Agenda and minutes

No apologies for absence were received.  Councillor Steve Drury was slightly late joining the meeting.

To confirm as a correct record the Minutes of the Policy and Resources Committee meeting held on 25 January 2021.

The Minutes of the Policy and Resources Committee meeting held on 25 January 2021 were confirmed as a correct record and would be signed by the Chair when it was possible to do so.

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 Chair to rule on the admission of such items.

The Chair ruled that the following items of business had not been circulated the required 5 working days before the meeting but were of sufficient urgency to be taken at the meeting for the following reason:

Item 9 - Corporate Framework Action Plan and Finance Service Plan

To ensure that the Council could apply the action plan and service plan.

To receive any declarations of interest.

Councillor Alex Hayward declared a pecuniary interest in the Part II item on the Local Plan sub-committee recommendations and would leave the virtual meeting during the consideration of this report.

The Local Government Association (LGA) has developed a Model Councillor Code of Conduct 2020, in association with key partners and after extensive consultation with the sector. This is part of its work on supporting all tiers of local government to continue to aspire to high standards of leadership and performance. It is a template for Councils to adopt in whole and/or with local amendments. All Councils are required to have a local Councillor Code of Conduct. It is not mandatory for all Councils to have the same code.

The Deputy Monitoring Officer presented the report to the Committee.  The Local Government Association (LGA) had developed a Model Councillor Code of Conduct 2020, in association with key partners and after extensive consultation with the sector.  This was part of its work on supporting all tiers of local government to continue to aspire to high standards of leadership and performance. It was a template for Councils to adopt in whole and/or with local amendments. All Councils are required to have a local Councillor Code of Conduct. It was not mandatory for all Councils to have the same code.

Training had been booked for all Members, Officers and Parish Councils in respect of the Code but there had not been full take up.  It was important that Members attended one of the three training sessions.  The training was being presented by Paul Hoey who was the LGA chief consultant drafting the new code. 

Councillor Chris Lloyd moved, seconded by Councillor Sarah Nelmes, that the code be recommended to Council and that the limit for registering gifts and hospitality remain unchanged at £25.

A Member requested that the Members that had not responded with a date to attend the training be reminded of the dates.

A Member asked if it would be good practise to include examples of bullying and harassment for both Members and Officers.  The Chair advised that clarification could be given at the training.

On being put to the Committee the motion was declared CARRIED by the Chair the voting being by general assent.

RECOMMEND:

1.         That the Council adopts the Local Government Association Model Councillor Code of Conduct 2020 with effect from the Annual meeting in May 2021.

2.         Recommends to Council to agree that the limit for registering gifts and hospitality remain unchanged at £25.

3.         That all Members attend one of the 3 training sessions on the model LGA Councillor Code which Officers are proposing is essential training for all Members prior to adoption of the code.

4.         That additional training be arranged after the 2021 elections on the model Councillor Code for any new Councillors and that they be required to attend.

The Government is undertaking a consultation on proposed changes to the National Planning Policy Framework (NPPF) and the National Model Design Guide. This is a technical consultation seeking views on:

•           Proposed changes to the NPPF based on the recommendations of the Building Better Building Beautiful Commission

•           Proposed changes to the NPPF to strengthen environmental policies, including those arising from the government’s review of flood risk with Defra

•           Proposed minor changes to the NPPF to clarify policy in order to address legal issues

•           Proposed changes to remove or amend out of date material

•           A proposed update to reflect a recent change made in a Written Ministerial Statement about retaining and explaining statues

•           Clarification on the use of Article 4 Directions

•           The new National Model Design Code

This report provides a summary of the proposed changes and seeks Members’ views on the draft response set out in Appendix 1.

The Senior Planning Officer said the report provided a summary of the Government’s National Planning Policy Framework (NPPF) and National Model Design Code with the Council’s proposed draft response. 

Following the Government’s Planning for the Future White Paper the Building Better Beautiful Commission was set up to champion beauty in the built environment.  The Commission made a number of recommendations that had resulted in the proposed amendments to the NPPF.  There was now more onus on good design and beauty. The National Planning Model Design Code was proposed to be used to guide decisions on planning applications until local codes can be prepared.  The expectation was that development that was not well designed should be refused and significant weight given to local design policies and Government guidance.  There was also more focus on the importance of infrastructure provision and increased support for encouraging walking and cycling and for any new streets to be tree lined. 

In addition to the response to the Building Better Buildings Beautiful Commission was the proposed changes to the NPPF and to consider statements of national policy in the plan making, such as written ministerial statements. There were also some clarifications in relation to Article 4 Directions and some amendments stressing the importance of access to high quality open spaces for health and wellbeing. 

There was also some changes to flood risk in response to the Governments joint review with DEFRA of planning policy for flood risk. This included clarification that the policy applies to all flood risk sources and not just fluvial flooding and that local plans should manage flood risk by using opportunities from new development to reduce the causes and impacts of flooding. 

