Hampshire County Council Culture and Communities Select Committee Meeting

Apologies were received from the Vice Chairman Councillor Jackie Branson, and Councillor Hugh Lumby.

Councillor Ann Briggs and Councillor Michael Thierry were in attendance as the Conservative Deputy Members.

Members were mindful that where they believed they had a Disclosable Pecuniary Interest in any matter considered at the meeting they must declare that interest at the time of the relevant debate and, having regard to the circumstances described in Part 3, Paragraph 1.5 of the County Council's Members' Code of Conduct, leave the meeting while the matter was discussed, save for exercising any right to speak in accordance with Paragraph 1.6 of the Code.  Furthermore Members were mindful that where they believed they had a Personal Interest in a matter being considered at the meeting they considered whether such interest should be declared, and having regard to Part 5, Paragraph 5 of the Code, considered whether it was appropriate to leave the meeting whilst the matter was discussed, save for exercising any right to speak in accordance with the Code.

No interests were declared at this point in the meeting.

The minutes of the meeting held on 17 January 2022 were agreed as a correct record.

There were no deputations.

The Chairman introduced his announcements by highlighting the recent Jubilee celebrations, which included:

·           A special British Citizenship ceremony held in the Great Hall, welcoming 30 new citizens to Hampshire. 

·           All new babies born and registered in Hampshire during June received a commemorative Queens Platinum Jubilee certificate to go alongside their official birth certificate.

·           All couples who had a marriage or civil partnership ceremony during June received a commemorative certificate.

The Chairman informed the Committee on other registration highlights, which included:

·           This Summer continued to break records for the highest number of ceremonies taking place in Hampshire compared with any other time.

·         1st July marked National Registrar Day and was also the 185^th anniversary since civil registration began.

·         The first ‘Death Positive’ fayres have taken place in Libraries, with Registration Officers providing insight into what happens when a death is registered and de-mystifying the process.

·         Hampshire is leading on the introduction of new National training kit designed for the prevention of fraudulent, forced, and predatory marriage, to be used by all local authorities in England & Wales. 

The Chairman also announced that in relation to records management, a contract had been awarded to secure third-party high-quality storage space for County Council paper records for the next eight years.  It was heard that many social care records have to be retained for a 100-year period, and there wasn’t space in County Council buildings to hold all papers records and to manage retrievals or destruction at the end of retention.

The Chairman informed the Committee that Wessex Film & Sound Archive (WFSA) were pleased to announce that a film that they collaborated on - ‘Lost Connections’ - had won the Focal International 2022 award for ‘Best use of footage in short film production’.  It was heard that the film featured archive footage from WFSA’s extensive collection for inclusion that reflects on pandemic experiences through archive film.

The Chairman also announced that the Ancestry Team working at Hampshire Record Office had completed the digitisation of probate records from Winchester Diocese.  These included wills, inventories and other papers relating to the disposal of a deceased person’s estate dating from 1500 to 1858.  Members heard that the images will now be indexed and uploaded to ancestry’s online system and should be available for public access around the end of 2022.  The Committee noted that Hampshire Record Office is one of six landmark sites across the UK that have been awarded listed status to commemorate the Queen’s historic 70-year reign.  The award-winning building, designed by HCC, was opened by the Queen in 1993 and included pioneering techniques for the preservation of fragile archive document while offering a welcoming and practical space for visitors.

The Committee were informed that the Whitehill & Bordon Green Loop and Wayfinding project won both the Best Project and Best in Region award in the Southeast Region RTPI Planning Excellence Awards.  Members heard that these awards highlighted the best examples of how planning and planners have a positive impact on quality of life in creating exceptional places and protecting the environment.  It was noted that this project was applauded for its successful partnership approach as it was designed and delivered by Hampshire County Council, East Hampshire District Council, Whitehill & Bordon Regeneration Company, Urban Place Lab, Whitehill Town Council and Deadwater Valley Trust. 

Members heard that the Green Loop and Wayfinding Project is a 7km loop of paths that encircles Whitehill & Bordon and is used by walkers, runners, and cyclists.  The Chairman highlighted that waymarkers, the totems, benches and blocks provide vital information, places of mindfulness and rest.  Together, they are a key to encouraging residents and visitors to choose active travel in and around the town.  More information could be found at the following weblink:https://www.rtpi.org.uk/find-your-rtpi/rtpi-english-regions/rtpi-south-east/southeastawards/

The Committee received a report of the Director of Culture, Communities and Business Services for pre-scrutiny, before consideration by the Executive Member for Recreation, Heritage and Rural Affairs, outlining grant funding to culture and recreation organisations in Hampshire (Item 6 in the Minute Book).

