Agenda, decisions and draft minutes

Mr F Martin addressed Cabinet regarding item 18 and the Procurement of Housing Repairs, Maintenance and Capital Improvements provision from 2025. A copy of his statement has been appended to the minutes in full due to a problem with the microphones.

To receive any apologies for absence and declarations of interest.

Apologies were received from Councillor Hargreaves.

Councillor Barker, Leader of the Conservative Group, also sent her apologies and Councillor Moran deputised in her place.

Councillor Reeve declared a non-registrable interest in respect of Item 15 as he was personally supporting a Ukrainian family. He recused himself from the meeting for this item.

To consider the minutes of the meeting held on 19 March 2024.

The minutes of the previous meeting held on 19 March were approved as a correct record.

To receive questions or statements from non-executive members on matters included on the agenda.

There were no questions from non-executive members.

To consider any reports from Scrutiny Committee.

Councillor Gregory said the Scrutiny Committee had dealt with a very agenda in the past week which covered a number of important issues, such as the Local Plan, procurement relating to housing maintenance, Climate Change and Operational Resilience. He said that whilst the committee had received a comprehensive report on the Local Plan, members had been disappointed by the lack of published paperwork with the Local Plan Panel agenda and asked that this not happen again. In addition, he said the Committee had supported the procurement proposals relating to housing maintenance but had been surprised that additional paperwork relating to the proposal had to be requested. He thanked the Operational resilience Task and Finish Group for the speed and detail of their report. Finally, he thanked officers for the Climate Change Action Plan.

Councillor Gregory left the meeting at 7.21pm.   

To receive for information any delegated decisions taken by Cabinet Committees or Members since the previous Cabinet meeting:

·        Executive Decision on 27 March 2024 - Response to ECC consultation: Replacement Essex Minerals Local Plan (Regulation 18)

The Executive Decision made on 27 March 2024 - Response to ECC consultation: Replacement Essex Minerals Local Plan (Regulation 18) was noted.

To consider the Climate and Biodiversity Action Plan.

RESOLVED

I.                 To note the achievements and progress made delivering the UDC Climate Change Action Plan in 2023/24 as set out in the report.

II.               To note highlights, arising issues, follow-on actions, and the updated Climate Change Action Plan proposed by the Climate Change, Lead Officer, to be delivered April 2024 to March 25 at Appendix 1.

III.              To approve the updated Climate Change Action Plan.

The Leader moved to item 9 on the agenda for the benefit of officer present.

Councillor Reeve presented the report regarding the Climate Change Action Plan, which highlighted achievements over the past twelve months and presented the updated Climate Change Action Plan for April 2024 to March 2025, including key programme priorities, activities, and measures of success. He thanked officers for producing such a detailed plan and for their success in the past twelve months; he said he was particularly proud of the establishment of the Co-Wheels car club and the DEFRA grant application which led to the award of £200,000 of funding. He proposed approval of the recommendations set out in the report.

In response to a question regarding bike “velo locks”, Councillor Reeve said the matter would be looked into but was not part of the current action plan.

Members discussed the pilot scheme in relation to the pollution awareness project in Saffron Walden, which included 21 businesses, and how feasible it would be for employees to cycle to work.

In response to a comment regarding attendance at the Council’s climate change event, Councillor Sell said the next session should not be held during the working day as many councillors had work commitments.

The Leader seconded the proposal.

RESOLVED

I.                 To note the achievements and progress made delivering the UDC Climate Change Action Plan in 2023/24 as set out in the report.

II.               To note highlights, arising issues, follow-on actions, and the updated Climate Change Action Plan proposed by the Climate Change, Lead Officer, to be delivered April 2024 to March 25 at Appendix 1.

III.              To approve the updated Climate Change Action Plan.

To consider amendemnts to the Council Private Sector Housing Enforcement Policy.

I.                 Enable officers to discharge its duty and exercise powers under:

i.                 The Electrical Safety Standards in the Private Rented Sector (England) Regulations 2020

ii.                The Smoke and Carbon Monoxide Alarm (England) Regulations 2015 & The Smoke and Carbon Monoxide Alarm (Amendment) Regulations 2022

iii.               The Energy Efficiency (Private Rented Property) (England and Wales) Regulations 2015 as amended by The Energy Efficiency (Private Rented Property) (England and Wales) (Amendment) Regulations 2019

iv.              The Housing and Planning Act 2016 (Banning Order Offences) Regulations 2018

II.               Approve the revised Private Sector Housing Enforcement Policy as set out in Appendix A.

The Environmental Health Manager (Protection) presented the report regarding amendments to the Environmental Health (Housing) Enforcement Policy. He said Cabinet had approved the original Private Sector Housing Enforcement Policy in November 2019 but, since this time, there had been several changes in legislation allowing civil penalties. He asked members to approve the amended Policy as outlined in the report.

