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Agenda and minutes

Venue: Committee Rooms A, B and C, Civic Offices, Elstree Way, Borehamwood

Contact: Jenny Smith 

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Items
No. Item

43.

Communications and Apologies

(a)       Communications (if any) relating to business on the agenda.

 

(b)          Apologies for absence.

 

Additional documents:

Minutes:

The Chair welcomed Members and Officers to the meeting and advised that, in accordance with normal procedure, the meeting was being webcast.

 

Apologies for absence were received from Councillor Quilty.

 

The Chair advised that he intended to change the order of business on the agenda to allow one of the Executive Members to attend another meeting.

 

44.

Declarations of Interest (If any)

Members are required to declare any disclosable pecuniary interests they or their spouse/partner have in any matter which is to be considered at this meeting.  Members must also declare any other pecuniary or non-pecuniary interests they have in any matter to be considered at this meeting. The responsibility for declaring an interest rests solely with the member concerned.

 

Members must clearly state to the meeting the existence and nature of any disclosable pecuniary interest, other pecuniary interest or non‑pecuniary interest and the agenda item(s) to which it/they apply.

 

Disclosable Pecuniary Interests are prescribed by the Relevant Authorities (Disclosable Pecuniary Interests) Regulations 2012 as follows;

 

Employment, office, trade, profession or vocation

Any employment, office, trade, profession or vocation carried on for profit or gain.

 

 

 

Sponsorship

Any payment or provision of any other financial benefit (other than from the relevant authority) made or provided within the relevant period in respect of any expenses incurred by a member in carrying out duties as a member, or towards your election expenses. This includes any payment or financial benefit from a trade union within the meaning of the Trade Union and Labour Relations (Consolidation) Act 1992.

 

 

Contracts

Any contract which is made between the relevant person (or a body in which the relevant person has a beneficial interest) and the relevant authority— (a) under which goods or services are to be provided or works are to be executed; and (b) which has not been fully discharged.

 

 

Land

Any beneficial interest in land which is within the area of the relevant authority.

 

 

Licences

Any licence (alone or jointly with others) to occupy land in the area of the relevant authority for a month or longer.

 

Corporate tenancies

Any tenancy where (to the member’s knowledge) - (a) the landlord is the relevant authority; and (b) the tenant is a body in which the relevant person has a beneficial interest.

 

 

Securities

Any beneficial interest in securities of a body where - (a) that body (to the member’s knowledge) has a place of business or land in the area of the relevant authority; and (b) either (i) the total nominal value of the securities exceeds £25,000 or one hundredth of the total issued share capital of that body; or
(ii) if the share capital of that body is of more than one class, the total nominal value of the shares of any one class in which the relevant person has a beneficial interest exceeds one hundredth of the total issued share capital of that class.

 

In cases of disclosable pecuniary interest, Members must withdraw from the meeting room while the matter is being considered.

 

Additional documents:

Minutes:

No Members had an interest to declare in any of the items of business on the agenda.

 

45.

Speeches by Non-Executive Members

Non-executive members attending the meeting are reminded that a non-executive member may speak for a maximum of three minutes on any item on the agenda, with a maximum of five members per item (no more than two from any one Group).

 

Additional documents:

Minutes:

The Chair advised that the usual arrangements for speeches by non‑Executive Members applied at this meeting.

 

46.

Minutes pdf icon PDF 174 KB

To confirm and sign the minutes of the meeting of the Executive held on 17 October 2018.

 

No discussion shall take place upon the minutes, except upon their accuracy.

 

Additional documents:

Minutes:

The minutes of the meeting of the Executive held on 17 October 2018 were approved and signed as a true record.

 

47.

Non-Key Decisions

Additional documents:

47.1

Boreham Wood Football Club pdf icon PDF 158 KB

To consider the leasehold arrangements for the Club and recommend to the Council any proposed discount to the market rent value determined in the context of loss of forgone income to the Council and the value of community benefits provided  by the club.

 

Additional documents:

Minutes:

Decision that:

 

1.     the existing leasehold interest be surrendered and a new 30-year lease at a proposed rent of £25,000 per annum prior to any applicable discount be approved;

 

2.     the Council be recommended to approve a level of discount to the market rent value cited in (1) above having considered loss of forgone income to the Council and the value of community benefits provided  by the Club;

 

3.     the inclusion of an additional clause in the new lease to protect the Council’s interest with regards to the future discounted rent in the event of any future sale, transfer or assignment by Boreham Wood Football Club of assets, as outlined in section 9 of the report, be noted; and

 

4.     the financial implications for the 30-year lease of applying a discount, as approved in the Individual Portfolio Holder decision dated 3 August 2018 (at Appendix 4) and in report paragraph 6.2, be noted.

