECT

The Vice-Chairman Elect to make the Declaration of Acceptance of Office, to acknowledge the honour conferred and to receive the Chain of Office from the Chairman. The Vice-Chairman’s Consort to receive the Consort’s Badge from the Chairman’s Consort. (Photograph to be taken)

6. APOLOGIES FOR ABSENCE

7. MINUTES

To confirm as a correct record the Minutes of the meeting of the Council held on 20 February 2018 and the extraordinary meeting held on 19 March 2018.

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8. ELECTION RETURN

The Returning Officer to report the results of the District Council Elections held in the District on 3 May 2018 and to confirm that all Councillors have signed the Declaration of Office.

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9. RECOMMENDATIONS OF THE POLICY AND RESOURCES COMMITTEE 19 MARCH 2018

PR89/17 Budget Monitoring – Month 10 (January)

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The budget monitoring report is a key tool in scrutinising the Council’s financial performance. It is designed to provide an overview of 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 medium-term revenue financial plan. The report shows the Council’s overall consolidated medium term financial plan for both revenue and capital.

On being put to the Committee the recommendations were declared CARRIED the voting being 9 For, 0 Against and 6 Abstentions.

RECOMMENDED:

That the Policy and Resources Committee notes the projected forecast outturn variances below to the budget approved at Council on 20 February 2018

Variance 2017/18

£ 2018/19

£ 2019/20

£ 2020/21

£

Revenue - (Favourable)/ Unfavourable      (182,180)      0      0      0

Capital - Increase / (Decrease)      (749,560)      749,560      0      0

PR90/17 Strategic Plan

This report enabled the Committee to comment on the Strategic Plan for the three years commencing on 1 April 2018. The strategic plan had been reviewed for this period to include new Strategic themes and a set of underpinning values.

On being put to the Committee the recommendation was declared CARRIED by the Chairman the voting being unanimous

RECOMMENDED:

The final Strategic Plan attached be approved.

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PR91/17 Service Planning 2018/21

The Committee was asked to consider the service plans for Legal, Committee, Property and Major Projects, Revenue and Benefits, Finance, Corporate Services, Customer Service Centre, Community Partnerships, Economic Development and Sustainability and Elections and recommends their contents to Council at its meeting on 22 May 2018.

In response to Members questions on the service plans Officers advised that:

The Legal Team had been successful in achieving the Lexcel Accreditation.

Paper copies of the agenda papers could be provided to Members of the public if they were unable to view the papers online.

The resources for the team had been reduced but the team was still continuing to provide the same level of service and should be commended.

Officers working on the Customer Service Centre had been successful in progressing to other roles in the Council.

On being put to the Committee the recommendation was declared CARRIED the voting being unanimous.

RECOMMEND:

That the Service Plans for 2018-2021 be recommended to Council.

legal-practice-service-plan_2018-21-finalcommittee-service-plan-18-21_finalproperty-major-projects-service-plan-2018-21_finalrevs-and-bens-service-plan-2018-21_final-1.pdf (pdf)finance-service-plan-2018-21_final-1.pdf (pdf)corporate-services-service-plan-2018-21_final-1.pdf (pdf)csc-service-plan-2018-21_final-1.pdf (pdf)community-partnerships-service-plan-2018-21economic-sustainable-development-service-plan-2018-21-finalelections-service-plan_2018-21_final

10. RECOMMENDATIONS OF THE SERVICE COMMITTEES

To consider the recommendations of the General Public Services and Community Safety Committee held on 8 March 2018.

GPS 28/17 SERVICE AND FINANCIAL PLANNING 2018-2021

That the Community Partnerships service plan be approved. (see item 9 above).

GPS 30/17 SERVICE AND FINANCIAL PLANNING 2018-2021

That the Community Services Environmental Protection service plan and updated Performance Indicators be approved.

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To consider the recommendations of the Leisure, Wellbeing and Health Committee held on 14 March 2018.

LW39/17 SERVICE PLANNING 2018/19

That the Regulatory Services Service Plan, Environmental Protection Service Plan (see recommendations under GPS above - Minute GPS30/17) and Community Partnerships Service Plan (see Item 9 above) content be approved.

LW41/17  SERVICE PLANNING 2018/21

That the Leisure and Landscapes Service Plan be approved.

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To consider the recommendations of the Sustainable Development, Planning and Transport Committee held on 13 March 2018.