Councillor Coote commended the report and proposed approval.

In response to questions, the Environmental Health Manager (Protection) said officers would receive training on these changes and that he would come back with information relating to how many investigations were conducted each year.

Councillor Sutton seconded the proposal.

RESOLVED to:

I.                 Enable officers to discharge its duty and exercise powers under:

i.                 The Electrical Safety Standards in the Private Rented Sector (England) Regulations 2020

ii.                The Smoke and Carbon Monoxide Alarm (England) Regulations 2015 & The Smoke and Carbon Monoxide Alarm (Amendment) Regulations 2022

iii.               The Energy Efficiency (Private Rented Property) (England and Wales) Regulations 2015 as amended by The Energy Efficiency (Private Rented Property) (England and Wales) (Amendment) Regulations 2019

iv.              The Housing and Planning Act 2016 (Banning Order Offences) Regulations 2018

II.               Approve the revised Private Sector Housing Enforcement Policy as set out in Appendix A.

To consider the Empty Homes Policy.

RESOLVED to approve the Empty Homes Policy document.

The Environmental Health Manager (Protection) presented the report regarding the Empty Homes Policy, which stated that making best use of existing homes was a key action in the Council’s Housing Strategy 2021 -2026. He said that the proposed Empty Homes Policy brought to Cabinet reflected local and national perspectives and outlined all available options to bring empty homes back into use.

Members discussed the issue of empty homes in their localities and whether there had been an increase in recent years; the Environmental Health Manager (Protection) said each case was unique and circumstances would always be taken into account.  

Councillor Coote proposed approval of the proposal.

This was seconded by Councillor Sutton.

RESOLVED to approve the Empty Homes Policy document.

To consider the designation of the Debden Neighbourhood Plan Area.

RESOLVED to:

I.                 To designate the Parish of Debden as a Neighbourhood Development Plan Area.

II.              The Plan Area as submitted by Debden Parish Council should be supported and adopted as the Debden Neighbourhood Development Plan Area.

Councillor Evans presented the report regarding the Designation of the Debden Neighbourhood Plan Area. In response to a question, he said the council was obliged to designate the area in accordance with The Neighbourhood Planning (General) Regulations (Amended 2015 and 2016) as the application was for the whole Debden Parish area. He proposed approval of the recommendation.

Councillor Reeve seconded the proposal.

RESOLVED to:

I.                 To designate the Parish of Debden as a Neighbourhood Development Plan Area.

II.              The Plan Area as submitted by Debden Parish Council should be supported and adopted as the Debden Neighbourhood Development Plan Area.

To consider the Corporate Core indicators – Target Setting 2024/25 report.

RESOLVED to approve the Corporate Core Indicator targets for 2024/25 as set out in the body of the report and Appendix A.

The Leader presented the report regarding Corporate Core Indicator targets for 2024/25, which set out targets for all Corporate Core Indicators (CCIs) to be monitored and reported during the 2024/25 performance year. She said the CCIs had been selected to enable the Corporate Management Team and Members to continue to focus on key areas of performance across the council.

In response to a question regarding recycling targets, Councillor Reeve said the current metric was realistic and in line with other local authorities. However, the target would be reviewed following a campaign to increase recycling rates.

Councillor Coote seconded the proposal.

 RESOLVED to approve the Corporate Core Indicator targets for 2024/25 as set out in the body of the report and Appendix A.

To consider the report regarding the Blueprint Uttlesford Audit.

The Leader presented the report regarding Blueprint Uttlesford, which provided an update on the progress of the council’s organisational change programme, Blueprint Uttlesford. She said that in year one 9 service reviews were completed and provided a net budget saving of £1,214,000 Furthermore, an Internal Audit had been carried out on the programme and it had received a ‘Moderate’ opinion. She asked members to note the report.

In response to a question regarding UDC’s Highways contribution, the Chief Executive said the decision to end the Highways Ranger scheme had been taken by Essex County Council but this had led to a saving of £86,000 for UDC. In regards to Blueprint Uttlesford more generally, he said two member workshops had been scheduled and he would welcome questions form members in advance to ensure detailed answers could be prepared.

