Agenda, decisions and draft minutes

To confirm as a correct record the Minutes of the meeting held on 4^th March 2025 (previously circulated).

The minutes of the meeting on 4^th March 2025 were approved as an accurate record.

No apologies for absence were received.

Up to thirty minutes will be made available for questions from members of the public on issues relating to the work of the Cabinet and to receive any petitions.

The following question was asked by Neil Bedford, resident:

“I understand that the Council has recently held a Call for Sites in respect of the new Local Plan which is now being prepared.

The Call for Sites closed on Thursday 20^th March 2025. As there are no relevant Council meetings in the period of purdah, between now and June 2025, would the Cabinet please provide a list of the sites which have been submitted and the potential number of houses on each of those sites and please ensure that this information is published on the Local Plan web page?

For clarity, I am not seeking any information about the likelihood of any of the sites being allocated for development, I am just seeking the very basic information stated above.”

The below answer was recieved from the Executive Member, Planning:

“The Council is at an early stage of preparing a new Local Plan. On the 20^th March the Council’s Call For Sites closed.  The exercise was an opportunity for interested parties including landowners and developers to propose sites which may have potential for future development, this included promoting sites to support housing or employment in the area.  To submit a site, interested parties were asked to complete a response form and provide supporting information.  Officers have just commenced downloading the submissions, mapping sites on GIS, and where necessary, seeking clarification from the interested parties on the information provided.  This work is ongoing and runs alongside the wider work of the Planning Policy team, at this stage officers do not have a list of the sites which have been submitted and the potential number of houses on each of those sites.  It is envisaged that high-level information on sites will be reported to Members in the summer before site assessment work commences by officers”

Report of the Executive Director (Finance and Transformation) on the status of actions agreed at the last Cabinet meeting.

Cabinet noted the Action Status report.

No notifications for urgent business were received.

To note declarations of Members’ disclosable pecuniary interests, non-disclosable pecuniary interests and non-pecuniary interests in respect of items on the Agenda.

No declarations of interest were received.

To consider the following items for decision in the current Forward Plan:-

The following items were considered for Key Decision:

Report of the Executive Director (Resident Services & Climate Change).

Decision taken

Cabinet approved the Food Safety Service Plan and the Food Sampling Plan 2025/26.

Reason for decision

The Food Standards Agency (FSA) has overall responsibility for the official control of food law enforcement in England.  This involves co-ordinating, monitoring, setting standards and auditing local authority food law enforcement activities.  This includes a requirement that all local authorities produce a food safety service plan which has been agreed by their members.  The plan for 2025/26 is shown in Appendix A of the report. The plan had been written having regard to the format prescribed by the FSA.

Cabinet received a report on the Council’s Food Safety Service Plan.

A Member pointed out that it is a good indication that there are a high number of different premises registering.  It shows growth in the borough and that is an exciting plan to see.  She also pointed out that the markers seen outside shops are not mandatory for businesses to display and that is a government policy.  It is understood that this cabinet would prefer if they were mandatory to display as it would be more transparent for residents, but it is something that we do not have a control over at this time.

Decision taken

Cabinet approved the Food Safety Service Plan and the Food Sampling Plan 2025/26.

Reason for decision

The Food Standards Agency (FSA) has overall responsibility for the official control of food law enforcement in England.  This involves co-ordinating, monitoring, setting standards and auditing local authority food law enforcement activities.  This includes a requirement that all local authorities produce a food safety service plan which has been agreed by their members.  The plan for 2025/26 is shown in Appendix A of the report. The plan had been written having regard to the format prescribed by the FSA.

Report of the Executive Director (Finance & Transformation)

Decision taken

Cabinet approved:

1.      That delegated authority was given to the Executive Director (Finance and Transformation), in consultation with the Executive Member for Finance, to award insurance contracts to the successful bidders for a contract period of five years, under the terms of long-term agreements.

2.      That delegated authority is given to the Executive Director (Finance and Transformation), in consultation with the Executive Member for Finance, to agree subsequent renewal terms on an annual basis under the longterm agreement.

Reason for decision

In 2020 the majority of the Council’s insurance policies were tendered for and five-year long-term agreements were entered into. These expire on 23 June 2025 and a mini competition in accordance with the Yorkshire Purchasing Organisation (YPO) framework for insurance services is therefore being undertaken again in forthcoming months to ensure best value.

