Hart Borough Council
Councillors:
33
Wards:
11
Committees:
14
Meetings (2025):
60
Meetings (2024):
60
Meeting
Overview and Scrutiny Committee - Hart
Meeting Times
Scheduled Time
Start:
Tuesday, 11th June 2024
7:00 PM
Tuesday, 11th June 2024
7:00 PM
End:
Tuesday, 11th June 2024
11:00 PM
Tuesday, 11th June 2024
11:00 PM
Meeting Status
Status:
Confirmed
Confirmed
Date:
11 Jun 2024
11 Jun 2024
Location:
Council Chamber
Council Chamber
Meeting Attendees
Officer
Executive Director, Corporate Services & S151 Officer
Graeme Clark
In attendance
Officer
Committee and Member Services Officer
Emma Evans
Democratic Services
In attendance
Officer
Sustainability & Climate Change Officer
Liz Vango-Smith
In attendance, virtual
Agenda
0
Written answer to Question - Fly-tipping
Attachments:
- Document Written Answer to O&S Question June 2024 13 Jun 2024
Minutes
0
Written Answer to Question
Attachments:
- Document Written Answer to O&S Question 13 Jun 2024
Minutes
1
ELECTION OF VICE-CHAIRMAN
To elect the Vice-Chairman of the Committee for the 2024/25 Municipal Year.
Minutes
One nomination was received for Vice Chairman.
Councillor Butler (proposed Cllr Davies, seconded Cllr Jones).
Agreed unanimously.
Councillor Butler would be the elected Vice Chairman of Overview and Scrutiny Committee for the municipal year 2024/25.
Councillor Butler (proposed Cllr Davies, seconded Cllr Jones).
Agreed unanimously.
Councillor Butler would be the elected Vice Chairman of Overview and Scrutiny Committee for the municipal year 2024/25.
2
MINUTES OF PREVIOUS MEETING
The minutes of the meeting of 16 April 2024 are attached to be confirmed and signed as a correct record.
Attachments:
- Document Minutes of Previous Meeting 03 Jun 2024
Minutes
The minutes of 16 April 2024 were confirmed and signed as a correct record.
3
APOLOGIES FOR ABSENCE
To receive any apologies for absence from Members*.
*Note: Members are asked to email Committee Services in advance of the meeting as soon as they become aware they will be absent.
*Note: Members are asked to email Committee Services in advance of the meeting as soon as they become aware they will be absent.
Minutes
Apologies had been received from Councillor Farmer.
Cllr Forster attended as substitute for Cllr Farmer.
Cllr Forster attended as substitute for Cllr Farmer.
4
DECLARATIONS OF INTEREST
To declare disclosable, pecuniary and any other interests*.
*Note: Members are asked to email Committee Services in advance of the meeting as soon as they become aware they may have an interest to declare.
*Note: Members are asked to email Committee Services in advance of the meeting as soon as they become aware they may have an interest to declare.
Minutes
Councillor Forster declared a non-pecuniary and non-prejudicial interest in Item 7, Gypsy and Traveller Temporary Pitches Task and Finish Group, 11 Climate Change Update and 12, Multi-agency Flood Forum.
5
CHAIRMAN'S ANNOUNCEMENTS
Minutes
The Chair welcomed Members to the new Overview and Scrutiny Committee and highlighted training available to new members. Details would be circulated to Members alongside new Government guidance on the Overview and Scrutiny function.
A member recommended training provided by the Local Government Association and the Centre for Public Governance.
A member recommended training provided by the Local Government Association and the Centre for Public Governance.
6
PUBLIC PARTICIPATION (ITEMS PERTAINING TO THE AGENDA)
Anyone wishing to make a statement to the Committee should contact Committee Services at least two clear working days prior to the meeting. Further information can be found
online.
online.
Minutes
None.
7
GYPSY AND TRAVELLER TEMPORARY PITCHES TASK AND FINISH GROUP
To confirm the terms of reference (to be circulated before the meeting), and appoint Members to the Task and Finish Group
Minutes
The Chair explained that the Terms of Reference for the group had been agreed at the previous meeting with some minor amendments.
Nominations received:
Cllrs Butler, Cockarill and Harwood.
Agreed unanimously.
A Member queried whether the group should sit under the Development Management Committee. The Executive Director – Corporate explained that as this was a group that will inform any policy development it is right for it to be under the Overview and Scrutiny function. Any recommendations that are made that required a planning approval would be considered by Development Management Committee.
A Member queried the name of the group, it was advised it would be Traveller Transit and Temporary Stopping Places Task and Finish Group as per the paper.
Nominations received:
Cllrs Butler, Cockarill and Harwood.
Agreed unanimously.
A Member queried whether the group should sit under the Development Management Committee. The Executive Director – Corporate explained that as this was a group that will inform any policy development it is right for it to be under the Overview and Scrutiny function. Any recommendations that are made that required a planning approval would be considered by Development Management Committee.
A Member queried the name of the group, it was advised it would be Traveller Transit and Temporary Stopping Places Task and Finish Group as per the paper.
8
FEEDBACK FROM SERVICE PANELS
To receive feedback from members on the Corporate and Place Service Panels.
