Agenda, decisions and draft minutes

To confirm as a correct record the Minutes of the meeting held on 3^rd December 2024 (previously circulated).

The minutes of the meeting on 3^rd December 2024 were approved as an accurate record.

An apology for absence was received from Councillor Broach.

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.

Tthe following question was received in accordance with the Council’s Constitution

1.            Question to the Executive Member for Environment from Natalie Evans

“In Greenfield, we have 21 houses and 11 parking spaces, making people park on the grass verges. Please can you let us know what ration of house to car parking space do you think is appropriate and what are you going to do to enable more parking for the residents?"

Answer – Executive Member (Environment

“Thank you for the question. As we know, finding solutions for parking is a complex exercise and each site is assessed on its own merits. In terms of Greenfield, I fully acknowledge that there is insufficient parking spaces to meet the modern demand. To help support residents in this, we are following up with Hertfordshire County Council to install additional parking based on that site and I will be saying more under item 10A of the agenda. Thank you. Thank you very much.”

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:-

The following items relating to the Budget and Policy Framework were considered for recommendation to Full Council:

The following items relating to the Budget and Policy Framework were considered for recommendation to Full Council:

Report of the Executive Director (Finance & Transformation)

Decision taken

1.    Cabinet noted:

a)     the Statement of the Chief Financial Officer on the robustness of budgets and adequacy of reserves (appendix N).

b)    that the following amounts for the year 2025/26 have been set in accordance with regulations made under Sections 31A and 31B of the Local Government Finance Act 1992:

2.    Cabinet approved the budget proposals as set out in the agenda and note that any comments from Overview and Scrutiny Committee will be returned to Special Cabinet on 21 January 2025 for consideration, before final recommendations are made to Council.

Reason for decision

The budget proposals were aligned to the Council’s Business Plan targets for 2025/26.

The Council’s ability to deliver a balanced budget has becomes more challenging each year, after a period of significant grant reductions, inflationary increases and the ongoing impacts of the pandemic. There had been a rise in demands on services such as homelessness which had added even more pressures. A multi-year settlement would be provided next year which will provide much needed certainty.

The Medium Term forecasts were updated and approved in October 2024, which showed an increased budget gap for 2025/26 of around 4.5 million pounds.

General Fund

The General Fund budget was summarised in Appendix A, and split by service in Appendix B.

The starting point for 2025/26 is a forecast, General Fund reserve balance, of £6.5m. 

The 2025/26 budget included an increase in the Net Cost of Services of £1.5m, to £16.1m which included the inflationary impacts, along with growth and savings as set out in appendices C and D.

The changes were summarised in Section 3.1.6 of the report.

Savings had been identified to the Council’s base budget of just over £1.8m, which would support the Council to meet its growth areas of spend of £2m, and inflationary impacts of £1.4m.

It was proposed to increase Council Tax by just under 3% per Band D property, the maximum allowed without a referendum.

A full review of fees and charges had been undertaken as set out in Appendices E and H which had included looking at cost recovery of discretionary services and benchmarking with other councils.

Appendix E also included a cover sheet to highlight those fees and charges which have deviated from a purely inflationary increase, and the justification for these deviations.

The provisional settlement from the Government was higher than anticipated when setting the MTFS, which had assisted the Council in balancing the budget for 2025/26, but it was not certain these grants would continue, the use of these for one year, puts additional pressures on later years in the MTFS.

The new Medium Term Financial Strategy in Appendix L set out further gaps of £1.7 m in 2026/27 rising to a cumulative gap of £6m by 2028/29, after a planned use of reserves of £2.7m over the MTFS period.

The planned use was a response to funding reductions expected, details of which are set out in the Council’s Reserves Policy.

It would be challenging to  ...  view the full decision text for item 341a

Cabinet received a report of Executive Director (Finance and Transformation) on budget proposals for recommendation to Full Council in relation to:

• General Fund and Housing Revenue budgets.
• The Capital Programme and Financing Strategy.
• Fees and Charges.
• The Medium Term Financial Strategy.
• Special Expense Details

The proposals would be considered by the Budget Task and Finish Panel, who will make report back to the Overview and Scrutiny Committee on 9^th January, who in turn, may make recommendations for our consideration at Special Cabinet on the 21^st January. The budget proposals would then be considered by Full Council on 3^rd February 2025.

During the discussion the following points were raised:

·         Officers were thanked for their work and support in the budget setting process.

·         it was noted that the costs associated with temporary accommodation were increasing.

Decision taken

1.    Cabinet noted:

a)     the Statement of the Chief Financial Officer on the robustness of budgets and adequacy of reserves (appendix N).

b)    that the following amounts for the year 2025/26 have been set in accordance with regulations made under Sections 31A and 31B of the Local Government Finance Act 1992:

2.    Cabinet approved the budget proposals as set out in the agenda and note that any comments from Overview and Scrutiny Committee will be returned to Special Cabinet on 21 January 2025 for consideration, before final recommendations are made to Council.