 

Reasons for the Decision

 

The reason for resolution (1) above was to enable Borehamwood Football Club to enter into a new lease with the Council that would enable it to access grant funding from the Football Foundation which required a minimum unexpired lease term of 21 years, the remaining term of the current lease being 20 years.

 

Borehamwood Football Club had previously agreed and signed Heads of Terms on 18 April 2018 (Appendix 1 to the report refers) following the Executive’s approval of a new 25‑year lease. 

 

Borehamwood Football Club had since confirmed in their letter dated 9 October 2018 that a 25-year lease was not agreeable to the Club bearing in mind the funding cycles of the Football Foundation and their significant personal investment (report Appendix 2 in part II of the agenda refers).

 

Guidance from the Football Foundation (letter dated 25 October 2018 at Appendix 3 refers) was that, while a minimum residual term of 21 years was required, the Club should seek to secure tenure of their site for as long a period as possible, ideally for at least 30 years.

 

Hence, a new 30-year lease was granted, subject to Council approval of any discount, in order to facilitate the process for future funding bids over the next five-year cycle.

 

The terms of the lease, as agreed previously in May 2018, would also ensure that any discount granted by the Council as related to the value of community benefits provided by the Club was reviewed annually and referred back to the Executive in the event of any significant change.

 

The additional clause to be included, as set out in report paragraphs 3.4 and 9.3, would mitigate risk and protect the Council’s interest in relation to future discounted rent in the event of a sale by Borehamwood Football Club to a third party.

         

Alternative Options Considered and Rejected

 

The Council could have determined not to grant an earlier lease renewal and allow the lease to run its course.  The Council would have received a rent of £1,500 p.a. for the next 20 years based  ...  view the full minutes text for item 47.1

48.

Key Decisions

Additional documents:

48.1

Customer Relationship Management System (CRM) Replacement pdf icon PDF 229 KB

The Executive is asked to approve the commencement of the procurement process to replace the Council’s Customer Relationship Management (CRM) system.

 

Additional documents:

Minutes:

Decision that:

 

1.     the commencement of the procurement process to replace the Customer Relationship Management (CRM) system be approved; and

 

2.     it be noted that, following the evaluation of tenders, a further report will be brought to the Executive for approval of the funding requirement and contract award.

 

Reasons for the Decision

 

Customer Services was critical for the delivery of services provided to the Council’s customers with the Customer Services Strategy forming an integral part of the three streams of Hertsmere’s 2020 Vision: ‘an enterprising council’, ‘planning for the future’ and ‘supporting communities’.

 

It was clear that the existing CRM system did not support customer online interactions and would not be able to satisfy the more intensive digital aspirations that would achieve significant savings for the Council.  In order to terminate the contract with the existing supplier in October 2019, notice would need to be given to them by 1 July 2019.

 

The many benefits anticipated from replacing the CRM system included:  providing customers with a single user account to access a range of council services; ability to manage and track all customer enquiries, service requests and end-to-end transactions, regardless of whether the customer was transacting through a customer account; providing Street Scene Services with a module/system to create and manage cases regarding missed bins, fly tipping and bulky waste collections; easy to use, intuitive and user friendly; could be integrated seamlessly and simply with the Council website and back office systems; providing customer feedback, thereby ensuring customers were kept up-to-date with the status or progress of transactions they made with the Council; ability to be used across all access channels (telephone, face to face, email, website, mobile, social media and messaging services); clearly defined support and maintenance structure; clearly identified roadmap for future development; could be hosted in the cloud and was a fit-for-purpose and modern system on which the Council would be able to grow its front-end digital services.

 

Alternative Options Considered and Rejected

 

The decision could have been made to operate Customer Services without seeking to improve the customer experience through digital transformation. However, whilst this would undoubtedly save the cost of upgrading the CRM system, the opportunities would be lost to channel more traffic to the Council’s website, achieve efficiency gains from the shift to cheaper contact methods and enhance customer satisfaction.  This option was therefore not recommended as a sustainable way forward.

 

(Action:  Customer Services Operations Manager)

 

 

49.

Non-Key Decisions

Additional documents:

49.1

2020 Vision Performance Report for Quarter 2 2018/19 pdf icon PDF 201 KB

The Executive is asked to consider the Quarterly Quality Service Indicator Performance Report attached at Appendix A to the report and the Corporate Action Plan Projects Update Report at Appendix B.

 

Additional documents:

Minutes:

Decision that the Quarterly Quality Service Indicator Performance Report, attached at Appendix A to the report, and the Corporate Action Plan Projects Update Report, at Appendix B, be reviewed and noted.

