Agenda, decisions and draft minutes

To confirm the minutes of the meeting of the Council on 13 July 2016.

A minute silence was held for Councillor S Adshead and former Councillor and Mayor Ken Coleman.

The minutes of the meeting held on 13 July 2016 were agreed by the Members present and were then signed by the Mayor.

Cllr G Adshead asked if we could add in his question in relation to removing the EU flag from the Council Chamber.

A minute silence was held for Councillor S Adshead and former Councillor and Mayor Ken Coleman.

The minutes of the meeting held on 13 July 2016 were agreed by the Members present and were then signed by the Mayor.

Cllr G Adshead asked if we could add in his question in relation to removing the EU flag from the Council Chamber.

To receive any declarations of interest

None.

None.

To consider questions (if any) by members of the public of which the appropriate notice has been given to the Solicitor to the Council.

None.

None.

To receive announcements and business brought forward by the Mayor, Leader, and Members of the Cabinet or the Chief Executive.

4.1       By the Mayor:

4.2       By the Chief Executive:

4.3       By the Group Leaders:  Any apologies for absence

4.4       Council Leader and Members of the Cabinet:

Councillor Williams                 Leader of the Council

Councillor Harden                   Residents & Corporate Services

Councillor G Sutton                Planning and Regeneration

Councillor Marshall                 Environmental, Sustainability and Regulatory Services

Councillor Elliot                       Finance & Resources

Councillor Mrs Griffiths           Housing

1.      By the Mayor:

There were no announcements from the Mayor

2.      By the Chief Executive:

There were no announcements from the Chief Executive

3.      By the Group Leaders:

Councillor Williams gave apologies on behalf of Councillors

Ashbourn, Barnes, Bhinder, Mills, Matthews and Peters.

4.    By the  Leader and Members of the Cabinet:

(Full details are in the minutes under Announcements of the Leader and Cabinet).

By the Mayor

None.

By the Chief Executive:

None.

By the Group Leaders: 

Councillor Williams gave apologies on behalf of Councillors Ashbourn, Barnes, Bhinder, Matthews, Mills and Peter.

Council Leader and Members of the Cabinet:

Councillor Williams, Leader of the Council and Portfolio Holder for Community Leadership

The leader had no announcements to make but was happy to take questions.

There were no questions for the Leader of the Council.

Councillor Harden, Portfolio Holder for Residents and Corporate Services

Resident Services:

In Anti-Social Behaviour, a further closure order has been obtained in court for a property in Highfield where residents were suffering ASB related to drug use. 2 properties previously subjects of closure orders returned to the Council for allocation to housing register applicants – one property saw the occupant permanently evicted and another voluntarily returned the property to the council following the enforcement action – permanently stopping the associated ASB for local residents. An ASB Officer who delivers the Silver Street Meetings for vulnerable residents in the borough is one of 3 Finalists at a national award ceremony RESOLVE and the winner will be announce in November.

In August, the Old Town Hall had the annual Gadebridge Park outdoor family show.  This year we presented Dotty the Dragon by Blunderbus Theatre Company, the weather held and both shows were sold out! Ticket sales were up to 72% from 67% last year and the new website up and running from mid-August. The Café / bar is now up and running from 17^th September – kids lunch boxes and refreshment packages now on offer and can be pre booked.

Neighbourhood Action - Pop up sports events took place throughout the summer at Gadebridge and neighbourhood parks – free inflatable sports and entertainment was enjoyed by 1750 children and young people. Love Your Neighbourhood Grovehill took place on 17th August and was well attended by 211 local residents. The next LYN event will be held at Chaulden community centre on 25th October.

Adventure Playgrounds - All weather sports pitches were installed at Adeyfield and Chaulden Adventure Playgrounds. Over 4500 attended National Playdays during the first week of August at the Adventure Playgrounds

People:

Information, Advice and Advocacy: Citizens Advice Dacorum have signed the contract and the service began on July 1^st.