Cabinet received a report on a delegating authority to the Executive Director (Finance & Transformation) for the insurance services tender.

Decision taken

Cabinet approved:

1. That delegated authority was given to the Executive Director (Finance and Transformation), in consultation with the Executive Member for Finance, to award insurance contracts to the successful bidders for a contract period of five years, under the terms of long-term agreements.
2. That delegated authority is given to the Executive Director (Finance and Transformation), in consultation with the Executive Member for Finance, to agree subsequent renewal terms on an annual basis under the longterm agreement.

Reason for decision

In 2020 the majority of the Council’s insurance policies were tendered for and five-year long-term agreements were entered into. These expire on 23 June 2025 and a mini competition in accordance with the Yorkshire Purchasing Organisation (YPO) framework for insurance services is therefore being undertaken again in forthcoming months to ensure best value.

Report of the Executive Director (Finance & Transformation).

Decision taken

Cabinet agreed to award the following contracts:

a)    General Staffing (lot 1) to Reed Specialist Recruitment Limited;

b)    Environmental Health Staffing (lot 2) to 4 Recruitment Services Limited; and

c)    Property Services Staffing (lot 3) to Reed Specialist Recruitment Limited

Reason for decision

The Council occasionally requires additional resources to help deliver services and has issued tenders for Lot 1 - General staffing, Lot 2 - Environmental Health staff, Lot 3 - Property Services staff (predominately housing) 

All three contracts will commence on 1st June 2025 for three years with the option to extend for a further 1 year. Therefore the maximum duration of these contract could be 4 years.

Cabinet received the Part 1 report on the Council’s agency staff contract.

Decision taken

Cabinet agreed to award the following contracts:

a)    General Staffing (lot 1) to Reed Specialist Recruitment Limited;

b)    Environmental Health Staffing (lot 2) to 4 Recruitment Services Limited; and

c)    Property Services Staffing (lot 3) to Reed Specialist Recruitment Limited

Reason for decision

The Council occasionally requires additional resources to help deliver services and has issued tenders for Lot 1 - General staffing, Lot 2 - Environmental Health staff, Lot 3 - Property Services staff (predominately housing) 

All three contracts will commence on 1st June 2025 for three years with the option to extend for a further 1 year. Therefore the maximum duration of these contract could be 4 years.

Report of the Executive Director (Resident Services & Climate Change).

Decision taken

Cabinet agreed to award the following contracts:

a)      External specialist works (lot 1) to Sureserve Energy Services UK Limited; and

b)      Roof replacement works (lot 2) to Highview Group Limited; and

c)      Windows and doors replacements (lot 3) to C W G Group Ltd. 

Reason for decision

The Council requires additional resources to help deliver its housing Capital Works programme and has issued tenders for external specialist works (lot 1), roof replacement works (lot 2) and windows and doors replacements (lot 3).

Works under lot 1 comprise of external wall insulation, internal wall insulation and cavity wall insulation and the intention is for all three contracts to commence on 1st May 2025 and end on 31st December 2027 with a possible extension until 31st December 2029.

Cabinet received a Part 1 report on the award of a contact for planned works (external specialist works, windows and door replacements and roof replacements).

The Leader commented that it was good to see more smaller lots coming through which helps to look for a broader range of companies who might otherwise struggle to compete for some of the bigger contracts.

Decision taken

Cabinet agreed to award the following contracts:

a)    External specialist works (lot 1) to Sureserve Energy Services UK Limited; and

b)    Roof replacement works (lot 2) to Highview Group Limited; and

c)    Windows and doors replacements (lot 3) to C W G Group Ltd. 

Reason for decision

The Council requires additional resources to help deliver its housing Capital Works programme and has issued tenders for external specialist works (lot 1), roof replacement works (lot 2) and windows and doors replacements (lot 3).

Works under lot 1 comprise of external wall insulation, internal wall insulation and cavity wall insulation and the intention is for all three contracts to commence on 1st May 2025 and end on 31st December 2027 with a possible extension until 31st December 2029.

Cabinet are asked to consider the following reports of Scrutiny Task & Finish Groups:

The Leader thanked members for their participation in the Task & Finish Groups this year.

