Agenda and minutes

Ms Samantha Thomas and Mr George Smerdon, from the Memory Lane Singing Club to open the meeting with a ‘Thought for the Day’.

A ‘Thought for the Day’ was presented by Ms Samantha Thomas from the Memory Lane Singing Club.

To approve as a correct record the Minutes of the meeting of the Council held on Wednesday 11th October 2023.

The Minutes of the meeting of the Council held on the 11th October 2023 were approved as a correct record and signed by the Chair.

To receive from Members declarations as to disclosable pecuniary, other registerable and non-registerable interests in relation to any Agenda item. See Notes below.

Councillors R Martin and S Bywater declared non-registerable interests under Minute No. 23/46 as local Ward Members.

To note the Chair and Vice-Chair’s engagements and announcements since the last Council meeting.

The Chair referred to the recent death of former District Council Chairman John Rignall who had served as District Councillor for Bury for 22 years from 1982 until 2004. During which time he served as a long-standing member of both the Environmental Services and the Planning Committee, both of which he had Chaired for a time. He was later appointed Vice-Chairman of the Council in 1994 before being elected Chairman in 1996.  Following tributes from Councillors J A Gray and T D Sanderson, Members then observed a moments silence in memory of the former Councillor.

The Chair then went on to report that a response had recently been received from the Parliamentary Under Secretary of State to the Council’s letter requesting further work to address issues relating to the abuse and intimidation of elected members. A copy of which had been circulated to all Members.

Subject to two corrections, the Council noted those engagements attended by the Chair and Vice-Chair since the last meeting (a copy of which is appended in the Minute Book).

Finally, the Chair reminded the Council of the details of his Community Carol Concert which would be taking place on Monday 18 December 2023 at 6pm at St Mary’s Church Huntingdon to which all Members were welcome to attend.

To answer any questions submitted by the public in accordance with the Constitution.

The deadline for the receipt of public questions is five days prior to the meeting and must be submitted to the Monitoring Officer by 5pm.

The Chair reported that there had not been any public questions received by the deadline for consideration by the Council.

In accordance with the Council Procedure Rules, all questions –

v  Must be relevant to an item which the Council has powers or duties.

v  Must not relate to an item which is included elsewhere on the Agenda.

v  Should be limited to obtaining information or pressing for action; and

v  Should not exceed two minutes in duration.

Questions should not divulge or require to be divulged, confidential or exempt information.

Following a request for further information from Councillor S Bywater regarding any contingency plans that the Council had established for the storage of electric vehicles, the Executive Leader undertook to circulate a written response to all members after the meeting. Details of any specific training or other risk mitigation strategies for high voltage handling were also requested.

With reference to the resident concerns regarding the recent felling of willow trees in Coneygear Park in Eynesbury, Councillor A Jennings sought clarification from the Executive Councillor for Climate and the Environment Councillor L Davenport-Ray as to the permissions which had been granted and how this had been monitored. In response to which, Councillor L Davenport-Ray undertook to establish further details and respond in writing.

Following a request for an update from Councillor M L Beuttell as to the reasons for the delay for the planning application at Hinchingbrooke Park, the Executive Councillor for Leisure, Waste and Street Scene Councillor S L Taylor explained that the timescale for delay was likely to be in the region of a year. Members were informed that the application would need to comply with biodiversity net gain planning legislation and the application would be re-presented with this information as soon as possible.  An update would be provided to Overview and Scrutiny in March 2024 and further information on the cost of the delay and the cost of the consultants would be provided directly to Councillor Beuttell in writing.

In response to a question from Councillor C Gleadow regarding the uptake for the Early Bird Offer for Green Bins, the Executive Leader reported that the latest figures suggested that since the launch of the initiative on 5th December 2023, a total of 3,436 households had signed up thus far which represented 4% of households within Huntingdonshire.

In response to comments made by Councillor D J Shaw regarding delays to planning applications relating to tree works, the Executive Councillor for Planning, Councillor T D Sanderson explained that there although there had been an increase in applications in recent weeks, the staffing issues had now resolved and the backlog was starting to clear. 