SD32/17 SERVICE AND FINANCIAL PLANNING 2018-2021

That the Economic and Sustainable Development service plan be approved. (see item 9 above)

SD34/17 SERVICE AND FINANCIAL PLANNING 2018-2021

That the Housing Services service plan be approved.

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SD35/17 SERVICE AND FINANCIAL PLANNING 2018-202

That the Regulatory Services service plan be approved. (see Minute LW39/17 above)

11. THREE RIVERS LOCAL STRATEGIC PARTNERSHIP COMMUNITY STRATEGY 2018-23 ADOPTION

This report seeks Council adoption of the Three Rivers Local Strategic Partnership’s Community Strategy 2018-23.

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12. THREE RIVERS DISTRICT COUNCIL HEALTH AND SAFETY POLICY STATEMENT

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13. CHAIRMAN’S ANNOUNCEMENTS

14. AMENDMENTS TO THE LEAD MEMBER ROLES

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15. APPOINTMENT OF THE LEADER OF THE COUNCIL

16. APPOINTMENT OF DEPUTY LEADER OF THE COUNCIL

17. APPOINTMENT OF LEAD MEMBERS

To appoint the Lead Members for:

Resources and Shared Services (Policy and Resources)

Economic Development (Infrastructure, Housing and Economic Development)

Infrastructure and Planning Policy (Infrastructure, Housing and Economic Development)

Housing (Infrastructure, Housing and Economic Development)

Leisure (Leisure, Environment and Community)

Environmental Services (Leisure, Environment and Community)

Community Safety and Partnerships (Leisure, Environment and Community)

The Chairmanship of the two Service Committees will be split between the three Lead Members who will be preside at two meetings of the Service Committees each year with the other two acting as his/her Vice-Chair when not in the Chair.

In accordance with the Council Constitution these Members are appointed to the Policy and Resources Committee (see item 18a)

18. APPOINTMENT OF POLICY AND RESOURCES, PLANNING, REGULATORY SERVICES, LICENSING, INFRASTRUCTURE, HOUSING AND ECONOMIC DEVELOPMENT, LEISURE, ENVIRONMENT AND COMMUNITY, AUDIT, COUNCIL TAX SETTING COMMITTEES

18a To appoint to the Policy and Resources Committee

To appoint Members to serve on the Policy and Resources Committee in accordance with the Council Constitution to include the Leader of the Council and the 7 Lead Members as appointed in Item 14 above.

18b To appoint Members to the Planning, Regulatory Services, Licensing, Infrastructure, Housing and Economic Development, Leisure, Environment and Community, Audit and Council Tax Setting Committees and to appoint substitute Members

All Members to act as substitutes on the Council Committees excluding the Licensing Committee.

To appoint named substitute members to the Planning Committee (3 Members per Political Group) in accordance with the Terms of the Reference of the Committee.

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19. APPOINTMENT OF CHAIRMAN AND VICE-CHAIRMAN

In accordance with Procedure Rule 29, to appoint the Chairmen and Vice-Chairmen of the Planning, Regulatory Services, Licensing, Audit and Council Tax Setting Committees.

20. STANDARDS REGIME

Members’ Panel to deal with Code of Conduct Complaints

To reconstitute this Panel to deal with Code of Conduct Complaints against District and Parish Councillors under the stages agreed at the Executive Committee on 2 April 2012 (Minute EX104/11).

Membership

The Panel will consist of Group Leaders (or their nominees).

21. APPOINTMENTS COMMITTEE

To establish the Appointments Committee with terms of reference as set out in Part 3 of the Constitution and appoint 7 Members to serve thereon. The Committee is subject to the Rules governing proportionality.

22. APPOINTMENT OF OTHER COUNCIL BODIES

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23. APPOINTMENT OF THE CHAIRMEN AND VICE-CHAIRMEN FOR EACH OF THE LOCAL AREA FORUMS

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24. APPOINTMENTS TO OUTSIDE BODIES

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25. INDEPENDENT PANEL ON MEMBERS’ ALLOWANCES

26. PENSIONERS' CHAMPION

27. YOUNG PERSONS’ CHAMPION

28. MEMBER TRAINING CHAMPION

Steven Halls

Chief Executive

14 May 2018

Three Rivers House, Northway, Rickmansworth, WD3 1RL