The Cabinet received the following reports of Scrutiny Task & Finish Groups:

The report for this item can be found at Agenda Item 5 of the below link:

Agenda for Overview and Scrutiny Committee on Tuesday 18th March 2025, 7.30 pm – Welwyn Hatfield Borough Council

Decision taken

Cabinet noted the Parking Consultation Task & Finish Report.

Reason for Decision

Parking Services are tasked by Cabinet Planning and Parking Panel with carrying out the Parking Works Programme. This is a programme of consultations carried out across the Borough with a view to seeking the views of residents and other stakeholders on the need to introduction, removal and amendment of parking restrictions. The programme is set every two years and the current Parking Works Programme is for 2024 to 2026. A Task and Finish Group was set up to review the parking consultation process and make recommendations to OSC for improvements.  A number of meetings were held and the process was reviewed in detail, leading to two recommendations

Cabinet received the Parking Consultations Task & Finish Group report.

·         It was raised by a member that the recommendations of the Task & Finish Group would give ward councillors better opportunity to be involved with residents.

Decision taken

Cabinet noted the Parking Consultation Task & Finish Report.

Reason for Decision

Parking Services are tasked by Cabinet Planning and Parking Panel with carrying out the Parking Works Programme. This is a programme of consultations carried out across the Borough with a view to seeking the views of residents and other stakeholders on the need to introduction, removal and amendment of parking restrictions. The programme is set every two years and the current Parking Works Programme is for 2024 to 2026. A Task and Finish Group was set up to review the parking consultation process and make recommendations to OSC for improvements.  A number of meetings were held and the process was reviewed in detail, leading to two recommendations.

The report for this item can be found at Agenda Item 6 of the below link:

Agenda for Overview and Scrutiny Committee on Tuesday 18th March 2025, 7.30 pm – Welwyn Hatfield Borough Council

Decision taken

Cabinet noted the report and agreed the 4 recommendations set out in the report

Reason for decision

This scrutiny area was selected by OSC members because there was an interest in understanding the extent of youth ASB and violence in the borough and what provision, facilities and support there was in place for young people. It was recognised that whilst not the direct responsibility of the council, the council via the Community Safety Partnership has a key role with partners in addressing this matter.

Cabinet received a report on the Task & Finish Group on Youth ASB & Violence

During the discussion the following points were raised:

·         The Council’s partners were thanked for the work they do.

·         It was highlighted the Council’s powers were limited and ASB can be triggered by factors outside of the Councils control.

·         It was noted that work would continue on this as it was of high importance to residents.

Decision taken

Cabinet noted the report and agreed the 4 recommendations set out in the report

Reason for decision

This scrutiny area was selected by OSC members because there was an interest in understanding the extent of youth ASB and violence in the borough and what provision, facilities and support there was in place for young people. It was recognised that whilst not the direct responsibility of the council, the council via the Community Safety Partnership has a key role with partners in addressing this matter.

The report for this item can be found at Agenda Item 7 of the below link:

Agenda for Overview and Scrutiny Committee on Tuesday 18th March 2025, 7.30 pm – Welwyn Hatfield Borough Council

Decision taken

Cabinet noted the report and agreed the recommendations set out in the report.

Reason for decision

On 30 July 2024, the Overview and Scrutiny Committee determined that a task and finish group should be established to review the arrangements for communal maintenance in our social housing stock, specifically:

• to improve maintenance of communal areas, where deemed required

• to improve cleaning of communal areas, where deemed required and

• to consider service charges to tenants for such services

The Leader commented that it is good to hear about the positive progress in this area and the recommendations will be welcomed by residents.

Decision taken

Cabinet noted the report and agreed the recommendations set out in the report.

Reason for decision

On 30 July 2024, the Overview and Scrutiny Committee determined that a task and finish group should be established to review the arrangements for communal maintenance in our social housing stock, specifically:

• to improve maintenance of communal areas, where deemed required

• to improve cleaning of communal areas, where deemed required and

• to consider service charges to tenants for such services

Report of the Executive Director (Resident Services & Climate Change).

Decision taken

Cabinet approved the partnership with NEF to deliver the Warmer Homes: Local Grant.

Reason for decision

Welwyn Hatfield Borough Council submitted and expression of Interest in November 2025 and have been awarded £1.5 million.

The Council does not have officer capacity to deliver this scheme. Therefore, are required to work with a delivery partner. If a contractor was not appointed the grant money would need to be returned.

