Agenda and minutes

To receive any apologies and declarations of interest.

Apologies for absence were received from Councillors Asker, Dean, Fairhurst, Gregory, Lavelle, de Vries and the Youth Council.

Councillor Barker declared a non – pecuniary interest in item 8 as a member of Essex County Council.

To receive the minutes of the previous meetings held on 6 December 2022 and 2 February 2023.

The minutes of the meetings held on 6 December 2022 and 2 February 2023 were approved.

To receive any announcements from the Chair.

In the absence of Councillor Asker, the Chair said councillors would shortly be receiving details about the Chairs Civic Dinner, which would be held on 31^st March in the Officers Mess, Carver Barracks.

He said that Cllr Asker would be most grateful if those who were unable to attend would make a generous donation to the Chairs charity, the Youth Outreach Project and additional youth projects.

To receive matters of report from the Leader and members of the Executive.

Reports have been submitted from the following Cabinet members:

·        Portfolio Holder for Planning, Stansted Airport, Infrastructure Strategy and the Local Plan

·        Portfolio Holder for the Environment and Green Issues; Equalities

·        Portfolio Holder for Communities, Health, Youth, Public Safety, Emergency Planning and liaison with the Police and Fire & Rescue Service

The Leader said she had written to Essex County Council to request improved communications in relation to matters that affected the district and town or parish councils, such as the closure of the Highways Rangers service.

CouncillorCoote thanked the Leader and Chief Executive for the support they had provided to Ukrainian refugees in the district.

To consider any reports referred from the Executive and the Council’s committees and receive questions and answers on any of those reports.

The Chair said that the matters referred by the Executive had been included as standalone items on the agenda (Items 7 and 8).

To consider matters concerning joint arrangements and external organisations.

No matters were received regarding joint arrangements or external organisations.  

To consider the Corporate Plan 2023-2027.

Councillor Reeve presented the Corporate Plan 2023-27. He said this would be the final Corporate Plan of the administration, which would be light-touch due to the elections in May. He said the administration had delivered its vision within the council’s means and some excellent work had been done in regards to a wide range of matters, such as the Climate Change Strategy, Economic Recovery Delivery Plan and the Investment Portfolio. He thanked the Assistant Director Corporate Services and the Chief Executive for their assistance in producing the document and proposed approval of the Plan.

Councillor Evans seconded the proposal.

Councillor Khan said the Corporate Plan was shallow and asked for evidence that services had been delivered cost effectively. He said fewer council homes had been built than promised and highlighted that the annual accounts had still not been signed off.

Councillor Sell said there was a gap between what was promised and what was achieved by the administration; he said he regretted the aborted attempt to amend the Cabinet system.

In response, Councillors Lees and Coote said the administration had promised to review the Cabinet system and that was what they did. Councillor Coote said he had spent time trying to improve governance measures in consultation with the opposition groups.

CouncillorCriscione asked whether a Corporate Plan Delivery Plan would be made available before the election. He said caution should be applied to political statements made on matters that could result in planning applications, such as the second runway at Stansted Airport  

In response to a question from Councillor Caton regarding the Local Plan Leadership Group, Councillor Evans said the working group was not operating in secret as a cross-party workshop had been held in the previous week. Councillor Bagnall added that the working party sessions had been constructive and Councillor Caton had been present.

Councillor Reeve summarised the debate and confirmed that a Corporate Plan Delivery Plan would not be produced before the next election. He commended the report.

            RESOLVED that the Corporate Plan 2023-2027 is adopted.

To consider the Medium Term Financial Strategy and Budget Proposals for 2023/24.

Councillor Hargreaves presented the report regarding the Medium Term Financial Strategy (MTFS) and Budget proposals 2023/24. He commended the comprehensive documentation of “unvarnished detail” and thanked the Assistant Director of Finance for his work. He said that all current services would be maintained and no cuts were required, although he advised caution going forward into future years. He said there was uncertainty regarding the Fair Funding Review from central government, Business Rates, inflation rates and the war in Ukraine, as demonstrated by the best and worst case forecasts found in the MTFS papers.  

He highlighted the following:

• Planning fees in the Council’s control would be increased to ensure the service was in line with other authorities. There had also been more PINS applications determined by the Council, leading to greater income than forecast in the previous year.
• A Council Tax rise of 3%, equating to a £5.00 rise for Band D properties, providing an additional £195,000 income per annum.

·        The Cost of Living Support Fund had been established with this additional income, to assist those who did not qualify for other measures of support but were still struggling in the economic climate, as per discussions at a member workshop.

·        To note the balanced budget, including the use of £1.8million from reserves for planned purposes and £2.7million from the MTFS reserves. He said if an asset was sold from the investment portfolio, the shortfall could be covered. 

·        Existing council rents had been increased by 7% in line with Government policy. A 11% rise would be applied when a property was to be re-let. These measures had been accepted by the Housing Board.

·        In regards to the Treasury Management Strategy, he said the fair funding review had not been completed by central Government and all councils were affected by the uncertainty this created.

He said the proposals had been through both Scrutiny Committee and Cabinet.

He proposed approval of the recommendations setout in the report.

Councillor Reeve seconded the proposal.

