Agenda and minutes

Apologies were received from Councillor Chris Lloyd, for whom Councillor Elinor Gazzard attended as a substitute, Councillor Chris Mitchell and Councillor Stephen King

To confirm, as being a correct record, the minutes of the Policy & Resources Committee, held on 9 September 2024, and for them to be signed by the Chair.

RESOLVED: To confirm as being a correct record the minutes of the Policy & Resources Committee, held on 9 September 2024, and for them to be signed by the Chair.

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 advised the committee that he had accepted an item of urgent business, Leavesden Country Park – Entrance Widening – Additional Fees, as the item proposed additional works and spend from the original plans totalling approximately £45,000, which required committee authorisation to proceed.

To receive any declarations of interest.

There were no declarations of interest

This report shows the expected financial position over the three year medium term based on the Council’s actual financial performance at the end of period 6 (30 September 2024) set against the latest budget.

Recommendation

1. That the revenue budget virements as set out in appendices 1 to 3 be approved and incorporated into the three-year medium-term financial plan.
2. That the revenue budget supplementary estimates as set out in appendices 1 to 3 be approved and incorporated into the three-year medium-term financial plan.
3. That the revenue variances to be managed as set out in appendices 1 to 3 be noted.
4. That the capital variances as set out in appendices 1 to 3 be approved and incorporated into the three-year medium-term financial plan.

Alison Scott, Director of Finance, presented the report.

The committee noted that the timing of the report meant the staff pay award of 3.4 – 4% was not accounted for in the figures, but that the money required to meet the commitment was held in contingency funds.

In response to questions, officers confirmed that the changes in insurance costs reflected the costs previously being set for a five-year period. As the contract had since been retendered the costs had changed, but contingencies had been held to account for increases in the costs of insurance. The committee noted that works on Three Rivers House had been accounted for in the capital programme and were within budget.

RESOLVED:

To recommend to Council:

1. That the revenue budget virements as set out in appendices 1 to 3 be approved and incorporated into the three-year medium-term financial plan.
2. That the revenue budget supplementary estimates as set out in appendices 1 to 3 be approved and incorporated into the three-year medium-term financial plan.
3. That the revenue variances to be managed as set out in appendices 1 to 3 be noted.
4. That the capital variances as set out in appendices 1 to 3 be approved and incorporated into the three-year medium-term financial plan.

This report seeks Members’ approval of a revised Local Development Scheme (LDS) following the delay of the Regulation 19 consultation which was agreed by Members at the 17th October Local Plan Sub-Committee. The delay to the Regulation 19 consultation is as a result of the Government’s proposed reforms to the NPPF and proposed transitional arrangements and the subsequent need to undertake further evidence work. The committee report for the 17th October Local Plan Sub-Committee titled “Implications of NPPF Consultation and Transitional Arrangements on Local Plan Progress” can be seen at Appendix 1.

Recommendation

That the Policy & Resources Committee recommend to Full Council the Local Development Scheme as set out in Appendix 3.

Marko Kalik, Head of Planning Policy and Conservation, presented the report.

The committee discussed the delay to agreement of a new Local Plan, as recommended by the Local Plan Sub-Committee, and noted that a draft list of development sites was to be agreed by the Local Plan Sub-Committee. In his introduction, the Chair confirmed he had requested the Head of Planning Policy and Conservation whether opportunities could be taken to recover the delay. The committee discussed what opportunities there had been to take advantage of changes to the National Planning Policy Framework, the need to balance submitting a plan promptly but which was sound, the level of resource required within the planning policy team, the impact on the green belt, and the requirement to consider traveller sites within a Local Plan.

In response to questions, officers confirmed that the risk matrix for the Local Plan would be reviewed.

Councillor Oliver Cooper moved an amendment to the recommendations such that the Local Plan Regulation 19 consultation would open on 19 January 2025 and close on 25 February 2025, that the Council meeting of 25 February 2025 would be asked to approve the Local Plan for submission as soon as practicable following that meeting, for the evidence base to be updated during this time.

