Agenda and minutes

To elect the Chair of Council for the Local Government Year 2023/2024 in accordance with the procedure agreed by Council on 8 March 1998 (Minute 229/88) and 19 April 1988 (Minute 398/88) and on the point’s scheme.

To receive the nomination for the Chair of Council

The Chair had agreed to take this item as urgent business as the report had been published late due to confirmation on the appointment being agreed.

Councillor Sarah Nelmes moved, seconded by Councillor Andrew Scarth, that Councillor Phil Williams be elected Chair of the Council.

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

RESOLVED:

Councillor Phil Williams be elected Chair of Council.

The Chair Elect to make the Declaration of Acceptance of Office and to acknowledge the honour conferred.

As the newly appointed Chair of Council was not present at the meeting they would sign their declaration outside the meeting.

The Chair announced to Council that item 8 (Health and Safety Statement) had been deferred to the July Council meeting.

The Chair also announced that they had agreed to change the order of business with the order now being item 4, then item 5 and then item 3.

To elect the Vice-Chair of Council for the Local Government Year 2023/2024

Councillor Sarah Nelmes moved, seconded by Councillor Stephen Giles-Medhurst, that Councillor Raj Khiroya be elected Vice-Chair of the Council.

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

RESOLVED:

Councillor Raj Khiroya be elected Vice-Chair of the Council.

The Vice-Chair Elect to make the Declaration of Acceptance of Office and to acknowledge the honour conferred.

Councillor Raj Khiroya made and signed the declaration of Acceptance of office.

COUNCILLOR RAJ KHIROYA – VICE CHAIR IN THE CHAIR

The retiring Chair to reply and to receive a Scroll from the new Chair thanking the retiring Chair for their Term of Office.  (Retiring Chair to take the Vice-Chair’s seat and to move to the main chamber area after their reply).

Councillor Keith Martin led the vote of thanks to the retiring Chair, Councillor Debbie Morris, who had done a tremendous job as the first citizen of the District and Chair of the Council meetings.  They thanked Councillor Morris on behalf of the residents, Members, businesses and not for profit organisations in Three Rivers.

Councillor Ciaran Reed also wished to thank Councillor Morris for the way they had Chaired the Council meetings and served in their civic capacity and how they had led the proclamation in the District with the change of monarchs.  The Councillor also wish to record their thanks for the service Councillor Morris had initiated for the Holocaust Memorial Day.

Councillors Stephen Cox, Chris Mitchell, Reena Ranger, Sarah Nelmes and Stephen Giles-Medhurst also wished to record their vote of thanks to Councillor Debbie Morris for their Chairing of the Council meetings and how they had undertaken their civic duties during the year.

Councillor Debbie Morris responded by thanking Members for their kind words and for the tremendous opportunity to be Chair of the Council.  They had been to many events in the community and had been Chair during a momentous year for the monarchy.  In June the Queen had celebrated their Platinum Jubilee with the Council holding a beacon lighting in the Rose Garden attended by hundreds of people.  Following this the Queen had sadly passed away and all the Mayors and Chairs were invited to the proclamation at County Hall for the new King, King Charles III.  Other events Councillor Morris had attended during the year included visiting community centres and attending community events, visiting schools, an art exhibition, cutting ribbons, judged competitions, learnt about the work of local charities and voluntary organisations. 

Councillor Morris had chaired all the meetings of Council during the year and wished to thank Sarah Haythorpe for the excellent briefing notes and to officers for their sound advice during the meetings.  Councillor Morris also wished to thank Andrew, the Councillors husband and Consort, who accompanied them on many of their engagements Mike Simpson for their support and assistance and who was instrumental in organising their diary and events.

Pets as Therapy was my chosen charity for the year and I have been able to raise over £5,000.

The Holocaust Memorial Day in January saw over 75 people attending and to see the day being remembered was one of my proudest moments.  I hope everyone who came to the Memorial Day will never forget it

Councillors Debbie Morris wished Councillor Williams and Khiroya best wishes for the year ahead.

Apologies for absence were received from Councillors Ian Morris, Roger Seabourne and Phil Williams.

The Returning Officer to report the results of the District Council Elections held in the District on 4 May 2023 and to confirm that all Councillors have signed the Declaration of Office.

Council noted the results of the District Council Elections held in the District on 4 May 2023 and the Proper Officer confirmed that all Councillors had signed their Declaration of Acceptance of Office.