Members discussed preferences for training and briefing sessions and it was acknowledged that there was a split between daytime and evening slots. However, it was recognised that working members would find it difficult to attend during the day and there needs should be accommodated.

The report was noted.

To consider the Car Park Update report.

RESOLVED to:

I.                 Note the 6 months’ notice period submitted by House Group Development Management Limited to end the management agreement for the Rose and Crown Car Park and that the Car Park will no longer be managed by the Council.

II.               Approve the following amended tariffs for Sundays and Bank Holidays in Fairycroft Car Park only:

i.                 50p for 1 hour

ii.                £1 for 2 hours

iii.               £1.50 for 3 hours

The Leader presented the report regarding the Car Park Update. She said the report had been brought to members as the owners of the Rose and Crown car park had requested an end to the current management arrangement and that Waitrose had requested changes to the flat rate Sunday tariff at Fairycroft car park. She proposed approval of the recommendations set out in the report.

Councillors Sutton seconded the proposal.

RESOLVED to:

I.                 Note the 6 months’ notice period submitted by House Group Development Management Limited to end the management agreement for the Rose and Crown Car Park and that the Car Park will no longer be managed by the Council.

II.               Approve the following amended tariffs for Sundays and Bank Holidays in Fairycroft Car Park only:

i.                 50p for 1 hour

ii.                £1 for 2 hours

iii.               £1.50 for 3 hours

To consider the Strategic Grants – Asylum Seeker and Refugee report.

RESOLVED:

I.                 To launch a strategic grants process for both Ukrainian and Asylum- Seeking cohorts across 3 domains of need.

II.              To extend the individual grants fund to asylum seeking communities from the Asylum Dispersal Grant to support with ad hoc funding requests and support to move into and furnish accommodation for a maximum of £1,500 per family.

Councillor Sutton presented the report regarding Strategic Grants for Ukrainians and Asylum Seekers, which set out the case to move to strategic grants to support the integration of refugees into Uttlesford’s community. She proposed approval of the recommendation.

Members discussed the issue of strategic grants for asylum seekers and refugees and the proposals were commended for being humane. There was also praise for the way the community had supported Ukrainian refugees, including officers and councillors greeting people at the airport.

Councillor Reeve seconded the proposal.

RESOLVED:

I.                 To launch a strategic grants process for both Ukrainian and Asylum- Seeking cohorts across 3 domains of need.

II.              To extend the individual grants fund to asylum seeking communities from the Asylum Dispersal Grant to support with ad hoc funding requests and support to move into and furnish accommodation for a maximum of £1,500 per family.

To consider the report regarding Housing Support under the Homes for Ukraine Scheme.

RESOLVED:

I.                 To launch a rent assist offer (deposit, 6 week’s rent in advance and a council guarantee to fund the rent for the duration of the tenancy should the tenant default) to support Ukrainian guests to move into private rental properties.

II.               To use some of the Homes for Ukraine funds to act as a dedicated fund to bridge the gap between local housing allowance and market value rent.

Councillor Reeve declared a non registrable interest in respect of this item as he was supporting a Ukrainian family with their accommodation. He recused himself from the meeting at 9.14pm and left the room.

Councillor Sutton presented the report regarding the Housing Support Offer to Ukrainians, which set out the support on offer for Ukrainian refugees living in Uttlesford. She proposed approval of the recommendation.

Members commended the proposal and there was agreement that the support on offer was required.

Councillor Coote seconded the proposal. 

 RESOLVED:

I.                 To launch a rent assist offer (deposit, 6 week’s rent in advance and a council guarantee to fund the rent for the duration of the tenancy should the tenant default) to support Ukrainian guests to move into private rental properties.

II.               To use some of the Homes for Ukraine funds to act as a dedicated fund to bridge the gap between local housing allowance and market value rent.

Item withdrawn.

To exclude the public and press due to consideration of a report containing exempt information within the meaning of section 100I and paragraph 3 part 1 Schedule 12A Local Government Act 1972.

Cabinet RESOLVED to exclude the public and press due to consideration of a report containing exempt information within the meaning of section 100I and paragraph 3 part 1 Schedule 12A Local Government Act 1972.

To consider the report regarding the Procurement of Housing Repairs, Maintenance and Capital Improvements Provision from 2025.

