Agenda and minutes

Venue: Hendon Town Hall, The Burroughs, London NW4 4BQ

Contact: Maria Lugangira 020 8359 2761 Email: maria.lugangira@barnet.gov.uk 

Note: Public questions must be submitted by 10am on Monday, 30 September 2019 PLEASE NOTE: Barnet is introducing ‘paperlight’ meetings. Only two paper copies of the agenda will be available at the meeting for members of the public. Attendees are requested to view the agenda online and if needed, to print any specific agenda report(s). 

Items
No. Item

1.

Minutes of last meeting pdf icon PDF 107 KB

    Minutes:

    RESOLVED that the minutes of the dated the 17 June 2019 be agreed as a correct record.

     

2.

Absence of Members

    Minutes:

    Apologies for absence were received from Councillor Alison Moore, Councillor Geof Cooke was substiuting.

3.

Declaration of Members' Disclosable Pecuniary interests and Non Pecuniary interests (If any)

    Minutes:

    Councillor Arjun Mittra declared a non-pecuniary interest in Agenda Item 10 – Opendoor Homes updated Business Plan as he lives on Prospect Rinng

     

    Councillor Ross Houston declared an interest in Agenda Item 10 – Opendoor Homes updated Business Plan as he is a member of the Barnet Group Board. He was not present the discussion or voting ont his item.

     

4.

Report of the Monitoring Officer (if any)

    Minutes:

    None

5.

Public Questions and Comments (if any) pdf icon PDF 48 KB

    Minutes:

    Details of the questions asked and the answers provided were published and circulated at the meeting. Verbal responses were given to supplementary questions at the meeting.

     

6.

Members' Items (if any)

    Minutes:

    None.

7.

Brexit Preparedness pdf icon PDF 260 KB

    Additional documents:

    Minutes:

    The Committee considered the report which set out the council’s approach for identifying and mitigating potential risks and opportunities arising from Brexit - this included the development and ongoing review of an impact log. The approach centres around the exploration of a set of key themes where it is anticipated there may be a potential impact to the council and the services it delivers, and the wider borough.

     

    RESOLVED –

     

    1.     That the Committee notes the action being taken to ensure that Barnet is prepared for the UK’s departure from the EU.

    2.     That the Committee notes the approach to spend on Brexit preparation funding as set out in 11.2.

    3.     Authority is delegated to the Deputy Chief Executive (the Council’s Brexit Lead officer) to take decisions in respect of the funding approach set out in 11.2.

     

     

8.

Business Planning 2020-25 and Budget Management 2019/20 pdf icon PDF 605 KB

    Additional documents:

    Minutes:

     

     

    The provided details of the council’s refreshed MTFS ahead of the budget setting process taking into account the Government’s one-year spending round announcement.  As part of this process the council has also reviewed its in-year and ongoing financial pressures to calculate the likely gap that will need to be addressed across the financial years 2020 to 2025. The report set out the process which will take place for 2020/21 and future years in order to achieve a balanced budget.

     

    Following discussion on the London Living Wage for Freemantle staff who had been TUPE transferred to Your Choice Barnet the Chairman agreed to an item on the feasibility being brought back to the next Committee. This would be included in the Business Planning report

     

    Councillor Barry Rawlings, duly seconded by Councillor Arjun Mittra moved the following amendment;

     

    Upon being put to the vote the amended recommendations proposed by Councillor Barry Rawlings were declared lost. The vote was recorded as follows;

     

    For

    5

    Against

    6

    Abstain

    1

     

    Upon being put the vote the remaining recommendations as set out in the report were agreed.