Supporting the Voluntary Sector: Community Action Dacorum have signed the contract and the service will start October 1^st.

Reducing Social Isolation: Age UK have signed the contract and the service is due to start October 1^st

M-ASK Project - This new programme using theatre techniques is for those suffering from stress, anxiety, depression and other conditions affecting mental wellbeing. You don’t need experience to take part, but must be 11+ years old and live within Dacorum. Started in September with 15 young people currently participating.

ICT:

Our PSN Submission will go to the Cabinet Office on 30^th September

ICT are working with Builders & Furniture suppliers to finalise plans for Forum technology fit-out and  ...  view the full minutes text for item 16.

To consider questions (if any) by members of the Council of which the appropriate notice has been given to the Solicitor to the Council.

None.

None.

To consider the following motion from Councillor Harden, Portfolio Holder for Residents & Corporate Services given in accordance with Standing Orders:

That a special meeting of the Council be convened on 26 October 2016 in order for the Council in pursuance of the powers conferred upon them by statute to admit to being an Honorary Freeman of the Borough of Dacorum (the most honourable distinction which it is their privilege to bestow) double Olympic gold medal winning gymnast Max Whitlock for his outstanding sporting achievement and the example set to the youth of the Borough of Dacorum.

The following motion was moved Councillor Harden was seconded by Councillor Williams and agreed by Members:

That a special meeting of the Council be convened on 26 October 2016 in order for the Council in pursuance of the powers conferred upon them by statute admit to being an Honorary Freeman of the Borough of Dacorum (the most honourable distinction which it is their privilege to bestow) double Olympic gold medal winning gymnast Max Whitlock for his outstanding sporting achievement and the example set to the youth of the Borough of Dacorum.

The following motion was moved Councillor Harden was seconded by Councillor Williams and agreed by Members:

That a special meeting of the Council be convened on 26 October 2016 in order for the Council in pursuance of the powers conferred upon them by statute admit to being an Honorary Freeman of the Borough of Dacorum (the most honourable distinction which it is their privilege to bestow) double Olympic gold medal winning gymnast Max Whitlock for his outstanding sporting achievement and the example set to the youth of the Borough of Dacorum.

Section 85 (1) of the Local Government Act 1972 requires a member of a Local Authority to attend at least one meeting of that Authority within a six month consecutive period, in order to avoid being disqualified as a Councillor. This requirement can be waived and the time limit extended if any failure to attend was due to a reason approved by the Authority, in advance of the six month period expiring.

Unfortunately, due to a serious illness and extended hospital admission Councillor Julian Ashbourn, Berkhamsted West Ward, has not been able to attend any Council or Committee meetings since the Council Meeting on 20 April 2016. A formal request has therefore been made for an extension to the six month rule to be approved in his respect.

Section 85 (1) of the Local Government Act 1972 states that “if a member of a Local Authority fails, throughout a period of six consecutive months from the date of their last attendance, to attend any meeting of the Authority they will, unless the failure was due to some good reason approved by the Authority before the expiry of that period, cease to be a member of the Authority.” Attendance can be at any committee or sub-committee, or any joint committee, joint board or other body where the functions of the Authority are discharged or who were appointed to advise the Authority on any matter relating to the discharge of their functions.

Councillor Ashbourn has not been able to attend any Council or Committee meetings since the Council meeting on 20 April 2016, due to a serious illness and extended hospital admission. The Monitoring Officer has received a request for the Council to consider approving an extension to the usual six month attendance rule enabling him to remain in office until he is able to resume normal duties.

Council can only consider approval of any reasons for non-attendance before the end of the relevant six month period, which will be 20 October 2016. Councillor Ashbourn has confirmed that he will not able to attend Council meetings for the foreseeable future and so this request has been submitted to approve an extension of the usual six moth rule.