 

Reasons for the Decision

 

Quarterly monitoring of performance indicators formed part of the Council’s Performance Management Strategy.  The statistics provided Members with an overview of the Council’s performance across the Quarter and were a means of capturing high level performance information across the organisation, of highlighting areas where performance was not matching targets and detailing the remedial action being taken to address the issues.

         

This report set out the Council’s performance over Quarter 2 (July to September 2018).  The Quality Service Indicators at Appendix A measured progress against the agreed 15 key performance targets which reflected the main services delivered by the Council.  Appendix B provided details of progress made against the Council’s Corporate Action Plan for the period up to the end of September 2018.

 

Alternative Options Considered and Rejected

 

The decision could have been made not to monitor performance at a corporate level and accordingly not provide this information to Councillors and members of the public.  However, as Members would lose the benefit of a rolling overview of the Council’s overall service performance, this option was not supported.

 

Key Points Arising from the Discussion

 

·       Red indicator HOU22 - A non-Executive Member pointed out that, although the target had been set in Quarter 1, the Council had been aware of the introduction of the Homelessness Reduction Act in April 2018.  Responding, the Housing Portfolio Holder clarified the process for issuing personal housing plans which would ideally be achieved within 10 days from the Council’s point of view.  However, in practise, the length of time taken was dictated by the information required to be obtained from people which meant that the timescale could be considerably longer.  She said that, in this regard, the target was likely to be unrealistic and would be reviewed shortly.  She added that, whilst the Council had been anticipating the new Act, its full impact on the housing department had not been known until its implementation.

 

·       The non-Executive Member also expressed concerns about planning indicators PLA33a to c (respectively, the percentage of ‘major’, ‘minor’ and ‘other’ applications determined within the relevant timescales) which had formerly been classed as ‘red’ in previous quarters.  The Community Safety and Performance Portfolio Holder explained the action taken by the cross-party Performance Panel in addressing these indicators.  In terms of staffing, the Chief Executive advised that three additional agency staff had been taken on to carry out site visits, accelerate the planning process and assist the Development Team Manager specifically.  He confirmed that an Interim Head of Planning would be in place between 21 November 2018 and 7 January 2019 when the new Head of Planning was due to join the Council.  The Chief Executive added that it was right and proper that the Performance Panel examined the figures in depth and he welcomed any challenges from Members which would  ...  view the full minutes text for item 49.1

50.

Date of Next Meeting

The next meeting of the Executive is scheduled to take place at 6pm on Wednesday, 19 December 2018 at the Civic Offices, Elstree Way, Borehamwood.

 

Additional documents:

Minutes:

Noted that the next meeting of the Executive was scheduled to be held on Wednesday, 19 December 2018 at 6.00pm.

 

51.

Exclusion of the Public

Recommendation that, under S100A(4) of the Local Government Act 1972, the 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 in Part I, Schedule 12A to the said Act:-

 

Part II Agenda Item                                Paragraphs in Schedule 12A

 

1.       KEY DECISIONS

 

1.1     None.

 

 

2.       NON-KEY DECISIONS

 

          2.1     Boreham Wood Football Club -              1, 2 & 3

                    Appendix 2 to Report EX/18/90 at

                    Part I Item 7.3

Additional documents:

Minutes:

RESOLVED that, under Section 100A(4) of the Local Government Act 1972, the 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 in Part I, Schedule 12A to the said Act:-

 

Part II Agenda Item                                  Paragraphs in Schedule 12A

 

1.       KEY DECISIONS

 

None.                              

 

2.       NON-KEY DECISIONS

 

2.1     Boreham Wood Football Club -                            1, 2 & 3

                    Appendix 2 to Report EX/18/90 at item 7.2                          

 

52.

Boreham Wood Football Club - Appendix 2 to Report EX/18/90 at Part I Item 7.3

Appendix 2 to Report EX/18/90 at item 7.2.

 

Minutes:

Decision that Appendix 2 to Report EX/18/90 at part I item 7.2 be noted prior to the decision at Minute 47.1 above.

 

Reasons for the Decision

 

As detailed in Minute 47.1 above.

 

Alternative Options Considered and Rejected

 

As detailed in Minute 47.1 above.

 

Key Points Arising from the Discussion

 

·       The Chairman advised that Appendix 2 to Report EX/18/90, comprising a letter dated 9 October 2018, was in part II of the agenda due to its sensitive content.

 

·       The Chief Executive reminded Members that the heads of terms for a new 25-year lease had been agreed earlier this year in April 2018.  He advised that Members were now being asked to approve a 30-year lease, the rationale for which was explained in the part I report, together with the report’s appendices.  He reported that the Opposition Group Leader had asked that it be formally recorded that he had not been involved in any negotiations between the Club and Council Officers, as suggested by some of the content of the letter at Appendix 2.