With reference to the development at the Loves Farm in St Neots, Councillor M Pickering sought an assurance from the Executive Councillor for Planning that the District Council were committed to learning lessons from previous developments and to ensuring that the planning for new developments included a financially sustainable model for the maintenance of public spaces. In response to which, the Executive Councillor for Planning Councillor T D Sanderson explained that whilst he could not comment upon specific planning applications which had already been approved, he did understand the problems regarding commuted sums where developments were handed over. He undertook to investigate the matter regarding Loves Farm further and respond to Councillor Pickering directly in writing as soon as possible.

With reference to the Workforce report which was considered at the November meeting of the Employment Committee, Councillor S Cawley drew attention to the underspend on employee  ...  view the full minutes text for item 43.

The Executive Councillor for Customer Services, Councillor S Ferguson to present a new income-banded Council Tax Support Scheme for approval.

(The proposed Scheme has been considered by the Overview and Scrutiny Panel and the Cabinet at their meetings in November 2023).

With the assistance of a report by the Revenues and Benefits Manager (a copy of which is appended in the Minute Book), the Executive Councillor for Customer Services, Councillor S Ferguson outlined a proposal to introduce a new income-banded Council Tax Support Scheme for working age applications.

By way of introduction, Councillor Ferguson explained that:

v  Council Tax Benefit is a means tested benefit which reduces the amount of Council Tax payable by residents on the very lowest incomes.

v  Although Pensioners on low incomes could currently receive a 100% discount in their Council Tax payments, the current scheme for working aged people in Huntingdonshire was less generous and had not been updated in over 10 years.

v  With the benefit of a detailed example, Council was informed that Huntingdonshire currently had the least generous approach to Council Tax Support across the County, with working aged people on the same levels of benefits entitled to different levels of discounts depending upon the District in which they live.

v  Any fluctuations in income, currently trigger a change in the Council Tax support which is offered which reduces the ability of Huntingdonshire recipients to budget and financially plan and leads to the District Council Benefits team processing over 32,000 changes in Council Tax support per year.

v  The proposal being presented was to adopt a new banding approach to Council Tax Support which would allow the most economically disadvantaged residents to receive up to a 100% reduction in their Council Tax Bill and would provide for more financial security by offering a fixed amount of support.

v  It was estimated that 96% of current recipients would receive either the same or additional support and it was intended to provide an additional hardship fund to mitigate the impact in the first year for those who were expected to receive a reduced level of assistance.

v  46% of all Families on Universal Credit are in Poverty and for these people, a change in Council Tax Support will make a huge difference.

v  The cost to the Council would be the lost collection of Council Tax in the region of £1M - £70,000 to the District Council and £700,000 to the County Council. However, given the difficulties in collecting these monies, this could be seen as an investment in keeping people out of crisis, which is an order of magnitude less expensive than a rescue from crisis.

In responding to a question from Councillor K Gulson, the Assistant Deputy Leader explained that the Administration would be implementing the proposal regardless of the introduction of the Green Bin subscription charge to fulfil the Corporate Aim of helping people in crisis. The Executive Councillor for Customer Services also explained that that eligible recipients would benefit to a greater extent financially from the scheme than they would from having to pay for a green bin.

Councillor N J Hunt outlined his support for the proposals which would make a life changing difference to vulnerable residents in his ward  ...  view the full minutes text for item 44.

The Executive Councillor for Corporate and Shared Services, Councillor M A Hassall to present the proposed Risk Management Strategy for approval.

(The proposed Strategy has been considered by the Corporate Governance Committee, the Overview and Scrutiny Panel and the Cabinet at their recent meetings).

With the aid of a report prepared by the Director of Finance and Corporate Resources (a copy of which is appended in the Minute Book), the Executive Councillor for Corporate and Shared Services presented a draft Risk Management Strategy for approval.

By way of introduction and having explained why Risk Management was important, the Executive Councillor for Finance and Resources explained that the draft document sought to address three key questions:

v  How do we improve risk management within the existing culture of the council?

v  What sort of risk culture should we be aspiring to enable us to be more successful?

v  How do we drive change to the existing culture to make risk management more relevant and effective and what does this change involve?