Councillor Ashbourn was elected to the Council in May 2015 and represents Berkhamsted West ward. In addition to full Council he also serves as a member of Finance & Resources, and Strategic Planning and Regeneration, Overview and Scrutiny Committees.

Section 85 (1) of the Local Government Act 1972 enables a Local Authority to approve the reason(s) for non-attendance of a Member at any meeting of the Authority throughout a period of six consecutive months, provided that approval is given by the Authority before the expiry of the six month period.

This is the final Council meeting at which approval could be sought for an extension of the time limit. If approval to any extension is not therefore agreed at this meeting Councillor Ashbourn would, under Section 85 (1) of the Local Government Act 1972 be  ...  view the full agenda text for item 19.

The Waiver of the 6 month Councillor attendance rule (section 85 Local Government Act 1972) in respect of Cllr Ashbourne was seconded by Councillor Griffiths and agreed by Members.

The Waiver of the 6 month Councillor attendance rule (section 85 Local Government Act 1972) in respect of Cllr Ashbourne was seconded by Councillor Griffiths and agreed by Members.

To consider any business referred from the previous meeting

None.

None.

To consider the following referrals from Cabinet:

Minute No:                 Date                            Title

7.1  CA/077/16            26 July 2016                           Medium Term Financial Strategy

7.2  CA/079/16            26 July 2016               Affordable Housing Supplementary 

Planning Document: Clarification Statement

Resolved

That the following be approved:

26 July 2016

7.1 CA/077/16              MEDIUM TERM FINANCIAL STRATEGY

Decision

The following was approved:

1.  The revised Medium Term Financial Strategy for the period 2016/17 – 2020/21

2. The financial projections within the 5-year Medium Term Financial Strategy

3. A General Fund savings target of £1.33 million for the 2017/18 budget-setting process;

4. A four-year General Fund savings target of £3.6 million for the duration of this Medium Term Financial Strategy;

5. A review of the Housing Revenue Account base budget and savings target be undertaken as part of the review of the HRA business plan and budget preparation cycle;

6. The Corporate Director (Finance & Operations) working with the Council’s Corporate Management Team and Portfolio Holders to deliver options that will achieve the saving targets identified within the strategy;

7. Authority be delegated to the S151 Officer, in consultation with the Budget Review Group, to consider Government’s proposed four-year Settlement, and, subject to further guidance emerging before October, to accept the offer if appropriate;

8. The Financial Planning Framework to support the budget-setting process for 2017/18;

9. The Corporate Director (Finance & Operations) be requested to revise the Medium Term Financial Strategy and re-present to Cabinet and Council for  approval if material changes to forecasts are required following future Government announcements.

7.2 CA/079/16           AFFORDABLE HOUSING SUPPLEMENTARY PLANNING DOCUMENT: CLARIFICATION STATEMENT

Decision

The following was approved:

(a)  Re-adopt the Affordable Housing Clarification Note as a material planning consideration in relevant planning decisions and for use in the preparation of future planning documents; and

(b)  That authority is delegated to the Assistant Director, Planning, Development and Regeneration to make any necessary minor editorial changes to the current Clarification Note, prior to its re-issue.

20 September 2016

9.1 CA/096/16             BUDGET MONITORING 2016/17 - QUARTER 1

Decision

The following was approved:

Ø  The revised capital programme to move slippage identified at Quarter 1 into financial year 2017/18.

