Annual Council - 24 May 2022
To: ALL MEMBERS OF THE THREE RIVERS DISTRICT COUNCIL
You are hereby summoned to the Annual Council Meeting on Tuesday 24 May 2022 at 7.30pm to be held at Watersmeet, High Street, Rickmansworth,WD3 1EH for the purpose of transacting the under mentioned business:-
Council to be asked to observe a one minute silence following the sad death of past Three Rivers District Councillor Tony Barton
1. ELECTION OF CHAIR OF THE COUNCIL
To elect the Chair of the Council for the Local Government Year 2022/2023 in accordance with the procedure agreed by Council on 8 March 1998 (Minute 229/88) and 19 April 1988 (Minute No 398/88) and on the point’s scheme.
To receive the nomination for the Chair of Council.-01-22-05-24-cl-i-election-of-chair
2. CHAIR ELECT
The Chair Elect to make the Declaration of Acceptance of Office and to acknowledge the honour conferred.
NEW CHAIR OF COUNCIL TO TAKE THE SEAT AS CHAIR
3. VOTE OF THANKS TO RETIRING CHAIR
The retiring Chair to reply and to receive a Scroll from the Chair thanking the retiring Chair and their Term of Office. The new Chair to take the Chair of Council. (Retiring Chair to take the Vice-Chair’s Seat and to move to the audience after their reply).
4. APPOINTMENT OF VICE-CHAIR OF THE COUNCIL
To elect the Vice-Chair of the Council for the Local Government Year 2022/2023.
5. VICE-CHAIRMAN ELECT
The Vice-Chair Elect to make the Declaration of Acceptance of Office and to acknowledge the honour conferred
6. APOLOGIES FOR ABSENCE
7. ELECTION RETURN
The Returning Officer to report the results of the District Council Elections held in the District on 5 May 2022 and to confirm that all Councillors have signed the Declaration of Office.-07-22-05-24-cl-i-summary-of-election-results-5th-may-2022
8. THREE RIVERS DISTRICT COUNCIL HEALTH AND SAFETY POLICY STATEMENT 2022/23-08-19-05-21-cl-i-hs-policy_statement
9. APPOINTMENT OF THE MONITORING OFFICER09-22-05-24-cl-i-appointment-of-mo
The purpose of this report is to agree the Interim appointment of Ciara Feeney as the Monitoring Officer.
10. MINOR AMENDMENT TO THE COUNCIL CONSTITUTION
PART 2, ARTICLE 14 (POINT 14.05) – SEALING OF DOCUMENTS10-22-05-24-cl-i-22-05-24-cl-i-amendment-to-point-14-05
11. RECOMMENDATIONS OF THE POLICY AND RESOURCES COMMITTEE 14 March 2022
Council are asked to approve the following Policy and Resources Committee recommendations:
PR89/21 STAFF ENVIRONMENTAL CHARTER
The Environmental Charter as part of the Council’s commitment to deliver the Climate and Sustainability Action Plan
PR93/21 Amendments to TRDC’s existing Hackney Carriage, Private Hire and Operator policy
The amended policy with a further amendment on the opening hours to read “in line with the published opening hours”.
PR94/21 COUNCIL CONSTITUTION – CONTRACT PROCUDURE RULES, URGENT DECISIONS AND APPOINTMENT OF VICE CHAIR ON THE ENVIRONMENTAL FORUM – 3 recommendations (a-c to be agreed)
i) Contract Procedure Rules
To approve version 10.1 of the Contract Procedure Rules with the Council Constitution being amended accordingly.
ii) Urgent Decisions
8.1 To take such urgent action which is in the best interests of the Council where there is not time to convene the appropriate committee. Such action will be taken in consultation with the Group Leaders which expression shall where necessary for this paragraph 8 include Deputy Group Leaders acting in their place
8.2 Any urgent action taken under 8.1 and in consultation with Group Leaders will whenever possible be by unanimous agreement. The Leader of the Council will at their discretion determine at what point agreement has not been possible having regard to the urgency of the matter. The Chief Executive will give effect to any urgent decision reached by unanimous agreement.
8.3 Where agreement has not been reached under paragraphs 8.1 and 8.2, proportionality will be applied to the decision of each group leader to the effect that their decision reflects the number of seats held by their party on the Council and the Chief Executive will act in accordance with the decision of the group
iii) Appointment of Vice-Chair of Environmental Forum
To add to the appointments at Annual Council the appointment of a Vice Chair on the Environmental Forum.
PR95/21 CORPORATE FRAMEWORK 2020-2023 (Corporate Actions 2022-2023
Agreed the Corporate Framework Action Plan and objectives for 2022-2023, attached as Appendix 1 and recommends to Council.
PR96/21 TO RECEIVE THE FOLLOWING FINAL SERIVCE PLANS 2022-2025 FOR RECOMMENDATION TO COUNCIL
That the following service plans be agreed:
Committee, Corporate Services, Customer Service Centre, Economic and Sustainable Development (including Local Plan aspects of the service plan), Elections, Legal, Property Services and Major Projects, Finance and Revenue and Benefits) with an amendment to the Elections service plan that each Ward achieve a 92% annual canvass return.
PR97/21 BUDGET MONITORING – PERIOD 10 (JANUARY)
That the revenue and capital budget variations as shown in the table at paragraph 6.1 be approved and incorporated into the three-year medium-term financial plan.