Cabinet received a report on the appointment of contracts for the delivery of the Warmer Homes: Local Grant.

Decision taken

Cabinet approved the partnership with NEF to deliver the Warmer Homes: Local Grant.

Reason for decision

Welwyn Hatfield Borough Council submitted and expression of Interest in November 2025 and have been awarded £1.5 million.

The Council does not have officer capacity to deliver this scheme. Therefore, are required to work with a delivery partner. If a contractor was not appointed the grant money would need to be returned.

Report of the Executive Director (Finance & Transformation)

Decision taken

Cabinet approved that the contract procedure rules be waived and delegate authority to the Executive Director (Finance and Transformation), in consultation with the Executive Member for Finance, to award extensions to the support arrangements with Marsh Ltd up to a total spend value of £125k. 

Reason for decision

The Council’s Insurance and Treasury Lead Officer left the Council in late 2023. It was known this would be a very challenging to recruit to due to the broad range of functions and technical aspects of the role, so the opportunity was taken to review how the role was delivered.

Functions were separated and the role was amended with focus on Insurance and Risk which is more consistent with the markets grouping of functions.  In January 2024, whilst the review was taking place, external support was explored with other councils and the Council’s insurance brokers. There was no capacity with other councils to provide any support and so support was commissioned from the Councils insurance brokers, Marsh Limited. 

This support is focussed on the claims handling aspects of the role, with other work being picked up by other members of the team in the short-term.

The role had been advertised twice, with no success. The role has now been reviewed further and we are working with a recruitment specialist to undertake a specialist recruitment campaign. It is unlikely that the role will be filled prior to the end of the current contract with March Limited.

Cabinet received a report on insurance consultancy and support services within in the Council.

Decision taken

Cabinet approved that the contract procedure rules be waived and delegate authority to the Executive Director (Finance and Transformation), in consultation with the Executive Member for Finance, to award extensions to the support arrangements with Marsh Ltd up to a total spend value of £125k. 

Reason for decision

The Council’s Insurance and Treasury Lead Officer left the Council in late 2023. It was known this would be a very challenging to recruit to due to the broad range of functions and technical aspects of the role, so the opportunity was taken to review how the role was delivered.

Functions were separated and the role was amended with focus on Insurance and Risk which is more consistent with the markets grouping of functions.  In January 2024, whilst the review was taking place, external support was explored with other councils and the Council’s insurance brokers. There was no capacity with other councils to provide any support and so support was commissioned from the Councils insurance brokers, Marsh Limited. 

This support is focussed on the claims handling aspects of the role, with other work being picked up by other members of the team in the short-term.

The role had been advertised twice, with no success. The role has now been reviewed further, and we are working with a recruitment specialist to undertake a specialist recruitment campaign. It is unlikely that the role will be filled prior to the end of the current contract with March Limited.

There were no items of urgent business.

The Cabinet is asked to resolve:

That under Section 100(A)(2) and (4) of the Local Government Act 1972, the press and public be now excluded from the meeting for Item 14 on the grounds that it involves the likely disclosure of confidential or exempt information as defined in Section 100(A)(3) and Paragraph 3 (private financial or business information) of Part 1 of Schedule 12A of the said Act (as amended).

In resolving to exclude the public in respect of the exempt information, it is considered that the public interest in maintaining the exemption outweighs the public interest in disclosing the information.

RESOLVED:

That under Section 100(A)(2) and (4) of the Local Government Act 1972, the press and public be now excluded from the meeting for Item 14 on the grounds that it involves the likely disclosure of confidential or exempt information as defined in Section 100(A)(3) and Paragraph 3 (private financial or business information) of Part 1 of Schedule 12A of the said Act (as amended).

In resolving to exclude the public in respect of the exempt information, it is considered that the public interest in maintaining the exemption outweighs the public interest in disclosing the information.

To consider the following item of an exempt nature:-

The following Part 2 reports were considered:

Report of the Executive Director (Resident Services & Climate Change).

The recommendations were agreed as set in paragraph 400d above.

Cabinet received the Part 2 report on planned works.

The recommendations were agreed as set in paragraph 400d above.

Report of the Executive Director (Finance & Transformation).

The recommendations were agreed as set in paragraph 400c above.

Cabinet received the Part 2 report on the agency staff contract.

The recommendations were agreed as set in paragraph 400c above.