The report was introduced and in relation to the proposed grant funding to The Spring, the presenting officer highlighted partnership working, and how the proposed grant funding would enable The Spring to deliver three core activities. 

Councillor McEvoy declared a personal interest at this point in the meeting, as a Hampshire County Council appointed representative to Sir Harold Hillier Gardens and Arboretum Advisory Committee.

In response to a Member question it was confirmed that The Spring and the Cultural Trust are separate organisations who work in different geographical areas of Hampshire.  In response to a question regarding support avenues for athletes, the Talented Athletes Scheme was highlighted.

The recommendation was proposed, and a vote was held with the following outcome:

For: 11

Against: 0

Abstain: 3

RESOLVED:

That the Culture and Communities Select Committee support the grant awards as outlined within the report, and recommend to the Executive Member for Recreation, Heritage and Rural Affairs that he:

i.         Approves a grant of £68,000 to Energise Me for the financial year 2022/23.

ii.        Approves in principle a final grant of £68,000 to Energise Me for the   financial year 2023/24 subject to approval of the Council’s budget in February 2023, this concluding the funding arrangement with Energise Me under the terms of the Funding Agreement dated 30th September 2016.

iii.      Approves a grant of £45,000 to The Spring, Havant for the financial year

2022/23.

iv.      Approves in principle two further awards of £45,000 per year for financial

years 2023/24 and 2024/25 subject to approval of the Council’s Budget in February 2023, these being the final awards payable to The Spring.

v.       Approves a one-off grant of £24,730 to Sir Harold Hillier Gardens.

The Committee received a report of the Director of Culture, Communities and Business Services for pre-scrutiny, before consideration by the Executive Member for Recreation, Heritage and Rural Affairs, providing an update on progress made in 2021/22 to incorporate the new county farms policy priorities into operational practice (Item 7 in the Minute Book).

A presentation was shown to the Committee which highlighted key areas of the report.  The priorities of the new policy were set out to Members, as well as the work to promote Hampshire County Farms.  It was noted that there were nine priority outcomes which new tenants have signed up to deliver, and the importance of climate change resilience as part of these was also highlighted.  In relation to training courses and performance protocol for new tenants, it was heard that The Prince’s Trust has training courses for new tenants, and there was help to ensure new tenants have an understanding of the performance protocol.

The presentation concluded in looking forward to 2022/23, and it was explained that ten county farms have joined farmer cluster groups which would provide collaboration of farmers for the benefit of the wider landscape.  Partnership working with CPRE Hampshire for the second phase of their Hedgerow Heroes project was highlighted, and it was heard that it was planned to plant two kilometres of hedgerow and this was due to commence in the winter.

In response to Members’ questions, it was confirmed that:

·       There have been some tenant retirements in previous years, and some tenants have moved on to new farms as opportunities have arisen.

·       Tenants can raise any issues with the County Farms Service, and there is help for tenants with timings of rental payments if this is causing concern.

·       In relation to training, there have been discussions with Sparsholt College around this, and also testing of collaborations with other Counties and lesson learning.  Tenants are also provided with information toolkits, and are encouraged to keep themselves up to date with training and learning opportunities.

·       Tenants are aware of nitrate rules which must be followed, and there is regular spot testing.

·       New tenants do often arrive with lots of new ideas, and opportunities are also flagged to existing tenants.  Some farm shops also have aspirations to only supply Hampshire county farm food.

·       In terms of rental, a sustainable level of rent is required to be paid.

The Committee thanked the presenting officer for an informative presentation.

RESOLVED:

The contents of this first annual Hampshire County Farms report and newsletter was noted by the Culture and Communities Select Committee, and the Committee supported its consideration by the Executive Member for Recreation, Heritage and Rural Affairs.

The Committee received a report of the Director of Culture, Communities and Business Services for pre-scrutiny, before consideration by the Executive Member for Recreation, Heritage and Rural Affairs, on proposals to adjust access and pricing arrangements for military personnel and their families to the Enda Ryan Poppy Pods at Tile Barn Outdoor Centre. (Item 8 in the Minute Book).