RESOLVED to:

I.                 Cabinet approve the mixed economy operating model (Option 11).

II.               Cabinet give delegated authority to the Interim Strategic Director, Housing, Health and Communities, the Chief Executive, the Strategic Director of Finance, Commercialisation and Corporate Services, and the interim Director of Property in consultation with the Cabinet Members of Housing and Finance, to develop the detailed service specifications/contracts in advance of the

procurement process, to be brought back to Cabinet on 13 June 2024.

III.             Cabinet give delegated authority to the interim Director of Property to manage the procurement process, in consultation with the Chief Executive, Interim Strategic Director of Housing, Health and Communities, Strategic Director of Finance, Commercialisation and Corporate Services, the Council’s Procurement Service and external advisors as required.

IV.            Cabinet note the ‘step-in’ arrangements put in place by UDC (as delegated by Cabinet on 9th January) and the recommendation by officers that it is not appropriate to pursue a legal remedy against UNSL at this stage for service failure.

V.              Cabinet note the ‘next steps’ for the procurement process.

VI.            Cabinet delegate to the Interim Strategic Director, Housing, Health and Communities, the Chief Executive and the interim Director of Property in consultation with the Cabinet Member for Housing the formal consultation process and ongoing engagement arrangements with tenants and leaseholders.

Councillor Reeve returned to the room 9.20pm.

Councillor Coote presented the report regarding the Procurement of Housing Repairs, Maintenance and Capital Improvements provision from 2025, which followed the decision by Cabinet on 9th January 2024 not to continue with the Joint Venture arrangement with Uttlesford Norse Services Ltd (UNSL) from April 2025 and instead put in place a new operating model for the delivery of repairs, maintenance and capital improvements to UDC’s council homes. He said the recommended option was to replace the current arrangement with a mixed economy between different providers (Option 11), and he highlighted the report that summarised the 11 options presented to Cabinet on 9th January and to Members on 18th March. He said the rationale for recommending Option 11 was that it would enable UDC to tailor long-term service arrangements per workstream and build relationships with providers, therefore achieving buy-in to social investment and the ability to control costs. He proposed approval of the recommendations set out in the report.

Members discussed the proposal and asked questions.

The Interim Director of Property said he was working to a project plan which was predicated on a collegiate approach with UNSL; it was important that people were kept informed. He said that he expected staff would be disappointed with the mixed economy option but it would not be economical to keep all services in house. He added that most works were already sub-contracted.

In response to a question regarding governance, the Interim Director of Property said governance arrangements would be built into the process. The Chief Executive added that further decisions would be brought before members and there would be further updates on stakeholder engagement. For instance, a “meet the supplier” day would be scheduled in future and a timetable on the process would be brought to members in June.

Councillor Sutton seconded the proposal.

RESOLVED to:

I.                 Cabinet approve the mixed economy operating model (Option 11).

II.               Cabinet give delegated authority to the Interim Strategic Director, Housing, Health and Communities, the Chief Executive, the Strategic Director of Finance, Commercialisation and Corporate Services, and the interim Director of Property in consultation with the Cabinet Members of Housing and Finance, to develop the detailed service specifications/contracts in advance of the

procurement process, to be brought back to Cabinet on 13 June 2024.

III.             Cabinet give delegated authority to the interim Director of Property to manage the procurement process, in consultation with the Chief Executive, Interim Strategic Director of Housing, Health and Communities, Strategic Director of Finance, Commercialisation and Corporate Services, the Council’s Procurement Service and external advisors as required.

IV.            Cabinet note the ‘step-in’ arrangements put in place by UDC (as delegated by Cabinet on 9th January) and the recommendation by officers that it is not appropriate to pursue a legal remedy against UNSL at this stage for service failure.

V.              Cabinet note the ‘next steps’ for the procurement process.

VI.            Cabinet delegate to the Interim Strategic Director, Housing, Health and Communities, the Chief Executive and the interim  ...  view the full minutes text for item CAB105

Item for information.

The Strategic Director of Finance, Commercialisation and Financial Services presented the report for information regarding a debt refinancing opportunity. He said the decision in question was within his delegated powers but he had brought the report to members for information and comment.

Members discussed the report.

Councillor Reeve said the report had been the focus of a robust discussion at the Investment Board. He said there had been a consensus at the Investment Board that the decision to refinance was a “no brainer” and a good deal for the Council.

The report was noted.

The meeting was closed at 9.50pm.