     

    For

    6

    Against

    0

    Abstain

    6

     

    RESOLVED –

     

    1.     Notes the updated Medium Term Financial Strategy (MTFS) to 2025 as set out at Appendix A and the assumptions underpinning this in paragraph 1.5;

    2.     Agrees to consult on the use of the Council’s flexibility to raise the level of General Council Tax by 1.99% in 2020/21;

    3.     Agrees to apply a 2.0% Social Care Precept, to help fund care for the elderly as set out in section 1.5.9 in 2020/21;

    4.     Agrees that the savings proposals as set out in Appendix B, subject to consultation and equalities impact assessment, come back to Policy and Resources Committee in February 2020 for referral to Full Council in March 2020 for final approval of the 2020/21 budget including Council Tax;

    5.     Approve the Policy and Resources Fees and Charges as set out in Appendix F and outlined in paragraphs 1.3.1,

    6.     Agrees the changes to the existing Capital Programme as set out in section 1.5 and Appendix C;

    7.     Agrees to deleting and / or reducing schemes from the 2020/21 Capital Programme as set out in section 1.5;

    8.     Agrees the process for Budget Consultation as set out in section 9;

    9.     Agrees the bad debt writes offs as set out in section 1.6.14;

    10.Notes the update on the London wide Business Rates Pool as set out in paragraphs 1.2.9 to 1.2.10;

    11.Recommends to Full Council joining the London wide Business Rates Pool as set out in paragraphs 1.2.28-1.2.30.

    12.Recommends that Council delegates responsibility to the Chief Finance Officer (S151) in consultation with the Chairman of Policy and Resources Committee to agree the arrangements for the London wide Business Rates Pool in the form of the Memorandum of Understanding as set out in paragraph 1.2.33.

    13.Agrees implementation of the outcome of the review of contractual arrangements for the Brent Cross development scheme endorsed by Housing and Growth Committee  ...  view the full minutes text for item 8.

9.

Quarter 1 (Q1) 2019/20 Strategic Performance Report pdf icon PDF 735 KB

10.

Opendoor Homes updated Business Plan pdf icon PDF 231 KB

    Additional documents:

    Minutes:

    The Committee considered the report which provided an update on the progress made in delivering the Opendoor Homes affordable housing programme of 340 new homes across 27 sites within the borough.   The Committee’s approval was sought for a change to the Opendoor Homes business plan that supports the delivery of this programme.

     

    RESOLVED – That the Committee;

     

    1.     Note the progress made by Opendoor Homes in delivering 340 new homes for affordable rent across 27 infill housing sites in Barnet covering both tranche 3 and the microsites programme

    2.     Approve a change to the Opendoor Homes business plan to deliver the tranche 3 programme, the Council’s approval being required under the Facility Agreement dated 24 May 2017 made between TBG Open Door Limited and the Council.

     

11.

Brent Cross Cricklewood Report pdf icon PDF 223 KB

    Additional documents:

    Minutes:

    The Committee considered the report provided an update on the OJEU procurement evaluation process to select the contractor to design, build and commission the Brent Cross West Station as well as seeking authority to revise the procurement strategy for the Waste Transfer Station, ifnecessary. 

     

    Upon being put the vote the remaining recommendations as set out in the report were agreed. The vote was recorded as follows: 

     

    For

    6

    Against

    0

    Abstain

    6

     

    RESOLVED – That the Committee;

     

    1)    Notes the progress update provided to the Assets, Regeneration and Growth Committee (ARG) on 16 September 2019

    http://barnet.moderngov.co.uk/ieListDocuments.aspx?MId=9929&x=1

    2)    Notes progress on the OJEU procurement evaluation process to select the contractor to design, build and commission the Brent Cross West Station.

    3)    Notes that council officers are negotiating the required Asset Protection Agreement with Network Rail in respect of the station; and delegate to the Deputy Chief Executive to finalise and authorise entering into that agreement in consultation with the Chair of the Assets, Regeneration and Growth Committee, subject to the station contract being awarded.

    4)    Notes the progress on Homes England (HE) Home Building Fund Loan Facility and that CBRE are instructed to advise on the future council’s land contribution and best consideration in accordance with the Brent Cross South Project Agreement. CBRE are also instructed to undertake a review to inform the required consequential revisions to the legal agreements in light of the HE funding and the Direct Agreement. 

    5)    Authorises and delegates to the Chief Executive authority to revise the waste procurement strategy as reported to the Committee on 11 December 2018 in consultation with the Chair of the Assets, Regeneration and Growth Committee, if required.  

12.