A Member advised that the vote result for the Liberal Democrat Group should read 517 for the Chorleywood North and Sarratt District Election.

RESOLVED:

Noted the election results and that the Councillors had signed their Declaration of Acceptance of Office.

The Leader of the Council paid tribute to past Councillor Martin Trevett who had been a Councillor since 1979 but had stood down this year.  The Other Group Leaders and other Councillors also paid tribute to Councillors who had not stood for re-election in the recent election.

Deferred to the July Council meeting

This item of business had been deferred to the July Council meeting.

Council are asked to approve the following Policy and Resources Committee recommendations:

a)    CIL Governance Arrangements

i)              The draft CIL Governance arrangements as set out in Paragraph 5.3 to 6.2 of the Committee report

ii)             Final details on the implementation of the amended Governance arrangements are delegated to the DCES in consultation with the Lead Member with an anticipated commencement date of June 2023.

b)    Minute Writing Standard

That the Minute Writing Standards be agreed and the Constitution amended accordingly

c)    Budget Monitoring Report to 31 January 2023

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

A link to the reports from the Policy and Resources Committee on 13 March 2023 is provided here

A link to the minutes from the meeting is provided here

Councillor Stephen Giles-Medhurst moved, seconded by Councillor Sarah Nelmes, the recommendation as set out in:

a)    CIL Governance Arrangements

i)         The draft CIL Governance arrangements as set out in Paragraph 5.3 to 6.2 of the Committee report

On being put to Council the motion was declared CARRIED by the Vice-Chair in the Chair the voting being by general assent.

RESOLVED:

i)              The draft CIL Governance arrangements as set out in Paragraph 5.3 to 6.2 of the Committee report

Councillor Stephen Giles-Medhurst moved, seconded by Councillor Andrew Scarth the recommendation as set out below:

ii)         Final details on the implementation of the amended Governance arrangements are delegated to the DCES in consultation with the Lead Member with an anticipated commencement date of June 2023.

On being put to Council the motion was declared CARRIED by the Vice-Chair in the Chair the voting being by general assent.

RESOLVED:

Final details on the implementation of the amended Governance arrangements are delegated to the DCES in consultation with the Lead Member with an anticipated commencement date of June 2023.

Councillor Sarah Nelmes moved, seconded by Councillor Stephen Giles-Medhurst the recommendation as set out below:

b)    Minute Writing Standard

That the Minute Writing Standards be agreed and the Constitution amended accordingly

On being put to Council the motion was declared CARRIED by the Vice-Chair in the Chair the voting being by general assent.

                        RESOLVED:

Agreed the Minute Writing Standards and for the Constitution to be amended accordingly

Councillor Keith Martin moved, seconded by Councillor Sarah Nelmes the recommendation as set out below:

c)    Budget Monitoring Report to 31 January 2023

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

On being put to Council the motion was declared CARRIED by the Vice-Chair in the Chair the voting being 25 For, 0 Against and 11 Abstentions.

RESOLVED:

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

To confirm as a correct record the minutes of the meeting of Council held on 21 February 2023

The minutes of the meeting of the Council held on 21 February 2023 were confirmed as a correct record and were signed by the Vice-Chair in the Chair.

As the newly elected Chair of Council was not present at the meeting the Chair’s announcements would be made at the July Council meeting.

Vice-Chair in the Chair advised that this report was late in being published due to the finalisation of the details – urgency under Section 100B(4) of the Local Government Act 1972.  The Vice-Chair in the Chair had agreed the report as urgent business so that Council can appoint the Leader and Lead Members with the new portfolio details and the delegation and structure changes can be agreed

The Chief Executive advised that the purpose of the report was to:

·         To agree a new committee structure

·         To agree new lead members

·         Agree changes to member and officer delegations.

There would be no changes to actual delegations the changes were around the deletion of a post from the establishment.   The report also requested that the Leader be able to delegate to the Deputy Leader.

Councillor Sarah Nelmes moved, seconded by Councillor Stephen Giles-Medhurst the recommendations in the report.

On being put to Council the motion was declared CARRIED by the Vice-Chair in the Chair the voting being by general assent.