He went on to explain that:

v  The Risk Management Strategy was a critical part of the Council’s Governance arrangements which sought to define the Council’s tolerance to risk and managing outcomes and would sit alongside the Code of Governance and Code of Finance.

v  The draft document was based on the Orange Book: Management of Risk – Principles and Concepts published by Central Government.

v  The Orange Book aligns with the Council’s goals as it encourages a positive risk management culture where the discipline is integral to decision making and integrated into overall management processes.

v   It also recommends a structured and systematic approach to risk management, including identifying assessing and managing risks. It emphasises the importance of clearly defined ownership and accountability all levels within the organisation.

v  A programme of activities to embed the new Strategy with the organisation was planned to commence in line with best practice and will incorporate staff at all levels.

In opening the debate, Councillor P Hodgson-Jones expressed his concern that the draft Strategy did not go far enough in creating a fully comprehensive risk management framework for the Council. He commented specifically with regards to the high number of risks contained within the Risk Framework and the absence of any distinction between those which were strategic and operational, comments which had been previously made at the Corporate Governance Committee. He also expressed his disappointment that there had been no changes to the report through its progression through the Committee cycle to Council and at the absence of any clearly defined role for the Corporate Governance Committee. He concluded his remarks by suggesting that there was further work to be done on the development of a consistent risk management structure and suggested that this should be led by the Corporate Governance Committee going forward.

In response to which, the Executive Councillor for Finance and Resources explained that although he was not the Portfolio Holder, he could not disagree with the points which had been made. With regards to the absence of any distinction between operational and strategic risks within the Risk Register it was explained that this document predated elements of the new Strategy and was being modified as a result.  Although not in a position  ...  view the full minutes text for item 45.

Following the Sawtry Neighbourhood Plan Referendum held on Thursday 9th November 2023, the Deputy Leader and Executive Councillor for Planning Councillor T D Sanderson to present a report seeking approval to make the Sawtry Neighbourhood Plan to enable it to become part of the Statutory Development Plan for Huntingdonshire.

Having regard to a report by the Chief Planning Officer (a copy of which is appended in the Minute Book) on the referendum of the Sawtry Village Neighbourhood Plan held on 9th November 2023, the Executive Councillor for Planning acquainted Members with the results of the referendum with 88.4% voting in favour of supporting the Neighbourhood Plan. As this exceeded the required threshold of 50% of votes cast the Council was required to formally ‘make’ the Sawtry Village Neighbourhood Plan 2022-2036.

In introducing the report, Councillor T D Sanderson paid tribute to the work undertaken by Sawtry Parish Council in their preparation of the Plan, and to local District Councillors S Bywater and R Martin for their engagement within the process.

In opening the debate and having remarked upon the long process involved within the preparation of Neighbourhood Plans, local Members Councillors S Bywater and R Martin outlined their support for the Plan and thanked those who had been involved. Members were advised that the Plan was supported by a huge number of Sawtry residents and attention was drawn to the success of efforts which had been made to gather the views of young people within the village in the Plan process.

Having welcomed the preparation of the Plan and having acknowledged her own involvement in the early stages, the Executive Leader reiterated that whilst it may be a long process, she hope the continued approval of Plans such as Sawtry would provide confidence to other towns and parishes that it was a journey worth taking. 

Whereupon and it having been duly proposed and seconded it was

RESOLVED

that the Sawtry Village Neighbourhood Plan 2022-2036 as attached at Appendix 1 to the report now submitted be adopted to become part of the Statutory Development Plan for Huntingdonshire with immediate effect.

The Executive Councillor for Finance and Resources, Councillor B Mickelburgh to present the Council’s Treasury Management performance for the period 1st April to 30th September 2023.

(The report was considered by the Overview and Scrutiny Panel (Performance and Growth and the Cabinet at their meetings in November 2023).

Consideration was given to a report by the Council’s Director of Finance and Corporate Resources (a copy of which is appended in the Minute Book) providing a six-month update in respect of treasury management activity for the period 1st April to 30th September 2023.