Street Naming and Numbering Policy pdf icon PDF 414 KB

    Minutes:

    The Committee considered the report which set out  the proposed revised Street Naming and Numbering policy.

     

    RESOLVED –  That the Committee approves the updated Street Naming and Numbering policy as listed in Appendix 1.

13.

Increasing Room Hire Charges for Hendon Town Hall and North London Business Park pdf icon PDF 177 KB

    Minutes:

    The Committee considered the report which set out the proposed charges for hiring rooms. The proposed increases ranged from 10.7% to 16.7%, depending on the costs or market value of the space.

     

    RESOLVED – That the Committee approves the following changes in room hiring fees to be implemented once approval is received:

     

    Hendon Town Hall:

    ·        Council Chamber, Mon-Fri, half-day: £300 to £360.

    ·        Council Chamber, Mon-Fri, full-day: £600 to £720.

    ·        Council Chamber, Sat, half-day: £375 to £420.

    ·        Council Chamber, Sat, full-day: £750 to £845.

    ·        Committee room 1, 2 or 3, Sat, half-day: £300 to £345.

    ·        Committee room 1, 2 or 3, Sat, full-day: £600 to £690.

    ·        Committee room 1, 2 or 3, Sun, half-day: £375 to £430.

    ·        Committee room 1, 2 or 3, Sat full-day: £750 to £860.

    ·        Hendon Town Hall kitchen, Sun, half-day: £175 to £185 (hire cost for the kitchen unchanged for all other times)

    ·        Leader’s Room, Mon 5:30pm-8:30pm for £10, for registered Barnet based charities only, each charity limited to one booking per month

     

    The Atrium, North London Business Park:

    ·        Weekdays (out of hours): standarised to £40 per hour

    ·        Saturday: standarisedto £50 per hour.

    ·        Sunday: standarisedto £65 per hour.

     

    2 Bristol Avenue, Colindale Office*  

    ·        Conference room: whole room capacity approximately 100 people, 101sq.m/1,091sq.ft

    ·        Half day £550

    ·        Full day £1,100

    • Conference Room: Large Section capacity approximately 70 people, 67.5sq.m/727sq.ft
      • Half day £400
      • Full day £800

    • Conference Room: Small Section capacity approximately 30 people, 34sq.m/364sq.ft
      • Half day £175
      • Full day £350

     

    • Meeting Room 1: capacity approximately 6-8 people, 13.5sq.m/145sq.ft
      • Half Day £85
      • Full Day £165

     

    • Meeting Room 2: capacity approximately 2-4 people, 8.35sq.m/89.88sq.ft
      • Half Day £50
      • Full Day £100

     

    • Meeting Room 3: capacity approximately 4-6 people, 11.14sq.m/120sq.ft
      • Half Day £70
      • Full Day £135

     

    • Letting of the entire Conference Facility: Conference room, Meeting Room 1, Meeting Room 2, Meeting Room 3, break out area in front of the Conference room, and access via the stairs from Reception.
      • Half Day £1,000
      • Full Day £2,000

     

     

    *These hire rates are based on comparable conference room hire rates in the same geographical areas as the Colindale office.  Only once we test the rates on the open market will we know whether they are realistic, and whether adjustments are required, as well as judge whether different weekend rates are required. Barnet-based registered charities will be eligible for an 80% discount on Colindale office hire costs.  These proposed changes ensure that costs are covered in each space and bring the space closer to its market value.

14.

Referral from the Environment Committee: Reduction and Recycling Plan (RRP) - Single use Plastic pdf icon PDF 249 KB

    Minutes:

    The Committee considered the   referral report from the Environment Committee which requested that the Policy and Resources Committee consideration on Single Use Plastic within the operations of the Council as a whole.

     

    Councillor Geof Cooke, duly seconded by Councillor Arjun Mittra moved the following amendment;

     

    Delete Recommendation 2 and replace with;

     

    That the Policy & Resources Committee include the following in the Reduction & Recycling Plan to help achieve a plastic free Barnet;

     

    -        undertake an audit of single-use plastic used by the Council and all Council commissioned services, replacing them with sustainable or re-useable alternatives where practicable.