Reason for decision

The budget proposals were aligned to the Council’s Business Plan targets for 2025/26.

The Council’s ability to deliver a balanced budget has becomes more challenging each year, after a period of significant grant reductions, inflationary increases and the ongoing impacts of the pandemic. There had been a rise in demands on services such as homelessness which had added even more pressures. A multi-year settlement would be provided next year which will provide much needed certainty.

The Medium Term forecasts were updated and approved in October 2024, which showed an increased budget gap for 2025/26 of around 4.5 million pounds.

General Fund

The General Fund budget was summarised in Appendix A, and split by service in Appendix B.

The starting point for 2025/26 is a forecast, General Fund reserve balance, of £6.5m. 

The 2025/26 budget included an increase in the Net Cost of Services of £1.5m, to £16.1m which included the inflationary impacts, along with growth and savings as set out in appendices C and D.

The changes were summarised in Section 3.1.6 of the report.

Savings had been identified to the Council’s base budget of just over £1.8m, which would support the Council to meet its growth areas of spend of £2m, and inflationary impacts of £1.4m.

It was proposed to increase Council Tax by just under 3% per Band D property, the maximum allowed without a referendum.

A full review of fees and charges had been undertaken as set out in Appendices E and H which had included looking at cost recovery of discretionary services and benchmarking with other councils.

Appendix E also included a cover  ...  view the full minutes text for item 341a

Report of the Executive Director (Finance and Transformation).

Decision taken

The Cabinet noted the Council’s Business Plan for 2025/26 in Appendix 1 of the report and approved the recommendation to Full Council for approval.

Reason for decision

Each year, the Council would publish a Business Plan with measurable actions supporting each of the below priorities, including major projects and Key Performance Indicators which measure the performance of a range of services throughout the year.

Cabinet received a report of the Executive Director (Finance and Transformation) on the Council’s Business Plan 2025-2026.

During the discussion the following points were raised:

·         A member highlighted they were looking forward to the regeneration of Hatfield Market place, and the reductions in fly tipping, increases in cycling and the continued work which goes into Anglia in Bloom; and

·         It was felt that the Nicer Neighbourhoods Task Force had been a positive initiative.

Decision taken

The Cabinet noted the Council’s Business Plan for 2025/26 in Appendix 1 of the report and approved the recommendation to Full Council for approval.

Reason for decision

Each year, the Council would publish a Business Plan with measurable actions supporting each of the below priorities, including major projects and Key Performance Indicators which measure the performance of a range of services throughout the year.

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

The following Key Decision items were considered:  

Report of the Executive Director (Resident Services and Climate Change)

Cabinet received a report of the Executive Director (Resident Services and Climate Change) on the award of the contract for aids and adaptations. 

Decision taken

That Cabinet agreed to award the contract for Aids and Adaptation Services to Gracelands Complete Maintenance Services Limited to commence on 1^st April 2025 and continue for an initial period of 3 years with a possible extension of a further one year.

Reason for decision

The Council had a duty to provide Aids and Adaptation services to private and public sector housing. This included adaptations such as level entry showers/wet rooms and external ramps

The contract also includes a requirement for the contractor to provide administration services in relation to private sector disabled facility grant applications

Twelve bids were received for the contract. Gracelands Complete Maintenance Services scored highest against the evaluation criteria. Details of all scores from  bidders for the contract were included in the Part 2 report

Report of the Executive Director (Resident Services and Climate Change)

Decision taken

Cabinet agreed the variation to the Equans contract which would change the way payments were made.

Reason for decision

In February 2023, Cabinet agreed to award a contract to Equans for planned housing works. The scope of the contract includes replacement kitchens, bathrooms, windows and roofs.

An opportunity had arisen to change contract prices in relation to the preliminaries and scaffolding costs which result in a significant saving. Full details were included in the Part 2 report.

Cabinet received a report of the Executive Director (Resident Services and Climate Change) on a variation to the Housing Maintenance contract.

Decision taken

Cabinet agreed the variation to the Equans contract which would change the way payments were made.

Reason for decision

In February 2023, Cabinet agreed to award a contract to Equans for planned housing works. The scope of the contract includes replacement kitchens, bathrooms, windows and roofs.

An opportunity had arisen to change contract prices in relation to the preliminaries and scaffolding costs which result in a significant saving. Full details were included in the Part 2 report.

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

Public reports pack 20112024 1930 Overview and Scrutiny Committee.pdf

Decision taken

The Cabinet noted and approved the Action Plan as set out in Appendix 1 of the report

Reason for decision

This report set out the Council’s annual complaints performance and service improvement for 2023-24. It also summarised key lessons learned, compliance against the Housing Ombudsman Complaint Handling Code and Action Plan to ensure improvements identified are implemented to improve complaint handling and to continue to develop a positive complaints culture across the organisation.

Several improvements had been made to the complaints process this year including additional resources and a new complaints policy.

Cabinet received a report of the Executive Director (Finance and Transformation) on the Annual Complaints Performance and Service Improvement Report 2023/24 following recommendation from the Overview and Scrutiny Committee.