By way of background, the Executive Councillor for Finance and Resources reminded the Council that the 2023/24 Treasury Management Strategy was approved on the 22nd February 2023. He explained that Treasury Management was the management of the local authority’s borrowing, investments and cash flows, its banking, money market and capital market transactions; the effective control of the risks associated with those activities and the pursuit of optimum performance.

Members were then acquainted with the detail of each of the Statements and Appendices within the Treasury Management 6 Month Review report in turn. These included the Council’s Balance Sheet Summary, the Borrowing and Investment Summary, the Council’s Loan Borrowing Schedule, the Treasury Investment Position and details of the Spread of the Council’s investments.

The Executive Councillor reported that discussions had previously taken place regarding the consideration of Environmental, Social and Governance factors in the investment decision making process. However, the ESG market has been rather inconsistent and as a result the Council has adopted the UN Principles for Responsible Investments to provide possible actions for incorporating ESG issues into investment practices.

In terms of the Commercial Property fund, the Executive Councillor reported that his had been suffering due to the downturn in the market since Covid. However, some of the downward movement is covered by the increase in the interest rate return on the Council’s cash balances. It was intended that a broader briefing on this area would be provided to Overview and Scrutiny when Treasury Management was next due to report.

Finally, the Executive Councillor reported that plans to draft a new Commercial Investment Strategy have been postponed until the new financial year as a result of fluctuations in interest rates and changes in market conditions during the summer period.

Following a request for further clarification on the position with the preparation of a new Commercial Investment Strategy from Councillor J A Gray, the Executive Councillor for Finance and Resources explained that it was hoped to commission this work in April 2024 when the Bank of England had indicated their expectations that inflation would start to steady and interest rates would be more consistent. In response to which, Councillor Gray encouraged the administration to start work on reviewing the Strategy as soon as possible to ensure that the District Council were best looking after the assets and estate it had built up over the previous fifty years.

In response to a request for clarification from Councillor P Hodgson Jones regarding the way long term borrowing is being applied to capital assets and how short-term investment is driven by cash reserves, the Executive Councillor for Finance and Resources provided an explanation of the operation of Public Works Boards Loans secured for the Commercial Investment Strategy. With regards  ...  view the full minutes text for item 47.

Councillor S J Conboy, Executive Leader to present on the activities of the Cambridgeshire and Peterborough Combined Authority including a summary of the activities of the Transport and Infrastructure, Skills and Employment, Environment and Sustainable Communities Committees.

Councillors M A Hassall and J Neish to provide an update on the Cambridgeshire and Peterborough Combined Authority Overview and Scrutiny Committee.

Councillor S J Corney to provide an update on the Cambridgeshire and Peterborough Combined Authority Audit and Governance Committee.

Decision summaries for recent meetings of the Cambridgeshire and Peterborough Combined Authority Overview and Scrutiny Committee, Audit and Governance Committee and Board will be circulated if available in advance of the meeting.

In accordance with the Protocol agreed at the February 2017 meeting, this item provides an opportunity for District Council Members to ask questions and comment on Cambridgeshire and Peterborough Combined Authority issues.

If Members wish to raise questions or issues requiring a detailed response, it would be helpful if they can provide prior notice so that the necessary information can be obtained in advance of the meeting.

In conjunction with the decision summaries of the recent meetings of the Cambridgeshire and Peterborough Combined Authority and a PowerPoint Presentation (copies of which are appended in the Minute Book), the Executive Leader Councillor S J Conboy presented an update on the activities of the Cambridgeshire and Peterborough Combined Authority (CPCA).

As part of the presentation, Councillor Conboy reported that:

¨  Councillor Farooq had been appointed to the Board as the new Leader of Peterborough City Council.

¨  The Board had discussed the outcome of the Code of Conduct Investigation into the Mayor of the CPCA who had had been found to been found in breach of two parts of the Code. Details of the sanctions imposed were outlined to the Council, with recommendations forming part of the CPCA Improvement Plan. 