RESOLVED:

1                 That the new Committee structure reference in 3.1 is agreed.

2                 That the new Lead Members detailed reference in 3.2 is agreed.

3                 The Leader maybe delegate to the Deputy Leader

4                 That in the event that an established post becomes vacant the constitutional delegations can be untaken or reassigned by the Head of Paid Service.

5                 That the Constitution is updated to reflect the delegations currently to the Director of Community and Environmental Services as shown in paragraph 2.9 and to include any delegations to existing Heads of Service.

Councillor Stephen Giles-Medhurst moved, duly seconded by Councillor Chris Lloyd the appointment of Councillor Sarah Nelmes as Leader of the Council.

On being put to the Council the motion was declared CARRIED by the Vice-Chair in the Chair the voting being 25 For, 0 Against and 11 Abstentions.

RESOLVED:

Councillor Sarah Nelmes appointed Leader of the Council.

Councillor Sarah Nelmes moved, duly seconded by Councillor Chris Lloyd the appointment of Councillor Stephen Giles-Medhurst as Deputy Leader of the Council.

On being put to the Council the motion was declared CARRIED by the Vice-Chair in Chair the voting being by general assent.

RESOLVED:

Councillor Stephen Giles-Medhurst appointed Deputy Leader of the Council.

To appoint the Lead Members for:

Resources and Shared Services (Policy and Resources)

Transport and 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, Climate Change and Sustainability (Leisure, Environment and Community)

Community Safety and Partnerships (Leisure, Environment and Community)

The Chair of the two Service Committees will be split between the three Lead Members who will preside over the meetings of the Service Committees with the other two acting as the 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 15a)

Councillor Sarah Nelmes moved, seconded by Councillor Stephen Giles-Medhurst the appointment of the Lead Members reflecting the changes to the titles of the Lead Members agreed earlier in the meeting.

On being put to the Council the motion was declared CARRIED by the Vice-Chair in the Chair the voting being by general assent.

RESOLVED:

Appointed the Lead Members for:-

Resources (Policy and Resources) – Cllr Keith Martin

Economic Development and Planning Policy (General Public Services and Economic Development) – Cllr Stephen Giles-Medhurst

(Public Services) (General Public Services and Economic Development) – Cllr Paul Rainbow

Housing, Public Health and Wellbeing (General Public Services and Economic Development) – Cllr Andrew Scarth

Leisure (Climate Change, Leisure and Community) – Cllr Chris Lloyd

Sustainability and Climate (Climate Change, Leisure and Community) – Cllr Jon Tankard

Community Partnerships (Climate Change, Leisure and Community) – Cllr Steve Drury

The Chair 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 the Vice-Chair when not in the Chair.

In accordance with the Council Constitution these Members are appointed to the Policy and Resources Committee.

The Chair had agreed to take this item as urgent business so that the Committees can be appointed to for the local government year 2022/23 and agree details on how meetings are held.  The details had been agreed with the Group Leaders.

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, Deputy Leader of the Council and the 7 Lead Members as appointed in Items 15, 16 and 17 above.

On being put to Council the motion was declared CARRIED by the Vice-Chair in the Chair the voting being by general assent.

RESOLVED:

Appointed 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 15, 16 and 17 above.

Liberal Democrat Members:

Councillors Sarah Nelmes (Chair of the Committee)

Resources (Policy and Resources) – Cllr Keith Martin

Economic Development and Planning Policy (General Public Services and Economic Development) – Cllr Stephen Giles-Medhurst

(Public Services) (General Public Services and Economic Development) – Cllr Paul Rainbow

Housing, Public Health and Wellbeing (General Public Services and Economic Development) – Cllr Andrew Scarth

Leisure (Climate Change, Leisure and Community) – Cllr Chris Lloyd

Sustainability and Climate (Climate Change, Leisure and Community) – Cllr Jon Tankard

Community Partnerships (Climate Change, Leisure and Community) – Cllr Steve Drury

Conservative Group Members:

Councillors Oliver Cooper, Philip Hearn, Abbas Merali

Labour Group Member:

Councillor Stephen Cox

Green Group Member:

Councillor Chris Mitchell

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

Councillor Sarah Nelmes moved, seconded by Councillor Stephen Giles-Medhurst the appointment of Members as detailed on the spreadsheet with the following amendments:

Councillor Roger Seabourne be replaced with Councillor Jonathon Solomons on the Audit Committee

Councillor Oliver Cooper spoke on the allocation of seats and although they were delighted to see some changes to the allocations on planning and audit they had questioned the percentages allocated for the seats on the committees and the legality of the proportionality which had been provided to Council.  It was vital that the details were correct.