The report was presented to the Committee and it was heard that following a recent consultation, Option 1 in the report was being proposed for approval.  Members had questions about how the consultation worked and asked for assurance that engagement in the consultation by the Armed Forces Community Covenant was sought.  It was heard that there were numerous attempts to engage, which included phone calls and emails to the appropriate people, and ensuring email receipts were received from them.  Acknowledgement of receipt of the consultation was received, but no consultation response was given.  It was heard that some consultation feedback favoured Option 3 proposal, but no responses or suggestions were received from the original funders when engagement was sought with them.

One of the Members of the Committee, after discussions with the military, highlighted that there was disappointment within the military and they should have sole access to the Poppy Pods at weekends and school holidays, and reserved for military family use.  Officers explained that the Poppy Pods had always been well used by the military, and had taken on board consultation feedback received to include in Option 1 proposals, military only use of the Poppy Pods for every other weekend in term time.  It was also highlighted that Option 1 proposals also included a 2-month early priority booking window for military, giving access to all dates across the year when the Pods are open, as well as heavy discounts.

In response to other Members’ questions, it was confirmed that:

·       There was an expectation that the Poppy Pods would be heavily used by the military in the summer period.

·       HCC do continue to invest in the Poppy Pods to cover ongoing maintenance costs and improvement.

·       That under the proposals for high season, Poppy Pod charges would increase from £31 a night to £60, this is including the 50% discount for non-officers.

·       Consultation feedback received about problems with the booking system and not being able to book, were mostly historic, and there was a new booking system in place.  There are limited spaces as only 20 Poppy Pods are available, but proposed priority booking for the military should resolve booking issues.

·       Mostly serving military personnel use the Poppy Pods.

·       These proposals would ensure the Poppy Pods would remain sustainable for the future, and in financial terms going forward. 

·       Officers weren’t aware of other grant funding, and this had been explored.

Some Members were concerned that the proposal didn’t take into account the requirements of the military, and there were also some concerns around the proposals for a two-tier pricing system.  Members were accepting that increase in pricing was needed to ensure a sustainable future but would also welcome other sources of ongoing funding should they come forward.  The Select Committee also welcomed the opportunity for an update report later next year, to inform the Committee on how proposals were proceeding.

It was proposed by Councillor Mocatta, and seconded by Councillor Bowerman that the recommendation be amended as below:

That, following a recent consultation exercise, the Executive Member for Recreation, Heritage and Rural Affairs approves a revised approach to access and pricing for the Enda Ryan Poppy Pods at Tile Barn Outdoor Centre in accordance with Option 1 identified in paragraph 17 in this report, but the proposed two-tier military pricing system in the proposal is replaced by a single discounted price for military families. The revised approach will take effect from 1st September 2022.

The Committee voted and unanimously agreed the amendment with no abstentions.

An additional recommendation was proposed by Councillor Crawford, and seconded by Councillor Park as below:

That the Culture and Communities Select Committee would welcome other sources of ongoing funding should they come forward.

The Committee voted and unanimously agreed the additional recommendation with no abstentions.

RESOLVED:

i   That the Culture and Communities Select Committee recommend to the Executive Member for Recreation, Heritage and Rural Affairs that he approves the following recommendation:

That, following a recent consultation exercise, the Executive Member for Recreation, Heritage and Rural Affairs approves a revised approach to access and pricing for the Enda Ryan Poppy Pods at Tile Barn Outdoor Centre in accordance with Option 1 identified in paragraph 17 in this report, but the proposed two-tier military pricing system in the proposal is replaced by a single discounted price for military families. The revised approach will take effect from 1st September 2022.

ii   That the Culture and Communities Select Committee would welcome other sources of ongoing funding should they come forward.

The Committee received the report of the Chief Executive which sets out the Committee’s upcoming work programme (Item 9 in the Minute Book).  The Committee were content with the work programme and there were no suggested amendments.

RESOLVED:

That the Culture and Committees Select Committee considered and approved the Work Programme.

As there was no requirement to go into exempt session, the press and public were not excluded from the meeting.

The exempt appendix was considered as part of item 8 on the agenda without being directly referenced, and therefore there was no requirement to go into exempt session.