¨  Progress on the Improvement Plan was now green, and the Board had been contacted by the Independent Improvement Board ahead of their discussions on the outcome of the Code of Conduct investigation to remind all leaders of their expectations relating to conduct and working together for the greater good.

¨  A Single Assurance Framework had now been approved by Government, as required by the Best Value Improvement Notice together with revisions to the Constitution and a new Scheme of Delegation.

¨  Work would be undertaken to develop a 20–30-year vision for the Authority, to unite and benefit all Constituent Partners.

¨  Consultation was due to start on the Combined Authority Budget for 2024/25, outlining a potential significant increase to the Mayoral precept to fund reduced bus fares for the under 25s. Further details were available on the Combined Authority Website.

¨  The Local Transport and Connectivity Plan had now been approved. All Members were encouraged to review the approved document, specifically the sections relating to Huntingdonshire. Councillor Wakeford and Davenport Ray continued to advocate for additional services within Huntingdonshire and specifically the rural communities.

¨  That the needs of those leaving care was now being recognised as a protected characteristic, which the Mayor of the Combined Authority was now recognising within all CPCA policies.

The Executive Leader then moved upon to talk about the Devolution Technical Paper of Level 4 Devolution Framework which formed part of the Autumn Statement. The Council were informed that Cambridgeshire and Peterborough Combined Authority would not be able to access this until the Best Value Improvement Notice had expired.

With the assistance of a PowerPoint slide (a copy of which is appended in the Minute Book) the Executive Leader drew attention to what was on offer to eligible authorities which fell into eight categories – Finance, Skills and Employment, Housing and Land, Transport, Net Zero, Climate Change and Natural Capital, Innovation, Trade and Investment, Culture and Tourism and Health Services. Having talked through each in turn, the Executive Leader reiterated that any future devolution deals provided a real challenge and opportunity for the District, however she emphasised the importance of this being a cross party piece of work both at District and CPCA  ...  view the full minutes text for item 48.

An opportunity for Members to raise any issues or ask questions arising from recent meetings of the Council’s Committees and Panels.

A list of meetings held since the last Council meeting is attached for information and Members are requested to address their questions to Committee and Panel Chairs.

A copy of the list of meetings held since the last meeting of the Council held on 11th October 2023 is appended in the Minute Book and Members were advised that any issues or questions could be raised in relation to these meetings.

On behalf of Councillor T Alban, Councillor J A Gray outlined his disappointment regarding the brevity of Agenda items at the recent meeting of the Overview and Scrutiny Panel (Environment, Community and Partnerships) and went on to question when members could expect to see an improvement in the quality of Overview and Scrutiny Agendas and work programmes. In responding to the comments which had been made, the Vice-Chair of the Panel Councillor N J Hunt reported on the reasons for the reduced number of Agenda items at the December meeting and provided details of items on the work programme for forthcoming meetings.  These included the carbon impact of Council buildings, alternative land management, the Great Fen Project and the Electronic Vehicle Charging project. He reiterated that both he and the Chair were open to add issues to the work programme provided that the District Council was able to effectively take action, enable or influence these matters. The Chief Executive also provided an assurance that Overview and Scrutiny continued to provide a valuable function to the Council and a different approach would be evident in the New Year.

With reference to the recent discussion at their November meeting on the effectiveness of the Corporate Governance Committee, Councillor P Hodgson Jones reiterated the importance of corporate governance to the reputation and effectiveness of the Council. He suggested that this might mean that not only does consideration need to be given to improvements to the Corporate Governance Committee but consideration might also  need to be given to the way the whole Council operates which might have implications for the Council Constitution including the structure and operation of committees.

Group Leaders to report on variations to Membership of Committees and Panels if necessary.

On the recommendation of Councillor J A Gray, it was

RESOLVED

that Councillor G Welton be appointed to the membership of the Overview and Scrutiny (Environment, Communities and Partnerships) Panel in place of Councillor S Cawley.

that Councillor S Cawley be appointed to the membership of the Overview and Scrutiny (Performance and Growth) Panel in place of Councillor G Welton.

The meeting ended at 21.38pm.