The Monitoring Officer responded that the details provided on proportionality were not illegal or unlawful and were in accordance with provisions contained in section 15(4) of the Local Government and Housing Act 1989

On the motion being put to Council the Vice-Chair in the Chair declared the motion CARRIED the voting being 25 For, 11 Against and 0 Abstentions.

RESOLVED:

Planning Committee - 11 Members

Liberal Democrats – 6 Members

Councillors Sara Bedford, Steve Drury, Matthew Bedford, Ruth Clark, Chris Lloyd, Khalid Hussain

Conservative Group – 4 Members

Councillors Philip Hearn, Debbie Morris, Ian Morris, David Raw

Labour Group – 1 Member

Councillor Stephen King

Regulatory Committee – 11 Members

Liberal Democrats – 6 Members

Councillors  ...  view the full minutes text for item CL16/23

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

Committee                                         Chair                           Vice Chair     

                                                                        Councillor                    Councillor

Planning                                              Sara Bedford              Steve Drury

Licensing                                             Roger Seabourne       Tony Humphreys

Regulatory Services                           Roger Seabourne       Tony Humphreys

Audit                                                    Tony Humphreys        Ruth Clark

Council Tax Setting Committee         Sarah Nelmes            Stephen Giles-

Medhurst

On being put to the Council the motion was declared CARRIED by the Vice-Chair in the Chair the voting being by general assent.

RESOLVED:

That the appointment of the Chair’s and Vice Chair’s of the Planning, Regulatory Services, Licensing, Audit and Council Tax Setting Committees be agreed.

a)    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).  This Panel will also consider any necessary report by Investigatory and Disciplinary Committee.  See item 21 below

Membership

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

A)   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). 

This Panel will also consider any necessary report by Investigatory and Disciplinary Committee.  See item CL24/22 below.

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

On being put to Council the motion was declared CARRIED by the Vice-Chair in the Chair the voting being by general assent.

RESOLVED:-

That the membership of the Panel be agreed and noted.

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.

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.

On being put to the Council the motion was declared CARRIED by the Vice-Chair in the Chair the voting being by general assent.

RESOLVED:

That the Appointments Committee be reconstituted for the Local GovernmentYear 2023/24 with Member appointments to be governed by the proportionality rules with the names of the Councillors to be notified to the Chief Executive before each meeting.

Liberal Democrats – 4 Members

Conservative Group – 2 Members

Labour Group – 1 Member

To establish an Appeals Committee to hear any necessary Appeals in relation to Senior Staff Members should a dispute arise under the Terms of a JNC contract.  To appoint 5 Members to serve thereon.  The Committee is subject to the Rules governing proportionality.

To establish an Appeals Committee to hear any necessary Appeals in relation to Senior Staff Members should a dispute arise under the Terms of a JNC contract.  To appoint 5 Members to serve thereon. The Committee is subject to the Rules governing proportionality.

On being put to the Council the motion was declared CARRIED by the Vice-Chair in the Chair the voting being by general assent.

RESOLVED:

Established the Appeals Committee to hear any necessary Appeals in relation to Senior Staff Members should a dispute arise under the Terms of a JNC contract.  Appointed 5 members to serve thereon as follows:

Liberal Democrats – 3 Members (names to be notified to the Chief Executive prior to the meeting)

Conservative Group – 1 Member (name to be notified to the Chief Executive prior to the meeting)

Labour Group – 1 Member (name to be notified to the Chief Executive prior to the meeting)

To establish an Investigatory and Disciplinary Committee to consider any report or complaint in relation to Senior Staff Members appointed under the terms of a JNC contract.  To appoint 5 Members to serve thereon.  The Committee is subject to the Rules governing JNC proportionality.

To establish an Investigatory and Disciplinary Committee to consider any report or complaint in relation to Senior Staff Members appointed under the terms of a JNC contract.  To appoint 5 Members to serve thereon. The Committee is subject to the Rules governing proportionality.

On being put to the Council the motion was declared CARRIED by the Vice-Chair in the Chair the voting being by general assent.

