Agenda and draft minutes

For information, disclosable pecuniary interests and registrable interests relate to entries that are included, or should be included,  on a councillor’s register of interests. Non-registrable interests relate to any other matters.

No disclosures were made.

No announcements were made.

To approve the minutes of the previous meeting.

The minutes of the meeting held on 7th March 2024 were confirmed as a correct record and signed.

The deadline for questions is noon on Thursday, 21st March 2024.

No questions had been submitted.

A report of the Head of Planning and Growth.

Key Decision

Considered, a report of the Head of Planning and Growth: Local Development Scheme (item 6 on the agenda filed with these minutes).

RESOLVED

1.         that the revised programme for the preparation of local development documents as set out in the Local Development Scheme attached to the report be approved;

2.         that the Local Development Scheme comes into effect and is published by Friday 29 March 2024; and

3.         that authority is delegated to the Head of Planning and Growth in consultation with the Lead Cabinet Member for Planning to make any minor typographical/graphical amendments to the Local Development Scheme prior to its publication.

Reasons

1.         To ensure that the Local Development Scheme provides a realistic programme for the preparation of development plan documents.

2.         To meet the requirements of Section 15 of the Planning and Compulsory Purchase Act (2004), as amended by the Localism Act 2011 and the Town and Country Planning (Local Development) (England) Regulations 2004 (as amended by the Town and Country Planning (Local Development) (England) (amendment) Regulations 2008, 2009 and 2012).

3.         To enable the timely publication of the revised Local Development Scheme.

A report of the Head of Planning and Growth.

Key Decision

Considered, a report of the Head of Planning and Growth: Towards a Corporate Biodiversity Strategy (item 7 on the agenda filed with these minutes).

Councillor Rattray, Chair of the Scrutiny Commission, presented a report setting out the Commission’s pre-decision scrutiny of the matter and recommendation (copy filed with these minutes). The Commission was thanked for its scrutiny of the matter.

RESOLVED that the ‘Complying with the Biodiversity Duty - First Considerations Report’ be approved.

Reason

To demonstrate that the Council has fulfilled this part of the biodiversity duty set out in the Environment Act 2021.

A report of the Head of Contracts: Leisure, Waste and Environment.

Key Decision

Considered, a report of the Head of Contracts: Leisure, Waste and Environment: Biodiversity Improvements – Changes to Mowing Arrangements (item 8 on the agenda filed with these minutes).

Councillor Rattray, Chair of the Scrutiny Commission, presented a report setting out the Commission’s pre-decision scrutiny of the matter and recommendation (copy filed with these minutes). The Commission was thanked for its scrutiny of the matter.

RESOLVED

1.         that changes to the mowing arrangements at the sixteen locations highlighted in the report are implemented on a pilot basis for three years.

2.         that an interim review of the pilot is carried out after two years to consider the initial findings.

Reasons

1.      To improve the biodiversity value of council managed open spaces.

2.      To consider the success of the pilot scheme and assess the potential for embedding the changes on a permanent basis, and to consider whether the new arrangements can be introduced in more locations.

A report of the Director Commercial and Economic Development.

Key Decision

Considered, a report of the Director Commercial and Economic Development: Assets Review (office accommodation) (item 9 on the agenda filed with these minutes).

Councillor Rattray, Chair of the Scrutiny Commission, presented a report setting out the Commission’s pre-decision scrutiny of the matter and recommendation (copy filed with these minutes). The Commission was thanked for its scrutiny of the matter.

RESOLVED

1.         that it be agreed that the current Southfield Road offices will remain in use as the Council offices and that these offices undergo significant refurbishment to reduce carbon, deliver revenue savings, reduce future repair/maintenance liabilities and provide an enhanced, efficient workspace;

2.         that it be recommended to Council that a £500,000 budget be added to the Capital Plan to facilitate the development and planning of the programme of works to refurbish the Southfield offices;

3.         that authority be delegated to the Director of Commercial and Economic Development to appoint a supplier to undertake the specification and planning of a programme of works in a complaint procurement fashion with a potential value above the key decision threshold.

Reasons

1.         Such that a planned programme of works can be developed with certainty to be approved by Cabinet at a later date.

2.         So that Council may approve the new capital expenditure and allow the works to proceed.

3.         So that work may proceed at pace to begin programme development.

A report of the Head of Transformation, Strategy and Performance.

Considered, a report of the Head of Transformation, Strategy and Performance: Workforce Development Strategy (item 10 on the agenda filed with these minutes).

Councillor Rattray, Chair of the Scrutiny Commission, presented a report setting out the Commission’s pre-decision scrutiny of the matter and recommendation (copy filed with these minutes). The Commission was thanked for its scrutiny of the matter.

RESOLVED that the proposed new Workforce Development Strategy 2024-2028 be agreed.

Reason

To ensure the Council has a strategy in place to ensure it has the workforce capacity and capability to deliver the objectives of the Corporate Strategy 2024-2028.

A report of the Head of Democracy, for recommendation to Council.

Considered, a report of the Head of Democracy: Review of the Constitution, for recommendation to Council (item 11 on the agenda supplement filed with these minutes).

In respect of the proposed change relating to single member wards (item 4 agenda supplement pages 13-15), it was noted that the Head of Democracy had received a request from a councillor that an addition be made such that the Mayor, Deputy Mayor or councillors who are ill and have a disclosable interest be required to follow the procedure set out for single ward members.  The Leader stated that in most such cases a fellow ward councillor would be available and should be looked to first.  The Head of Democracy would explore the request with appropriate officers and councillors prior to consideration of the review by Full Council.

RESOLVED that it be recommended to Council that the changes to the Constitution set out in appendix 1 to the report be made, to be effective from the new Civic Year 2024/25.

Reason

To ensure the Constitution is kept up to date and fulfils its intended purposes.

A report of the Chief Executive.

Considered, a report of the Chief Executive: Urgent Decision Taken (Unit4 Finance System) (item 12 on the agenda filed with these minutes).

RESOLVED that the action taken by the Director of Commercial and Economic Development under urgency provisions be noted.