    -        ensure, where possible, all future Council commissioning exercise eliminate the use of single-use plastic, replacing them with sustainable  or re-useable alternatives where practicable

     

    Councillor Peter Zinkin proposed the following amendment to the above;

     

    That the Policy & Resources Committee include the following in the Reduction & Recycling Plan to help achieve a plastic free Barnet;

     

    -        where practicable undertake an audit review of single-use plastic used by the Council and all Council commissioned services, replacing them sustainable or re-useable alternatives where practicable.

    -        where practicable and feasible ensure, where possible, all future Council commissioning exercise eliminate the use of single-use plastic, replacing them with sustainable or re-useable alternatives where practicable

     

    Councillor Cooke accepted the amendment;

     

    Upon being put to the vote the amendments in the name of Councillor Cooke and Councillor Zinkin were agreed;

     

    RESOLVED –

     

    1.     That the Policy and Resources Committee notes that the Environment Committee reviewed and approved the Barnet’s Reduction and Recycling Plan (RRP) at its meeting on 11 September 2019.

     

    2.     That the Policy & Resources Committee include the following in the Reduction & Recycling Plan to help achieve a plastic free Barnet;

     

    -        where practicable undertake a review of single-use plastic used by the Council and all Council commissioned services, replacing them with sustainable or re-useable alternatives

    -        where practicable and feasible ensure, all future Council commissioning exercise eliminate the use of single-use plastic, replacing them with sustainable or re-useable alternatives.

     

15.

Oakleigh Depot Remedial Works pdf icon PDF 139 KB

    Minutes:

    The Committee considered the report which provided a summary of the ground movement at the Oakleigh Road South Depot, and the remedial works required to correct these issues. It further provided two options for the Committee to consider with the aim of mitigating the service disruptions as a consequence of the remedial works.

     

    Councillor Rawlings, duly seconded by Councillor Mittra, move the following amendment;

     

     That the Committee;

    ·       Agrees to investigate what compensation may be available from the relevant contractors for failures (if there has been any) at the depot design stage;

    ·       Agrees to ensure that action is taken to seek to recover from the contractors all relevant council expenditure on remedial works and changes to service and operational plans due to the works

     

     

    Upon being put to the vote the amendment was declared lost; The vote was recorded as follows;

     

    For

    5

    Against

    6

    Abstain

    1

     

     

    Upon being put to the vote the recommendations as set out in the report were agreed.

     

    RESOLVED – That the Committee;

     

    1.     Notes the background of the ground movement and steps taken by the contractor and officers to ensure the site is safe.

    2.     Notes the remedial works required and the service implications

    3.     Following consultation with the Chairman of the Assets, Regeneration & Growth Committee (ARG), provides authority to purchase adjacent land in line with the exempt report and delegates authority to the Deputy Chief Executive, in consultation with the Chairman of the Policy and Resources Committee to agree terms.

    4.     Provides authority for necessary expenditure by the council as detailed in the associated exempt report to ensure the continued safety of the site and service provision.

    5.     Delegates authority to the relevant Chief Officer, in consultation with the relevant Committee Chairman, to make any operational amendments and take decisions in respect of progressing and enabling remedial works.

16.

Committee Forward Work Programme pdf icon PDF 56 KB

    Minutes:

    RESOLVED - The Committee noted the Forward Work Programme.

     

17.

Any other item(s) the Chairman decides are urgent

    Minutes:

    None.

18.

Motion to Exclude the Press and Public

    Minutes:

    RESOLVED that under Section 100A (4) of the Local Government Act 1972 the public be excluded from the meeting for the following items of business on the grounds that they involve the likely disclosure of exempt information as defined in paragraphs 2 and 7 of Part 1 of Schedule 12A of the Act (as amended).

     

19.

Oakleigh Depot Remedial Works [EXEMPT]

    Minutes:

    RESOLVED - that the information contained in the exempt report be noted.

     

20.

ADDENDUM Brent Cross Cricklewood [EXEMPT]

21.

Any other exempt item(s) the Chairman decides are urgent

    Minutes:

    None.