The Chair reminded the Committee of the advice given to the Local Plan Sub-Committee that moving forward to a similar timetable could risk the soundness of the local plan. Officers confirmed that the position of different Councils had to be considered on their own merits and why this course of action was necessary.

In order to progress to a decision, the amendment was seconded by Councillor Sarah Nelmes. The Chair confirmed with officers whether the matter could be put to the vote, given the potential risks relating to the soundness of the local plan if the amendment was agreed.

The Director of Finance confirmed that a further budgetary provision would need to be agreed by Council if the amendment was agreed; the Chair, having taken advice, confirmed that a vote could not be taken on a budget allocation at the meeting.

The amendment, as originally proposed, was then put to the vote and fell.

Prior to taking the vote on the substantive motion, the Chair confirmed the intention to work with officers to try to reduce the timescale for commencing the consultation and submitting the local plan and would be committing resources within the budget to secure its completion.

RESOLVED: That the Policy & Resources Committee recommend to Full Council the Local Development Scheme as set out in Appendix 3.

The New CCTV Policy replaces the Three Rivers District Council CCTV Codes of Practice 2021 and forms part of a wider CCTV review currently taking place at Three Rivers District Council. The review includes the purchase of new Community Safety Partnership CCTV cameras, this new policy and an agreement with Hertfordshire County Council to attach CCTV cameras to their street furniture.

The policy depicts Three Rivers District Council’s approach to both CCTV systems owned and operating in the district. The two systems, Three Rivers District Council CCTV system (TRDC CCTV) and Three Rivers Community Safety Partnership CCTV system (TRCSP CCTV), are monitored, maintained and operate separate from one another. The policy outlines the cameras positions, who is responsible for them and the legislation that they operate under.

Recommendation

       i.          That Policy and Resources to agree the adoption of the new CCTV policy 2024 – 2028 and recommend  to Council.

And

      ii.          The Committee agrees to give delegated Authority to Associate Director of Corporate, Customer and Community to authorise minor changes to the policy, such as terminology, clarification, or administrative corrections with no significant impact.

Rebecca Young, Head of Strategy and Partnerships, presented the report. She explained that this was the first such policy to be considered by the Council.

The committee discussed the budget for CCTV camera maintenance, noting that maintenance costs were met from revenue budgets, which were under review, whereas the costs for new cameras were funded from Community Infrastructure Levy funding.

The Head of Strategy and Partnerships agreed to provide a written response to a question from Councillor Oliver Cooper relating to operating models for CCTV monitoring and maintenance.

RESOLVED:

1. That Policy and Resources to agree the adoption of the new CCTV policy 2024 – 2028 and recommends it to Council.
2. The Committee agrees to give delegated Authority to Associate Director of Corporate, Customer and Community to authorise minor changes to the policy, such as terminology, clarification, or administrative corrections with no significant impact

The Anti-Social Behaviour (ASB) Policy expired in August 2024 and has therefore been updated and reviewed. The new draft policy is attached at Appendix A.

Recommendation

That Policy and Resources agree the revised Anti-social Behaviour Policy and recommend to Full Council.

Michelle Wright, Community Safety and Safeguarding Manager, presented the report.

The committee noted that the proposed policy was to replace the policy having expired in July 2024 and that it had not been subject to any legal challenges during its period in effect.

The committee discussed the community threshold trigger within the policy, noting it had not been triggered previously, and considered the arrangements in place to monitor the anti-social behaviour.

The committee discussed whether there had been an error in the updated policy not mentioning that housing providers would monitor antisocial behaviour. In discussion on inserting this into the policy, it was agreed that any proposals to change wording within the policy could be sent to officers following the meeting and for said wording, as appropriate, to be inserted into the policy prior to it being reported to Council for agreement.

RESOLVED: that Policy and Resources Committee agrees the revised Anti-social Behaviour Policy and recommends it to Full Council.

This report provides an overview of the draft service plans which detail our ambitions, priorities, targets and how each service area is working towards delivering the Councils’ objectives outlined in the Corporate Framework. Key Performance Indicators and Service Volumes are included within the service plan alongside a link to the strategic, operational and climate resilience risks.