RESOLVED:

Established the Investigatory and Disciplinary Committee to consider any report or complaint in relation to Senior Staff Members appointed under the terms of a JNC contract.  Appointed 5 members to serve thereon as follows:

Liberal Democrats – 3 Members (the names to be notified to the Chief Executive prior to the meeting)

Conservative Group – 1 Member (the name to be notified to the Chief Executive prior to the meeting)

Labour Group – 1 Member (the name to be notified to the Chief Executive prior to the meeting)

              The following appointments were agreed by general assent by Council

              Three Rivers Community Safety Partnership Board

              Councillor Steve Drury be appointed.

              Local Strategic Partnership Board

              Councillors Sarah Nelmes and Steve Drury be appointed.

              Community Safety Board (Police and Crime Commissioner) (*)

              Councillor Steve Drury be appointed.

              Environmental Forum Chair

              Councillor Jon Tankard be appointed

Environmental Forum Vice-Chair

Councillor Chris Lloyd be appointed.

              Environmental Forum

Liberal Democrat 5 – Councillors Jon Tankard, Chris Lloyd, Raj Khiroya, Kevin Raeburn, Phil Williams

              Conservative Group 3 – Reena Ranger OBE, Ian Morris, Abbas Merali

              Labour Group – 1 - Councillor Stephen King

              Green Party – 1 – Narinder Sian

              Seniors Forum

              Open to all Members to attend

              Youth Council – 3 (one Member from each Group)

              Liberal Democrat: Councillor Jon Tankard

              Conservative Group: Councillor Ciaran Reed

              Labour Group: Councillor Stephen Cox

              Green Group: Councillor Narinder Sian

              Internal Complaints Panel – 5

              Liberal Democrats 4: Reserve Position

              Conservative Group 1: Reserve Position

              Labour Group 1: Reserve Position

              Green Group: 1: Reserve Position

              Staff Employer Forum - 5

Liberal Democrats 4: Councillors (names to be notified to the Chief Executive prior to the meeting)

Conservative Group 1: (name to be notified to the Chief Executive prior to the meeting)

Labour Group 1: (name to be notified to the Chief Executive prior to the meeting)

Green Group 1: (name to be notified to the Chief Executive prior to the meeting)

South Oxhey Community Board (run/organised by Countryside/Home Group) – 

              Liberal Democrats 1: Councillor Andrew Scarth

              Conservative 1:  Councillor Rue Grewal

              Labour 1:  Councillor Joan King

              Shareholder and Commercial Ventures Board

Liberal Democrats 3: Councillors Stephen Giles-Medhurst, Keith Martin and Sarah Nelmes

              Conservative 1: Councillor Abbas Merali

              Labour 1: Councillor Stephen Cox

              RESOLVED:

              That the appointments to the Other Council bodies be agreed.

Divisions took place where the number of nominations exceeded the number of vacancies, these cases being indicated by an asterisk as set out below:

RESOLVED:

Area Forum                           Chair                           Vice-Chair

Chorleywood and Sarratt        Raj Khiroya                 Phil Williams(*)

Rickmansworth                       Sarah Nelmes(*)         Tony Humphreys

Croxley Green                        Steve Drury(*)            Paul Rainbow

Watford Rural (*)                     Andrew Scarth(*)        Anne Winter(*)

The voting for the nominations being 19 For the Liberal Democrat Nominations, 16 Against and 1 Abstention.

The following nominations for Chair and Vice Chair did not exceed the number of vacancies and were agreed by general assent by Council

Abbots Langley                      Jon Tankard                 Stephen Giles-

Medhurst

RESOLVED:

That the appointments to the Chair and Vice Chair of the Local Forums for 2023/24 be agreed.

RESOLVED:

That the Council representatives to the Outside Bodies be as set out below for 2023/24:

RESOLVED:

That the appointments to the Outside Bodies for 2023/24 be agreed.

RESOLVED:

That Councillor Keith Martin be appointed the Member Champion for 2023/24.

RESOLVED:

That Councillor Jon Tankard be appointed the Young Persons’ Champion for 2023/24

RESOLVED:

That Councillor Sarah Nelmes be appointed the Member Training Champion for 2023/24.

To reconstitute the above Panel to review Members’ allowances.  By statue, all appointments must be external to the Council.  It is recommended that the Chief Executive makes the appointments.

RESOLVED:

Agreed by general assent to reconstitute the above Panel to review Members’ allowances.  By statute, all appointments must be external to the Council and agreed that the Chief Executive makes the appointments.