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Agenda and minutes

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

Contact: Ms Rehill, Democratic Services 

Items
No. Item

545.

Membership

Substitutes are not permitted to this Committee, unless a Member of the Committee has been unable to attend meetings for a period of three months or longer.

Minutes:

No substitutions are permitted on the Committee.

546.

Communications and apologies

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

 

(b) Apologies for absence.

Minutes:

Apologies for absence received from Councillor Dobin.

 

The Committee agreed to take agenda item 7 after item 10 to enable the report author to attend another meeting.

547.

Declarations of interests (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:

 

a.     Employment, office, trade, profession or vocation

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

 

b.     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.

 

c.     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.

 

d.     Land

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

 

e.     Licences

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

 

f.      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.

 

g.     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.

Minutes:

There were none.

548.

Minutes of the previous meeting pdf icon PDF 47 KB

To confirm and sign the minutes of the meeting held on 17 December 2013.

 

In accordance with the Constitution no discussion shall take place upon the minutes, except upon their accuracy.

Minutes:

RESOLVED that the minutes of the meeting held on 17 December 2013 be approved and signed as a correct record.

549.

Financial Monitoring (regular item) pdf icon PDF 95 KB

 To consider the ATTACHED update.

Minutes:

The Head of Finance was in attendance for this item.

 

The report was presented and a number of points discussed, including:

-        councillors were aware that Barnet Council were being taken to court for using car parking income as General Fund monies. Officers stated that Hertsmere was commencing on a major maintenance programme for car parks.

-        job interviews were underway for the vacancies in Legal Services. One candidate had been appointed.

 

RESOLVED that the report be noted.

550.

Telephone lines contract specification

To receive a VERBAL report and give input before the contract is let in 2015.

Minutes:

The Head of Finance was in attendance for this item.

 

The Committee was advised this was the next key project for IS Services. It was hoped that rationalising the line rental, broadband support etc would create about £200k in savings over 5 years. Officers would first see what options were available in the market and then do soft testing prior to writing the specification. Officers would do whole-life costing on the options as they needed to take into account any ongoing maintenance and support costs. Camden Council’s IT services was providing support on this project. Officers were looking at MS Link and non-phone based options, as well as Citrix etc for homeworking.

 

The Committee requested information on the costs of the current system.

Action by: Head of Finance

 

RESOLVED that the verbal update be noted.

551.

Performance Monitoring 2013-14 [quarterly report] pdf icon PDF 52 KB

To consider the ATTACHED Quarter 3 report.

Additional documents:

Minutes:

The Head of Partnerships & Community Engagement was in attendance for this item.

 

The report was presented and a number of points discussed, including:

-        a new indicator had been developed for web traffic etc. However this needed further work in defining what constituted a unique visitor and also in identifying what part of the website was most visited.

-        Elstree & Borehamwood Museum had received exceptionally high numbers of visitors since its move to 96 Shenley Road.

 

RESOLVED that the report be noted.

552.

Planning Validation process pdf icon PDF 72 KB

The Committee requested a follow-up report, to include a performance graph up to Dec 2013 and a table detailing number of pre-applications and applications processed per month.

 

The report is ATTACHED.

Minutes:

The Development Team Manager was in attendance for this item.

 

The report was presented and a number of points discussed, including:

-        there was a general increase in applications as house building was on the rise.

-        Hertsmere was the only local authority that involved councillors in the pre-application process and it was proving to be a successful approach for developers and the Council.

-        there was currently no data on whether there was a difference in approval rates between applications that went via the pre-application route and those that did not. Such data would become available once the pre-application system was in place for an extended period of time.

 

RESOLVED that the report be noted.

553.

Section 106 Activity: Jul-Dec 2013 (6-monthly item) pdf icon PDF 73 KB

To consider the ATTACHED report.

Additional documents:

Minutes:

The Monitoring and Research Officer and the Interim Deputy Team Leader were in attendance for this item.

 

The report was presented and a number of points were raised, including:

-        Table 1 should be amended: ‘Sales have not exceeded Gross Development Value’ should appear under Haydon Dell Farm and not under Franshams. Franshams should instead include £202 000 in the Payments Received To Date column.

-        the Committee highlighted that councillors were unaware whether S106 was spent correctly and asked that future reports include a section on how any S106 was spent as per the terms of its agreement.

 

RESOLVED that the report be noted and that the next report include a section explaining the process for spending and recording the spending of S106 monies, and thereafter future reports to include a section on how any S106 was spent.

Action by: Monitoring and Research Officer

554.

Planning Appeals Summary: Jul-Dec 2013 (6-monthly item) pdf icon PDF 51 KB

To consider the ATTACHED report.

Additional documents:

Minutes:

The Monitoring and Research Officer and the Interim Deputy Team Leader were in attendance for this item.

 

The report was presented and the Committee requested that all the appendices should continue to be included in future reports.

Action by: Monitoring and Research Officer

 

RESOLVED that the report be noted.

555.

Infrastructure Scrutiny Reviews

To receive a VERBAL update in the Infrastructure Scrutiny Reviews.

Minutes:

The Committee was advised that all groups had met except for Bushey, who would be meeting later that week. The Groups had elected chairs and were formulating questions and had started to meet with various stakeholders. The Councillors were mindful of the large amount of work involved but were also enthusiastic about the work.

556.

O&S Learning and Development

(a)         To note any forthcoming dates for overview and scrutiny learning and development opportunities; and

 

(b)         To receive feedback from Members and Officers in relation to any overview and scrutiny related learning and development events.

Minutes:

Councillor Hodgson-Jones was attending a Regeneration conference on 11 March 2014.

557.

Reports from Scrutiny Committees

The Chairman of the Resources and Environment Scrutiny Committees will report on the work of their respective committees in the current municipal year to date.

Minutes:

Councillor Hoeksma reported that Resources had received positive updates on the work of the Community Sports Service and the rate of Benefit Support Fund uptake. The advertising in Hertsmere News had progressed but it was felt there was scope to get advertising revenue from more commercial sources.

 

Councillor Wayne reported that Environment had looked at the parking strategy and noted that more people were using the pay-by-phone option.

558.

Overview and Scrutiny Budget

The current balance stands at £8 500.  Officers will report any additional expenditure at the meeting.

Minutes:

Noted that the budget stood at £8 500. Agreed that upto £4000 could be spent on supporting the infrastructure scrutiny reviews.

559.

Forward Plan of the Executive & Committee's Work Programme pdf icon PDF 41 KB

To consider the ATTACHED Forward Planning Programme and identify possible issues for scrutiny.

To consider the Committee’s ATTACHED work programme and requirements for Officer and/or Portfolio Holder attendance.

Additional documents:

Minutes:

Noted that the Forward Planning Programme included proposals to purchase Street Cleansing Vehicles. Environment Committee had not been consulted on the proposals and it was agreed that this merited a Call-in.

Action by: Councillor Wayne

 

Noted the Workprogramme.

 

Add an extra meeting on 1 May 2014 to deal with reports of the Infrastructure Scrutiny Reviews.

560.

Any other business which the Chairman considers urgent

In accordance with S100B(4) of the Local Government Act 1972, amended by the Access to Information Act of 1985, no urgent business may be raised unless it has been approved by the Chair.  The item and reason for urgency must be announced at the start of the meeting.

Minutes:

There was none.

561.

Dates of future meetings

Future meetings of the Committee are scheduled to take place

at 7.30pm at the Civic Offices, Borehamwood, as follows:

 

Monday 31 March 2014

Wednesday 18 June 2014

Tuesday 29 July 2014.

Minutes:

The next meeting was scheduled for 31 March 2014.