In addition, there was amendments supporting the improvements of biodiversity in and around other developments if measurable net gains can be secured. This could potentially look beyond site boundaries to try and achieve a net gain in biodiversity.  The National Model Design Code would be a toolkit to provide guidance to help LAs in producing local design guides and set a baseline standard with an emphasis on the importance of identifying area type (character areas).  Appearance will become a key factor in what was considered good design.  The deadline for the consultation response was 27 March and Officers would be happy to receive any comments on the proposed draft response by close of business on Friday 19 March.

A Member asked if the good points raised within the consultation could be included in our local plan. The Senior Planning Officer advised that it would not be included into our local plan at this stage but potentially if the Government do update national policy following the consultation it may be possible at a later stage in the local plan process, for instance in the Regulation 19 consultation, to include these points.

The Lead Member for Infrastructure and Planning Policy had some minor points to make but would email them to the Senior Planning Officer.  The Councillor felt it was a good  ...  view the full minutes text for item 97.

Three Rivers District Council heard the climate change motion on Tuesday 21 May 2019 at Council, which was put forward by the Leader, Cllr Sara Bedford and Councillors: Stephen Giles-Medhurst, Chris Lloyd, Alex Michaels, Sarah Nelmes, Andrew Scarth and Dominic Sokalski.

The motion asked for the details of the strategy to be brought for consideration by the Council. It requested the Council to work with partners in the public and private sectors and engage with residents and businesses to gain their input and support when developing the strategy.

The motion commits the Council to use all practical means to reduce the impact of council services on the environment and use planning regulations and the Local Plan to cut carbon emissions. It also calls for help from the Government to provide the support and resources needed to progress the action plan.

A draft Climate Change Strategy was presented to the LEC Committee on 7th October 2020 which was recommended by the Committee for public consultation. The Consultation was formally completed on 30 November 2020.

This report presents the revised Climate Emergency and Sustainability Strategy, (attached at Appendix A) which includes new ambitions in relation to climate change and sustainability, our achievements so far, and how we can lead, enable and engage individuals and businesses to adopt pro-environmental behaviours to reduce their environmental impacts. The associated action plan will be developed and used by officers to deliver the strategy once agreed.

The Acting Head of Community Partnerships presented the Climate Emergency and Sustainability Strategy 2021-2026 to the Committee.  The consultation had provided a great insight into the emergency of the strategy and what we can do to achieve our objectives for Three Rivers.  

A presentation was provided to the Committee which would be published as an appendix to the minutes.  The presentation highlighted the suggested changes to be made to the strategy as a result of the consultation. 

A Member asked questions on a procedural matter on why the policy was coming to P&R Committee first and not the Leisure Committee then to P&R Committee to adopt.  The Principal Committee Manager advised that it was only the Policy and Resources Committee who could agree any new policy or strategy and the procedure was that it always had to come to this Committee first before going to the relevant Service Committee.  Once the strategy was adopted all the details/action plan could then be presented to the Leisure Committee and would not need to come back to this Committee.  It was only because it was a new Policy/Strategy that it was coming to this Committee. 

The Lead Member for Environmental Services and Sustainability thanked Joanna Hewitson, Elen Roberts and Ellie Nathan for all their hard work on the strategy and for getting the strategy prepared so quickly which had been a very hard task and they should all be commended.  This was endorsed by all the Committee Members. 

A Member made the following comments:

•           Could the strategy include a review to re-wild verges on Three Rivers land which could be immediately actioned and could set a tangible target to achieve? 

•           To introduce no idling zones outside schools as they believed the Lead Member was looking into this which could then be enforced by the parking enforcement team.

•           Put in a presumption that front driveways should not be 100% hardstanding although appreciated this would not be appropriate in all circumstances.

•           Proactively remedy water logging which was happening on our own land with some areas waterlogged and referred to Rickmansworth Golf Course.

•           A motion was passed at full Council regarding the planting of trees but was not included in the strategy.

•           Could the new tree strategy coming forward be included?

•           Can we include planning conditions to ensure we have hedgehog friendly boundary treatments?

•           Alternative methods of travel - we don’t always have a genuine choice of transport modes in Three Rivers and we need to look at our parking standards to ensure that all dwellings have their own electric charging point.

•           Look at sustainably and generating our own energy from our land.

The Councillor agreed to forward all the points to the Lead Member.

The Climate Change Officer responded:

·                A review to re-wild our verges was happening at the moment with a biodiversity audit coming up in early summer, an opportunities audit and apilot project covering a number of areas this spring.

·                No  ...  view the full minutes text for item 98.

This report is presented to Members providing details on the possible implementation of a Greater London Boundary Charge, based on the current information being reported.

The Chair advised that the report recommendation suggested that we considers if we wish to support the residents of the District by writing to the Mayor of London, and express it’s’ concern with regards to the implementation of the Greater London Boundary Charge with the drafting of the letter to be delegated to the Chief Executive, in consultation with the Leader of the Council.