A weblink to the Policy and Resources Committee reports from the meeting on 14 March 2022 in relation to recommendations 1 to 6 is provided below:
Link to minutes from the meeting
12. RECOMMENDATIONS OF THE SERVICE COMMITTEES
i) To receive the recommendations from the Leisure, Environment and Community Committee held on 16 March 2022
To agree the final service plans for 2022-2025 as follows: Leisure and Landscape, Community Partnerships and Environmental Protection
A weblink to the Leisure, Environment and Community Committee from the meeting on 16 March 2022 in relation the recommendation is provided below:
Link to Leisure, Environment and Community Committee minutes
ii) To receive the recommendations from the Infrastructure, Housing and Economic Development Committee held on 22 March 2022
RECOMMEND: To agree the final service plans for 2022-2025 as follows: Housing and Regulatory Services
A weblink to the Infrastructure, Housing and Economic Development Committee from the meeting on 22 March 2022 in relation the recommendation is provided below:
Link to the minutes from the meeting:
To confirm as a correct record the Minutes of the meeting of the Council held on 22 February 2022.22-02-22-council-minutes22-02-22-addendum-to-minutes
14. CHAIR’S ANNOUNCEMENTS22-02-24-no1-ac-spreadsheet-2022-appts-15-24
15. APPOINTMENT OF THE LEADER OF THE COUNCIL
16. APPOINTMENT OF DEPUTY LEADER OF THE COUNCIL
17. APPOINTMENT OF LEAD MEMBERS
To appoint the Lead Members for:
Resources and Shared Services (Policy and Resources)
Transport and Economic Development (Infrastructure, Housing and Economic Development)
Infrastructure and Planning Policy (Infrastructure, Housing and Economic Development)
Housing (Infrastructure, Housing and Economic Development)
Leisure (Leisure, Environment and Community)
Environmental Services, Climate Change and Sustainability (Leisure, Environment and Community)
Community Safety and Partnerships (Leisure, Environment and Community)
The Chair of the two Service Committees will be split between the three Lead Members who will be preside at two meetings of the Service Committees each year with the other two acting as the Vice-Chair when not in the Chair.
In accordance with the Council Constitution these Members are appointed to the Policy and Resources Committee (see item 18a)
18. APPOINTMENT OF POLICY AND RESOURCES, PLANNING, REGULATORY SERVICES, LICENSING, INFRASTRUCTURE, HOUSING AND ECONOMIC DEVELOPMENT, LEISURE, ENVIRONMENT AND COMMUNITY, AUDIT AND COUNCIL TAX SETTING COMMITTEES
18a To appoint to the Policy and Resources Committee
To appoint Members to serve on the Policy and Resources Committee in accordance with the Council Constitution to include the Leader of the Council, Deputy Leader of the Council and the 7 Lead Members as appointed in Items 15, 16 and 17 above.
18b To appoint Members to the Planning, Regulatory Services, Licensing, Infrastructure, Housing and Economic Development, Leisure, Environment and Community, Audit and Council Tax Setting Committees
18c To appoint substitute Members-18-21-05-25-cl-i-appt-of-committees2022-23-committees-for-trdc-may-2022-82-seats
19. APPOINTMENT OF CHAIRS AND VICE-CHAIRS
In accordance with Procedure Rule 29, to appoint the Chair and Vice-Chair of the Planning, Regulatory Services, Licensing, Audit and Council Tax Setting Committees.
20. STANDARDS REGIME
Members’ Panel to deal with Code of Conduct Complaints
To reconstitute this Panel to deal with Code of Conduct Complaints against District and Parish Councillors under the stages agreed at the Executive Committee on 2 April 2012 (Minute EX104/11). This Panel will also consider any necessary report by Investigatory and Disciplinary Committee. See item 25 below.
The Panel will consist of Group Leaders (or their nominees).
21. EXTENSION OF APPOINTMENT OF INDEPENDENT PERSON ON THE COUNCIL
Council are asked to agree to the extension of Mr Nigel Gates appointment as an Independent Person (IP) on the Council under the Localism Act 2011 (“the Act”) for a period of 6 months from May 2022 subject to the successful recruitment of a new IP on the Council.
If following the successful recruitment of a new IP, Mr Gates to move to be a reserve IP in order to continue to provide some mentoring if asked.-21-22-05-24-cl-i-extend-apt-of-independent-member
22. APPOINTMENTS COMMITTEE
To establish the Appointments Committee with terms of reference as set out in Part 3 of the Constitution and appoint 7 Members to serve thereon. The Committee is subject to the Rules governing proportionality.
23. APPEALS COMMITTEE
To establish an Appeals Committee to hear any necessary Appeals in relation to Senior Staff Members should a dispute arise under the Terms of a JNC contract. To appoint 5 Members to serve thereon. The Committee is subject to the Rules governing proportionality.
24. INVESTIGATORY AND DISCIPLINARY COMMITTEE
To establish an Investigatory and Disciplinary Committee to consider any report or complaint in relation to Senior Staff Members appointed under the terms of a JNC contract. To appoint 5 Members to serve thereon. The Committee is subject to the Rules governing proportionality.22-05-24-no2-ac-spreadsheet-2022-appts-25-31
25. APPOINTMENT OF OTHER COUNCIL BODIES-25-22-05-24-cl-i-appt-of-other-council-bodies
26. APPOINTMENT OF THE CHAIRS AND VICE-CHAIRS FOR EACH OF THE LOCAL AREA FORUMS26-22-05-24-cl-i-appt-of-laf-chair-vice-chair
27. APPOINTMENTS TO OUTSIDE BODIES-27-21-05-25-cl-i-appt-of-outside-bodies
28. PENSIONERS CHAMPION
29. YOUNG PERSONS’ CHAMPION
30. MEMBER TRAINING CHAMPION
31. INDEPENDENT PANEL ON MEMBERS’ ALLOWANCES
To reconstitute the above Panel to review Members’ allowances. By statute, all appointments must be external to the Council. It is recommended to Council that the Chief Executive makes the appointments.
Shared Director of Finance
16 May 2022
General Enquiries: Committee.Team@threerivers.gov.uk