Attachments:
- Document 2024 04 Place O&S Service Panel 2023-24 Q4 v2 (1) 03 Jun 2024
- Document 2023 Corporate Service O&S Panel 2023-24 Q4 03 Jun 2024
Minutes
The Executive Director – Corporate gave feedback from the Corporate Service Panel.
Members heard:
· Good progress had been made on most plan priorities and performance indicators were doing well at the end of quarter 4, acknowledging there was much to do on Climate Change.
· The quarter 1 updates will come to O&S shortly.
Members received feedback from Place Service Panel.
Members heard:
· The Review of the Local Plan had started unofficially.
· New Fly-tipping Officer is in post, this is a fixed-term 6-month post.
· Risk Register had been discussed in relation to staff retention and recruitment.
A Member asked if the Fly-tipping role was an HDC role. It was confirmed that it was a full-time HDC role. The additional funding for which had been agreed during the February budget process.
A Member queried if this role will be undertaking investigations and prosecutions. It was agreed that a written answer would be provided to the Member from the Executive Director – Place.
A Member of the Fly-tipping Task and Finish Group advised that a number of recommendations had been made in relation making the Hart response more robust.
A Member queried Member involvement in Service Panels. The Chair advised that all Members had oversight as the reports come to O&S to be scrutinised.
Members heard:
· Good progress had been made on most plan priorities and performance indicators were doing well at the end of quarter 4, acknowledging there was much to do on Climate Change.
· The quarter 1 updates will come to O&S shortly.
Members received feedback from Place Service Panel.
Members heard:
· The Review of the Local Plan had started unofficially.
· New Fly-tipping Officer is in post, this is a fixed-term 6-month post.
· Risk Register had been discussed in relation to staff retention and recruitment.
A Member asked if the Fly-tipping role was an HDC role. It was confirmed that it was a full-time HDC role. The additional funding for which had been agreed during the February budget process.
A Member queried if this role will be undertaking investigations and prosecutions. It was agreed that a written answer would be provided to the Member from the Executive Director – Place.
A Member of the Fly-tipping Task and Finish Group advised that a number of recommendations had been made in relation making the Hart response more robust.
A Member queried Member involvement in Service Panels. The Chair advised that all Members had oversight as the reports come to O&S to be scrutinised.
9
ELECTION OF MEMBERS TO SERVICE PANELS
To elect Members to the Service Panels.
Nominations received:
Communities
Cllrs Butler, Taylor and Worlock
Place
Cllrs Cockarill, Highley and Jones
Corporate
Cllrs Farmer, Harward and Thomas
Nominations received:
Communities
Cllrs Butler, Taylor and Worlock
Place
Cllrs Cockarill, Highley and Jones
Corporate
Cllrs Farmer, Harward and Thomas
Minutes
Members were reminded of the note that that was circulated ahead of the meeting which conformed the following details:
That Service Panels aim to assess progress against Service Plans (and relevant KPIs). The Panels bring any issues regarding service performance to the Overview & Scrutiny Committee’s attention.
There are three Service Panels: Communities, Corporate, Place. Each panel meets quarterly with corresponding papers submitted by the respective Executive Director at least three working days in advance.
The panels are comprised of 3 members drawn from a cross-section of the O&S committee's political makeup. The Chairman of O&S and the respective Cabinet Portfolio Holders have a standing invitation to attend Panel meetings, but their attendance is not necessary.
There is a separate O&S Scrutiny Panel for scrutinising Hart Housing Property Management Company (trading as Butterwood Homes) which meets once per annum.
NOTE: Only members of the O&S committee may attend Panel meetings, and a member of O&S may only sit on one Service Panel.
Whilst Panel meetings are not public, notes of proceedings will be taken with a full report to each service panel included as a public document on the following O&S meeting agenda, and a councillor representative from each panel is expected to provide feedback to the committee.
Nominations
Communities - Councillors Butler, Taylor, Worlock
Place - Councillors Cockarill, Highley, Jones
Corporate - Councillors Farmer, Harward Thomas
Proposed Cllr Butler, seconded Cllr Forster
Agreed unanimously.
That Service Panels aim to assess progress against Service Plans (and relevant KPIs). The Panels bring any issues regarding service performance to the Overview & Scrutiny Committee’s attention.
There are three Service Panels: Communities, Corporate, Place. Each panel meets quarterly with corresponding papers submitted by the respective Executive Director at least three working days in advance.
The panels are comprised of 3 members drawn from a cross-section of the O&S committee's political makeup. The Chairman of O&S and the respective Cabinet Portfolio Holders have a standing invitation to attend Panel meetings, but their attendance is not necessary.
There is a separate O&S Scrutiny Panel for scrutinising Hart Housing Property Management Company (trading as Butterwood Homes) which meets once per annum.
NOTE: Only members of the O&S committee may attend Panel meetings, and a member of O&S may only sit on one Service Panel.
Whilst Panel meetings are not public, notes of proceedings will be taken with a full report to each service panel included as a public document on the following O&S meeting agenda, and a councillor representative from each panel is expected to provide feedback to the committee.