Recommendation

For Policy and Resources Committee to comment on the attached service plans for 2025 – 2028. Final Service Plans will be agreed by Council alongside the budget.

Rebecca Young, Head of Strategy and Partnerships, presented the report. The Chair reminded members to focus their comments on the policy and resources area only.

The committee discussed the plans and associated key performance indicators, particularly the use of Three Rivers House, the number of conservation areas reviews and the presentation of Watersmeet Theatre in the plans.

RESOLVED:

1.     To comment on the attached service plans for 2025 – 2028. Final Service Plans will be agreed by Council alongside the budget.

2.     To note that the final service plans would be presented to Council for agreement alongside the budget in early 2025.

The Risk Management Strategy was last reviewed in March 2022 and is reviewed every two years. Policy & Resources Committee is asked to consider the latest revision of the Councils Risk Management Strategy before it is presented to the Council’s Policy and Resources Committee.

Recommendation

That Policy & Resources Committee recommend the adoption of the updated Risk Management Strategy to Full Council.

Phil King, Data Protection and Resilience Manager, presented the report.

In discussion of the risk register, officers confirmed that the register was reviewed quarterly and, where required, updated, with any financial implications reflected in the budget updates.

RESOLVED: That Policy and Resources Committee recommend the adoption of the updated Risk Management Strategy to Full Council.

This report details a request for £1,503,532. CIL funding but seeks to allocate a total of £1,245,332 for four infrastructure projects from the second application process (June to December) in 2024 to support growth in Three Rivers.

Recommendation

       i.          That Members approve CIL funding for the following schemes detailed in Table 1 of this report and summarised in the table below for 2024/2025:

      ii.          The final funding and implementation of the 4 agreed projects is delegated to the Director of Finance, in consultation with the Lead Members for Resources and Planning Policy and Infrastructure, to determine to enable the agreed projects to be progressed and implemented.

The Chair outlined the applications to the Committee. The committee noted that the Oxhey Jets FC application would be accompanied by an application for funding from The Football Foundation charity.

Councillor Stephen Cox moved an amendment to the recommendations such that an additional camera was to be provided for South Oxhey, thereby bringing the total cost of this allocation to £76,716. This was seconded by Councillor Stephen Giles-Medhurst and agreed by assent.

The committee discussed whether it was clear what the process was for bidding for small amounts of Community Infrastructure Levy funding, the amount of Community Infrastructure Levy that had been allocated to Oxhey Jets FC and what other grants the club had sought, matched funding of schemes including for a zebra crossing and the locations in which CCTV cameras would be deployed. The chair confirmed that if members were concerned about any rejected applications or the policy, this should be discussed with officers in the first instance.

RESOLVED: That Members agree the recommendations within the report, with the addition of a CCTV camera for South Oxhey in respect of the Three Rivers Community Safety Partnership application:

1. Sarratt Parish Council KGV pavilion – £200,000
2. Three Rivers Community Safety Partnership – £76,716
3. HCC Croxley Green Library – £10,500
4. Oxhey Jets Football Club – £966,000

To review the Policy & Resources Committee’s work programme.

This work programme contains items submitted by officers via the ModGov report management system for future submission to Policy & Resources Committee.

The Committee noted the work programme

The Chair accepted the item Leavesden Country Park – Entrance Widening – Additional Fees. The Chair confirmed he was accepting that this item be dealt with under the Council’s urgent procedure, allowing for group leaders, in conjunction with the Chief Executive, to allow the works to proceed if agreed by the Committee. It was highlighted that although the contractors were in place to undertake work, this would not proceed without the agreement of additional funding.

The committee discussed the budget for the works, the committed spend on the Section 106 budget, and whether Three Rivers District Council should seek higher up front full costs of works.

RESOLVED: To agree Option 1 to progress to complete the project at Leavesden Country Park, and in so doing to agree to increase the budget for this project by £45,197.01, utilising S106 funding from budget code 0193 – Reserve S106 Horsefield – Abbots Langley (Open Space), and for this to be resolved through use of the Council’s urgency procedure.

           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.)

A motion to exclude the press and public was not moved.