The Chair proposed an amendment to the recommendation that the letter include concern regarding other transport changes suggested which would be to the detriment of many of our residents.  The Chair was really concerned that every time a resident needed to cross the boundary into London they would need to pay a charge when there is no public transport to enable residents to get there. 

A Member had serious concerns on how this would impact on residents and the impact of a daily charge for many residents who need to cross the border into London.  It would mean gridlock and congestion in Three Rivers.

A Member said the boundary charge was not being implemented or proposed at this time it was just a suggestion.  The met line extension to Croxley would have assisted our residents but was pulled by the Mayor of London.  The introduction of any such charge would be to the detriment of our residents getting into and out of London.  A reduction of bus services outside of greater London was also being considered which would also penalise our residents.

Both Councillors Stephen Giles-Medhurst and Alex Hayward support the Chair’s motion and amendment.

A Member wished to state that the boundary charge would be required to be paid daily not every time the boundary was crossed.

A Councillor outside the Committee said residents in Moor Park and Eastbury had received a letter from the Mayor about the proposed boundary charge stating it was only being investigated. Every car owning resident in Moor Park and Eastbury had major concerns and how it would impact on their daily lives.  Five roads in the District were partly located in Hillingdon and partly in Three Rivers and one road’s boundary was in the middle of the road. 

The motion on being put to the Committee with the amendment was declared carried the voting being by general assent.

RESOLVED:

1.         Wish to support the residents of the District by writing to the Mayor of London, and express it’s’ concern with regards to the implementation of the Greater London Boundary Charge and to include concern regarding other transport changes suggested which would be to the detriment of many of our residents; and

2.         The drafting of the letter be delegated to the Chief Executive, in consultation with the Leader of the Council

To receive the Corporate Framework and the following final service plans for recommendation to Council:

Legal

Committee

Elections

Finance

Corporate Services

Customer Service Centre

Revenue and Benefits

Property Services

Economic Development and Sustainability (only with regard to the Local Plan)

The Acting Head of Community Partnerships presented the Corporate Action Plan to the Committee.  It was noted that the Corporate Framework for 2020-2023 had been agreed in 2020 but this report was presented every year to agree the action plan and adopt the objectives for the year.  The action plan highlights the key actions and projects over the next year to be achieved and the overarching objectives which are included in service plans.  Two small changes were proposed to the objectives to take out third objective under Housing and Thriving communities as the project was completed and on the second page key action reordering request on the priorities.

The Committee noted that all the draft service plans had been presented at the December meeting and had just been updated with all the budget details after the Council meeting on 23/2. 

It was noted that Councillor Stephen Giles-Medhurst had left the meeting and was not able to vote on the recommendation.

The motion on being put to the Committee to approve the Corporate Framework action plan and the service plans with the amendments to the action plan was agreed by general assent by the Members in the virtual meeting room.

RECOMMEND:

The Committee approves the current Corporate Framework Action Plan and objectives for the next two years with the amendments, attached as Appendix 1 and recommends to Council.

Councillor Stephen Giles-Medhurst re-joined the meeting.

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 Committee’s 2020 - 2024 medium-term revenue financial plan. The report shows the Council’s overall consolidated medium term financial plan for both revenue and capital.

The 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 Committee’s 2020 - 2024 medium-term revenue financial plan. The report shows the Council’s overall consolidated medium term financial plan for both revenue and capital.

Councillor Matthew Bedford moved, duly seconded, the recommendation in the report.

On being put to the Committee the motion was declared carried by the chair the voting being 9 for, 0 against and 4 abstentions.

RECOMMEND:

That the revenue and capital budget variations as shown in the table at paragraph 6.1 be approved and incorporated into the three-year medium-term financial plan.

To receive the Committee’s work programme.

The Committee received their work programme.  A Member asked if the timeframe for the tree and landscaping strategy be included in the work programme.  The Committee Team would ensure this was included.

RESOLVED

That the work programme be noted.

           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 of business on the grounds that it involves the likely disclosure of exempt information as defined under paragraph X 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.)

The Chair moved, duly seconded, the following motion:

“that under Section 100A of the Local Government Act 1972 the press and public be excluded from the meeting for the following items of business on the grounds that it involves the likely disclosure of exempt information as defined under paragraph (3) 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.”

The Committee agreed the motion by general assent.

To receive a report.

The Committee received a report.

On being put to the Committee the Chair declared the recommendation CARRIED having been agreed by general assent.

RESOLVED:

That public access to the report and decision be denied until 15 March 2021.

To receive a report

Councillor Alex Hayward left the meeting.

The Committee received a report.

On being put to the Committee the Chair declared the recommendations CARRIED having been agreed unanimously by the 12 Members present at the meeting.

RESOLVED:

That public access to the report be denied until the Council Agenda publication.

That public access to the decision be denied until the Council Agenda publication.