Decision taken

The Cabinet noted and approved the Action Plan as set out in Appendix 1 of the report

Reason for decision

This report set out the Council’s annual complaints performance and service improvement for 2023-24. It also summarised key lessons learned, compliance against the Housing Ombudsman Complaint Handling Code and Action Plan to ensure improvements identified are implemented to improve complaint handling and to continue to develop a positive complaints culture across the organisation.

Several improvements had been made to the complaints process this year including additional resources and a new complaints policy.

Recommendations from the Council’s Cabinet Panels

The following reports were considered following recommendation from Cabinet Panels:

The report for this item can be found on the below link following recommendations from the Cabinet Planning and Parking Panel on the 19^th November 2024:

INTRODUCTION OF RESIDENT PERMIT PARKING SCHEME OTHER WAITING RESTRICTIONS AND VERGE AND FOOTWAY PRO.pdf

Decision taken

Cabinet agreed the recommendations and included an amendment that the verge footway prohibition order only be implemented once additional parking bays had been installed in Greenfield by Hertfordshire County Council.

Reason for decision

A review of restrictions would be considered if feedback was received by residents as with all parking consultation there would be a 6 month period for review.

Discussions had taken place with Hertfordshire County Council to provide additional parking in Greenfields.

Cabinet received a report of the Assistant Director (Regeneration and Economic Development) on the Introduction of Resident Permit Parking Scheme, Other Waiting Restrictions and Verge and Footway Prohibition, in Various Roads, Sherrards Ward, Welwyn Garden City following its recommendation to Cabinet by the Cabinet Planning and Parking Panel.

During the discussion the following points were raised:

·         A member had reviewed areas within the proposals and understood the frustrations of residents, and the implications a lack of parking had caused.

·         It was highlighted that the borough Council does not have responsibility for the grass verges as these are owned by the County Council. Conversations between the Council and the County Council were ongoing, and the Executive Member (Environment) had proposed that an exception would apply to Greenfields until additional parking was provided.

·         A 6 month period would taken place to monitor the effectiveness of the implementation of the traffic orders.

Decision taken

Cabinet agreed the recommendations and included an amendment that the verge footway prohibition order only be implemented once additional parking bays had been installed in Greenfield by Hertfordshire County Council.

Reason for decision

A review of restrictions would be considered if feedback was received by residents as with all parking consultation there would be a 6 month period for review.

Discussions had taken place with Hertfordshire County Council to provide additional parking in Greenfields.

The report for this item can be found on the below link at Agenda Item 8 following recommendations from the Climate Biodiversity Cabinet Panel on the 6^th November 2024:

Public reports pack 06112024 1930 Climate Biodiversity Cabinet Panel.pdf

Decision taken

The Cabinet approved the Net Zero Strategy.

Reason for decision

On 10 July 2024, the Climate Biodiversity Cabinet Panel approved the Transition to Net Zero Strategy (TTNZS) for public consultation.  A total of 88 responses were received by the deadline and this report outlines feedback from the Transition to Net Zero Strategy consultation.  

The Transition to Net Zero strategy was written as Members of the Climate Biodiversity Cabinet Panel had previously asked for a robust standalone climate change strategy document.

This strategy replaced the old one and was more aligned with a new corporate priority, ‘Action on Climate’. It supports all four objectives within that priority and sets out an overall vision for the borough”

Cabinet received a report of the Executive Director (Resident Services and Climate Change) on the Transformation to Net Zero Strategy following recommendation from the Climate and Biodiversity Cabinet Panel.

During the discussion the following points were raised:

·         It was felt that the Strategy would highlight how the community could support the net zero target.

·         It was felt that the Strategy was an important incentive.

Decision taken

The Cabinet approved the Net Zero Strategy.

Reason for decision

On 10 July 2024, the Climate Biodiversity Cabinet Panel approved the Transition to Net Zero Strategy (TTNZS) for public consultation.  A total of 88 responses were received by the deadline and this report outlines feedback from the Transition to Net Zero Strategy consultation.  

The Transition to Net Zero strategy was written as Members of the Climate Biodiversity Cabinet Panel had previously asked for a robust standalone climate change strategy document.

This strategy replaced the old one and was more aligned with a new corporate priority, ‘Action on Climate’. It supports all four objectives within that priority and sets out an overall vision for the borough”

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 13 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:-

Report of the Executive Director (Resident Services and Climate Change)

Cabinet received the Part 2 report

Decision taken

That Cabinet agreed to award the contract for Aids and Adaptation Services to Gracelands Complete Maintenance Services Limited to commence on 1^st April 2025 and continue for an initial period of 3 years with a possible extension of a further one year.

Reason for decision

The reasons for the decision are set out in paragraph 342a.

Report of the Executive Director (Resident Services and Climate Change)

Cabinet received the Part 2 report.

Decision taken

Cabinet agreed the variation to the Equans contract which would change the way payments were made.

Reason for decision

The reasons for the decision are set out in Paragraph 342b.