Nominations
Communities - Councillors Butler, Taylor, Worlock
Place - Councillors Cockarill, Highley, Jones
Corporate - Councillors Farmer, Harward Thomas
Proposed Cllr Butler, seconded Cllr Forster
Agreed unanimously.
10
ELECTION OF HART PROPERTY MANAGEMENT COMPANY SCRUTINY PANEL MEMBERS
To elect Members to the Hart Property Management Company Scrutiny Panel.
Nominations received so far:
Cllrs Davies and Farmer
Nominations received so far:
Cllrs Davies and Farmer
Minutes
For the benefit of the new Councillors there was a brief introduction to Hart Property Management Company Scrutiny Panel, under new Governance arrangements there would be only one meeting a year (unless another is deemed necessary).
Nominations
Councillors Davies, Farmer, Worlock
Proposed Cllr Forster, seconded Cllr Butler.
Agreed unanimously.
Nominations
Councillors Davies, Farmer, Worlock
Proposed Cllr Forster, seconded Cllr Butler.
Agreed unanimously.
11
CLIMATE CHANGE UPDATE
To receive an update on progress against the Climate Change Action Plan
Attachments:
- Document Climate Change Programme Six Monthly Update May 2024 v2 03 Jun 2024
- Document Appendix 1 - Climate Change Action Plan - progress tracker May 2024 (1) 03 Jun 2024
- Document Appendix 2 - Hart Council Greenhouse Gas Emissions Report 2020 - 2023 (1) 03 Jun 2024
- Document Appendix 3 - Climate Change Programme Expenditure Record April 2022 – Mar (1) 03 Jun 2024
- Document Appendix 4 - Climate change programme governance (1) 03 Jun 2024
Minutes
Members received an update on progress against the Climate Change Action Plan.
The Chair explained that updates would be received at O&S on a 6-monthly basis and must be sufficient to allow full scrutiny by the Committee.
The Chair explained that updates would be received at O&S on a 6-monthly basis and must be sufficient to allow full scrutiny by the Committee.
12
MULTI-AGENCY FLOOD FORUM
To receive the minutes of the most recent Multi-Agency Flood Forum meeting held on 26 March 2024.
To review the future purpose and workings of the forum.
To review the future purpose and workings of the forum.
Attachments:
- Document 24 03 26 Multi-Agency Flood Forum Minutes 03 Jun 2024
Minutes
The Committee received the minutes from the Multi Agency Flood Forum of 26 March 2024.
The Chairman stated that Members should review the future purpose and workings of the forum and the Parish Flood Forum. They had been in operation for many years and was no longer delivering the best use of resources.
Members were asked to volunteer to work with the Chief Executive to review the Forum and report back to the July O&S meeting.
A Member suggested that Cllrs that attend the Forum should also be consulted.
Cllrs Butler, Harwood and Highley agreed to work with the Chief Executive.
The Chairman stated that Members should review the future purpose and workings of the forum and the Parish Flood Forum. They had been in operation for many years and was no longer delivering the best use of resources.
Members were asked to volunteer to work with the Chief Executive to review the Forum and report back to the July O&S meeting.
A Member suggested that Cllrs that attend the Forum should also be consulted.
Cllrs Butler, Harwood and Highley agreed to work with the Chief Executive.
13
CABINET WORK PROGRAMME
To consider the Cabinet Work Programme.
Attachments:
- Document 24 06 06 Cabinet Work Programme V4 03 Jun 2024
Minutes
Members considered the Cabinet Work Programme and made no comments.
14
OVERVIEW AND SCRUTINY WORK PROGRAMME
To consider and amend the Overview and Scrutiny Work Programme.
Attachments:
- Document 24 06 11 Work Programme word version 03 Jun 2024
Minutes
Members considered the Overview and Scrutiny Work Programme. The Chair asked Members to put forward any items they wished to be added on to the Work Programme.
A Member asked when the Car Park Policy and a formal review of car park charges will be coming to O&S Committee.
A written answer will be provided to the Committee.
A Member queried if a working group considering changes to the planning application process fed into this Committee or the Development Management Committee.
Cllr Cockarill (Chairman of the Development Management Committee) understood this to be referring to a Peer Review undertaken 3-4 years ago in which an action plan recommendation was made to look at this issue. Cabinet has agreed to do a follow-up of that review but the status of this was unknown. It was suggested the Member discuss further with the Executive Director – Place or the Interim Development Management and Building Control Manager.
The Chair reminded Members that the next O&S meeting was being held on 9 July 2024.
A Member asked when the Car Park Policy and a formal review of car park charges will be coming to O&S Committee.
A written answer will be provided to the Committee.
A Member queried if a working group considering changes to the planning application process fed into this Committee or the Development Management Committee.
Cllr Cockarill (Chairman of the Development Management Committee) understood this to be referring to a Peer Review undertaken 3-4 years ago in which an action plan recommendation was made to look at this issue. Cabinet has agreed to do a follow-up of that review but the status of this was unknown. It was suggested the Member discuss further with the Executive Director – Place or the Interim Development Management and Building Control Manager.
The Chair reminded Members that the next O&S meeting was being held on 9 July 2024.
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