Agenda and draft minutes

Apologies of absence were received from Councillors Robin Parker CC and Tom Plater.

There were no declarations of interest.

To approve as a correct record the minutes of the meetings of the Overview and Scrutiny Committee held on 24^th September 2024.

It was RESOLVED that the minutes of the meeting of the Overview and Scrutiny Committee held on 24 September 2024 be approved as a correct record and signed by the Chair.

To consider the following Part I Decisions of the Cabinet taken on the 9^th October 2024:

Notice of Decisions to be tabled.

The Committee considered the following Part 1 Decisions of the Cabinet taken on 9 October 2024.

2. MINUTES - CABINET - 18 SEPTEMBER 2024

The minutes of the meeting of the Cabinet held on 18 September were noted.

3. MINUTES OF THE OVERVIEW AND SCRUTINY AND SELECT COMMITTEES

The minutes of the Overview and Scrutiny and Select Committee were noted: 9th September and 24th September.

4. PUBLIC CONSULTATION ON REVISED SUPPLEMENTARY PLANNING DOCUMENTS AND PROPOSED REVOCATION OF THE IMPACT OF DEVELOPMENT ON BIODIVERSITY SUPPLEMENTARY PLANNING DOCUMENT

The Assistant Director for Planning and Regulation explained that this report was intended to align relevant policies alongside the SBC Local Plan as it goes through a review and update, and confirm that all supplementary planning documents (SPDs) are current. Revisions were proposed to three SPDs, specifically updating the Parking SPD, the Developer Contributions SPD, and the Design SPD. Officers noted that these proposed revisions align with central government guidance. Notably, sustainable travel components have now been incorporated into the developer contributions SPD, and the parking SPD has been revised accordingly.

In relation to the Biodiversity SPD, the Council is committed to the theme of biodiversity and had adopted an SPD owing to limited national guidance or requirements and to achieve benefit for the local area.  However, as of April this year, more comprehensive central government guidance has been established, which takes precedence. Therefore, the SPD is no longer required.

5. COMMUNITY INFRASTRUCTURE LEVY (CIL): PRELIMINARY DRAFT CHARGING SCHEDULE - PUBLIC CONSULTATION

The Assistant Director for Planning and Regulation explained that CIL is an infrastructure tariff that councils can choose to implement, and SBC had been charging CIL since 2020. It was stated that there was a delicate balance between setting a rate that doesn’t hinder viable development while also securing enough funding for necessary infrastructure. The Council is proposing an updated scheme and currently is in the first of two rounds of consultation to increase the charges. The proposed adjustments were based on viability evidence to ensure that development remains feasible, and the scope has now been expanded to include offices and industrial areas that previously were not subject to any charges.

Councillors queried whether CIL viability was based on lower land values than surrounding areas, and why Stevenage CIL rates are lower than surrounding areas.  Officers explained that when considering costs and profitability, land in Stevenage offers lower margins related to the sales prices of the finished properties that influence profitability, rather than the purchase price of the land itself. Members asked how much was currently in our CIL fund and whether it is being utilized effectively. It was explained one of the advantages of the CIL is that all smaller contributions were automatically consolidated, without the time constraints that apply to Section 106 agreements or limitations on specific types of infrastructure. There were two key components: local CIL, which is about 15% and is currently allocated to community climate change projects, and strategic CIL, which focuses on major infrastructure. Currently, significant  ...  view the full minutes text for item 3.

To receive a verbal presentation from the Assistant Director, Chief Technology Officer, Matt Canterford, updating scrutiny Members on ICT at the Council.

The Committee received a presentation from the Assistant Director, Chief Technology Officer, Matt Canterford regarding the journey that the joint ICT service with East Herts Council has been on since it began operating in 2012.

Over the past 18 months the IT service had focused on making IT terminology more accessible and addressing the challenges SBC had faced. The governance structure for the shared service is the Joint ICT Committee, which was comprised of three Members from each Council who oversee governance and operational issues.

The COVID-19 pandemic had led to a 350% increase in service demand, exacerbating existing issues. For context, the demand for Microsoft Teams surged by 700%. This spike necessitated a rapid increase in resources, going from about 50 to 900 laptops in just three months.

In 2022, SBC commissioned a full review by SOCITIM to assess the Council’s needs. This included systems like the Council’s Wi-Fi. As a result, it had embarked on a replacement programme for outdated infrastructure. In response to the most recent report, East Herts District Council and Stevenage Borough Council collaborated with SOCITIM Advisory to design the Future Operating Model for the Joint IT Service.

The partners would be investing £629,795 over the next two years in order to fill all roles in the new structure by March 2026. This investment was a key part of the Councils' efforts to modernise and improve their IT services to better serve their communities.

Councillors questioned whether there were any efforts underway to assess our emissions related to IT usage, including hardware, software, storage, and cloud services. Additionally, what initiatives are being implemented to support SBC's goal of achieving net zero by 2030. It was stated that when moving systems into the cloud, it is challenging to record the true levels of carbon footprint.

To consider any urgent Part I Decisions authorised by the Chair of the Overview and Scrutiny Committee

There were none.

To consider any Part I business accepted by the Chair as urgent

There were none.

To consider the following motions:

1.       That under Section 100(A) of the Local Government Act 1972, the press and 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 described in paragraphs 1 – 7 of Part 1 of Schedule 12A of the Act as amended by Local Government (Access to Information) (Variation) Order 2006.

2.       That Members consider the reasons for the following reports being in Part II and determine whether or not maintaining the exemption from disclosure of the information contained therein outweighs the public interest in disclosure.

It was RESOLVED:

1. That under Section 100A of the Local Government Act 1972, the press and 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 described in Paragraphs 1 – 7 of Part 1 of Schedule 12A of the Act as amended by Local Government (Access to Information) (Variation) Order 2006.

2. That the reasons for the following reports being in Part II were accepted, and that the exemption from disclosure of the information contained therein outweighs the public interest in disclosure.

To consider the following Part II Decisions of the Cabinet taken on the 9^th October 2024:

Notice of Decisions to be tabled.

The Committee considered the following Part II Decisions of the Cabinet taken on 9 October 2024:

10. FUTURE VOIDS DELIVERY MODEL

The Assistant Director, Building Safety and Housing Property Services updated the Committee on the plans for the future delivery model of the Voids programme. The Committee asked a number of questions regarding this item, which were answered by the AD Building Safety and Housing Property Services.

11. MAJOR PROJECT UODATE – BRENT COURT GARAGES

The Assistant Director, Housing Development updated the Committee on the delivery of the development project at Brent Court Garages. The Committee asked a number of questions regarding this item, which were answered by the AD Housing Development.

12. MAJOR PROJECT DEVELOPMENT PROGRAMME UPDATED PIPELINE PROJECTS RESOURCING

The Assistant Director, Housing Development updated the Committee on the future delivery of the pipeline of major development projects in the town. The Committee asked a number of questions regarding this item, which were answered by the AD Housing Development.

13. TOWNS FUND PROGRAMME UPDATE

The Assistant Director, Regeneration updated the Committee on the progress of the Towns Fund projects. The Committee asked a number of questions regarding this item, which were answered by the AD, Regeneration.

To receive a presentation from the Assistant Director, Chief Technology Officer, Matt Canterford, regarding confidential Part II issues affecting the ICT service at the Council.

The Committee received a presentation from the Assistant Director, Chief Technology Officer, Matt Canterford. Members asked a series of questions that were answered by the AD, Chief Technology Officer.

To consider any urgent Part II Decisions authorised by the Chair of the Overview and Scrutiny Committee

There were none.

To consider any Part II business accepted by the Chair as urgent

There was none.