Ø  The supplementary budgets set out in the report to the Cabinet. Details for these supplementary budgets are set out in the body of the report and have a net nil impact on the General Fund Working Balance:

·         Decrease the Corporate Improvement and Innovation Employees budget by £46k

·         Decrease use of the Technology reserve by £46k

·         Increase the Planning Supplies and Services budget by £100k

·         Increase use of the Management of Change reserve by £100k

A supplementary Capital budget in the Housing Revenue Account of £1.05m for the Affordable Housing Development Fund, as per paragraph 7.3 of the Cabinet report

9.2 CA/097/16 TREASURY MANAGEMENT OUTTURN AND PERFORMANCE INDICATORS 2015/16

Decision

The following was approved:

That Council accept the report on Treasury Management performance in 2015/16 and the Prudential Indicators for 2015/16 actuals

9.3 CA/099/16             OPTIONS FOR PROVISION OF ATHLETICS TRACK WITHIN THE BOROUGH

Decision

The following was approved:

A capital budget of £150k to progress more detailed design and planning works for the relocation of the athletics track from Jarman Park to Longdean School

The referrals from Cabinet on 26 July 2016 and 20 September 2016 were submitted.  It was moved by Councillor Williams, duly seconded and

Resolved

That the following be approved:

26 July 2016

7.1 CA/077/16 MEDIUM TERM FINANCIAL STRATEGY

Decision

That the following be approved:

1.    The revised Medium Term Financial Strategy for the period 2016/17 – 2020/21

2.    The financial projections within the 5-year Medium Term Financial Strategy

3.    A General Fund savings target of £1.33 million for the 2017/18 budget-setting process;

4.    A four-year General Fund savings target of £3.6 million for the duration of this Medium Term Financial Strategy;

5.    A review  of the Housing Revenue Account base budget and savings target be undertaken as part of the review of the HRA business plan and budget preparation cycle;

6.    The Corporate Director (Finance & Operations) working with the Council’s Corporate Management Team and Portfolio Holders to deliver options that will achieve the saving targets identified within the strategy;

7.    Authority be delegated to the S151 Officer, in consultation with the Budget Review Group, to consider Government’s proposed four-year Settlement, and, subject to further guidance emerging before October, to accept the offer if appropriate;

8.    The Financial Planning Framework to support the budget-setting process for 2017/18;

9.    The Corporate Director (Finance & Operations) be requested to revise the Medium Term Financial Strategy and re-present to Cabinet and Council for approval if material changes to forecasts are required following future Government announcements.

7.2 CA/079/16           AFFORDABLE HOUSING SUPPLEMENTARY PLANNING DOCUMENT: CLARIFICATION STATEMENT

Decision

That the following be approved:

(a)  Re-adopt the Affordable Housing Clarification Note as a material planning consideration in relevant planning decisions and for use in the preparation of future planning documents; and

(b)  That authority is delegated to the Assistant Director, Planning, Development and Regeneration to make any necessary minor editorial changes to the current Clarification Note, prior to its re-issue.

20 September 2016

9.1 CA/096/16             BUDGET MONITORING 2016/17 - QUARTER 1

Decision

That the following be approved:

Ø  The revised capital programme to move slippage identified at Quarter 1 into financial year 2017/18.

Ø  The supplementary budgets set out in the report to the Cabinet. Details for these supplementary budgets are set out in the body of the report and have a net nil impact on the General Fund Working Balance:

·         Decrease the Corporate Improvement and Innovation Employees budget by £46k

·         Decrease use of the Technology reserve by £46k

·         Increase the Planning Supplies and Services budget by £100k

·         Increase use of the Management of Change reserve by £100k

A supplementary Capital budget in the Housing Revenue Account of £1.05m for the Affordable Housing Development Fund, as per paragraph 7.3 of the Cabinet report

9.2 CA/097/16             TREASURY MANAGEMENT OUTTURN AND PERFORMANCE INDICATORS 2015/16

Decision

That the following be approved:

That Council accept the report on Treasury Management performance in 2015/16 and the Prudential Indicators for 2015/16 actuals

9.3 CA/099/16             OPTIONS FOR PROVISION OF ATHLETICS TRACK WITHIN THE BOROUGH

Decision

That the following be approved:

1.            That Council approve a capital  ...  view the full minutes text for item 21.

None

None.

None.

To consider any proposals for changes to committee membership

None.

None.

To consider any proposals for changes to committee dates

None.

None.