Councillor Khan spoke to his amendment. He said the Cost of Living Crisis had led to a cohort of people who were just about managing, and who did not qualify for other measures of support. He asked members to support the amendment to help residents who were struggling but not applicable for other levels of assistance. He proposed the following:

“In light of the Office for Budget Responsibility forecast that real household disposable income will fall by 7.1% between 2021/22 and 2023/24, worsening the existing Cost Of Living Crisis and further squeezing the low to middle income families, this Council resolves to: 1. rebate the proposed 3% increase in the Council precept in 2023/24 financial year to households in Bands A-C to help the "just about managing households" in the district at an estimated cost of £44k and; 2. fund this cost from General Fund Reserves as the Council did with the similar targeted “cost of living” payments in the 2022/23 budget.”

Councillor Caton duly seconded.

Councillor Hargreaves spoke in response to  ...  view the full minutes text for item C80

To consider the Pay Policy Statement 2023/24.

Councillor Hargreaves presented the report regarding the Pay Policy Statement 2023/24. There was a requirement under the Localism Act 2011 for councils to publish an annual Pay Policy Statement, which set out the pay and remuneration of its employees for the forthcoming year. He proposed approval of the Pay Policy Statement and to delegate authority to officers to update the Statement when the necessary figures became available on 31 March 2023.

Councillor Luck seconded the proposal.

In response to a question from Councillor Smith regarding Bank Holiday pay, Councillor Hargreaves said this would be passed to officers to be looked at.

The proposal was approved unanimously.

RESOLVED to:

I.                 Approve the Pay Policy Statement

II.               Give delegated authority to the Assistant Director – Business & Change Management to update the Pay Policy Statement and associated documents with pay multiple and average salary figures as at 31 March 2023 and with revised salary information once the 2023/24 national pay award is agreed

To consider the report regarding the Business Rates Relief Policy 2023/24.

Councillor Hargreaves presented the report regarding Business Rates Relief Policy 2023/24. He said the Government was removing pandemic related grants but in effect this was the council enacting government policy. He proposed approval of the recommendation setout in the report.

Councillor Sutton seconded the proposal.

Councillor Barker requested that the 20 largest business rates in the district were circulated with councillors, to give an idea of the scale of increase in May, along with a timetable for challenge.  

The Chair moved to a vote. The proposal was approved unanimously.

RESOLVED to approve the updated Business Rates Relief Policy as set out in this report and Appendix A, using its discretionary powers under S47 of the Local Government Act 1988 (as amended).

To consider the report regarding the Cost of Living Support Fund Policy 2023/24.

Councillor Hargreaves presented the Cost of Living Support Fund Policy 2023/24. He said the Policy consisted of three elements; the Cost of Living support Fund, the Local Council Tax Support Scheme and further monies would be put in the Extreme Hardship Fund. He proposed approval of the recommendation set-out in the report.

Councillor Bagnall seconded the proposal.

Councillor Caton said he was pleased to see this on the agenda and the Liberal Democrat and Green group would be supporting the proposals.

Councillor Lees said she was pleased with the collaboration that had led to this Policy. She said support would be easily accessible for those who struggling in the current economic climate.

The proposal was approved unanimously.

            RESOLVED:

a. to approve the Uttlesford Cost of Living Support Fund Policy as set out in Appendix A

b. to note the Government Council Tax Support Fund as set out in Appendix B

c. to approve the Discretionary element of the Government Council Tax Support Fund as set out below and in Appendix B

i. to provide an additional maximum £25 top up payment for all households in receipt of Local Council Tax Support

ii. to add the remaining unallocated funds to The Exceptional Hardship Fund.

To consider the report regarding the Appointment of a Monitoring Officer.

The Chair said that the meeting would need to move into Part 2 if specific details relating to the individual and their appointment were to be discussed.

RESOLVED to exclude the public and press due to consideration of reports containing exempt information within the meaning of section 100l and paragraph 1, part 1, Schedule 12a of the Local Government Act 1972.

Councillor Lees presented the report which outlined interim arrangements for the management of the Council’s Legal Services, including the appointment of the Council’s Monitoring Officer. She proposed approval of the recommendation.

Councillor Evans duly seconded.

Members discussed the appointment and the following comments were made:

·        The role of Monitoring Officer was key and the approach to this appointment had shown a disregard to good governance.

·        The role did not require legal qualifications and the Deputy Monitoring Officer was suitably qualified and would support.

·        The appointment was interim only and a permanent Monitoring Officer would be appointed in due course.

The Chair took the proposal to a vote.

The vote was carried with 27 for, 2 against and 3 abstentions.

            RESOLVED:

i.                 That the council appoints Richard Auty as Monitoring Officer for the council and gives him delegated power to grant dispensations under s.33 Localism Act 2011 to district, parish and town councillors who have disclosable pecuniary interests to speak and/or vote on issues relating to such interests and to grant dispensations under the Code of Conduct to district, parish and town councillors with other pecuniary interests to speak and/or vote on issues relating to such interests.

ii.                That the council notes the powers delegated to the Assistant Director Governance and Legal, by the council’s Scheme of Delegation, save those on elections, are be delegated to Norman Coombe, on an interim basis.

To receive the Political Balance and Committee appointments report for information.

The Chair informed the meeting that Council was in public session.

The report regarding Political Balance and Committee Appointments following the by-election on 5 January 2023 was noted.

The Chair closed the meeting at 9.55pm.