Hart Borough Council
Councillors:
33
Wards:
11
Committees:
14
Meetings (2025):
60
Meetings (2024):
60
Meeting
Cabinet - Hart
Meeting Times
Scheduled Time
Start:
Thursday, 5th September 2024
7:00 PM
Thursday, 5th September 2024
7:00 PM
End:
Thursday, 5th September 2024
11:00 PM
Thursday, 5th September 2024
11:00 PM
Meeting Status
Status:
Confirmed
Confirmed
Date:
05 Sep 2024
05 Sep 2024
Location:
Council Chamber
Council Chamber
Meeting Attendees
Committee Member
Portfolio Holder - Regulatory
Committee Member
Portfolio Holder - Community Services
Committee Member
Portfolio Holder - Digital and Communications
Committee Member
Portfolio Holder - Parking and Community Safety
Committee Member
Portfolio Holder - Planning Policy and Development Management
Officer
Executive Director, Corporate Services & S151 Officer
Graeme Clark
In attendance
Officer
Committee and Member Services Manager
Sharon Black
Democratic Services
In attendance
Committee Member
Portfolio Holder - Climate Change and Corporate Services
Deputy Leader
Deputy Leader and Portfolio Holder - Finance
Officer
Environmental Health & Housing Officer
Dan Fullbrook
In attendance, virtual
Officer
Shared Legal Services Manager
Ann Greaves
In attendance, virtual
Officer
Executive Director - Community
Kirsty Jenkins
In attendance, virtual
Officer
Community Partnerships & Projects Officer
Nicola Jenkins
In attendance, virtual
Officer
Community Project Officer
Tina Widdison
In attendance, virtual
Agenda
1
Minutes of the Previous Meeting
The minutes of the meeting held on 11 July 2024, including Exempt Minutes, are attached for confirmation and signature as a current record.
Attachments:
- Document Minutes of Previous Meeting 28 Aug 2024
Minutes
The minutes of 11 July, including exempt minutes, were confirmed and signed as a correct record.
Proposed by: Cllr Neighbour; seconded by Cllr Clarke; agreed unanimously
Cllr Quarterman referred to the deferred decision from the July meeting regarding the installation of three further charging points in the Church Road car park. This decision had been deferred to ensure that the proposal represented the best value for money. It was confirmed that this had now been reviewed, and agreed as being good value for money so this decision was now being formally proposed.
Proposed by: Cllr Quarterman; seconded by Cllr Neighbour; agreed unanimously
Proposed by: Cllr Neighbour; seconded by Cllr Clarke; agreed unanimously
Cllr Quarterman referred to the deferred decision from the July meeting regarding the installation of three further charging points in the Church Road car park. This decision had been deferred to ensure that the proposal represented the best value for money. It was confirmed that this had now been reviewed, and agreed as being good value for money so this decision was now being formally proposed.
Proposed by: Cllr Quarterman; seconded by Cllr Neighbour; agreed unanimously
2
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
No apologies had been received.
3
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
No declarations were made.
4
Chair's Announcements
Minutes
The Chair had no announcements.
5
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
There was none.
6
Winter Pressures Grant
To consider a proposed cost of living winter support grant round for partner agencies, which would facilitate support for projects over the winter period.
Recommendation
Cabinet is requested to allocate £50,000 from the Community Hardship earmarked reserve towards a Winter Support fund.
Recommendation
Cabinet is requested to allocate £50,000 from the Community Hardship earmarked reserve towards a Winter Support fund.
Attachments:
- Document Winter Pressures Grant 28 Aug 2024
Minutes
This item asked Cabinet members to consider a proposed cost of living winter support grant round for partner agencies, which would facilitate support for projects over the winter period.
Members heard:
That this year’s scheme was being launched earlier in the year to allow maximum opportunity for voluntary organisations to apply The funding was from left over Covid revenue reserves, ring-fenced to support this type of project The scheme was for voluntary organisations who in turn would then support residents in need
Members queried:
Whether food banks and food pantries would automatically be supported by the grant scheme Whether there was an intention to ensure a geographical spread when grants were given out
Members were advised:
That food banks would not automatically be given a grant, but they would be encouraged to apply The grant scheme would be advertised equally across the district and was open to all voluntary organisations, who would be encouraged to apply
Proposed by Cllr Bailey; seconded by Cllr Neighbour
Members were pleased that this scheme was being run again this year and it was credit to the team that it was being rolled out earlier this year to allow organisations time to provide support to residents when they needed it.
Agreed unanimously
Decision
Cabinet agreed to allocate £50,000 from the Community Hardship earmarked reserve towards a Winter Support fund.
Members heard:
That this year’s scheme was being launched earlier in the year to allow maximum opportunity for voluntary organisations to apply The funding was from left over Covid revenue reserves, ring-fenced to support this type of project The scheme was for voluntary organisations who in turn would then support residents in need
Members queried:
Whether food banks and food pantries would automatically be supported by the grant scheme Whether there was an intention to ensure a geographical spread when grants were given out
Members were advised:
That food banks would not automatically be given a grant, but they would be encouraged to apply The grant scheme would be advertised equally across the district and was open to all voluntary organisations, who would be encouraged to apply
Proposed by Cllr Bailey; seconded by Cllr Neighbour
Members were pleased that this scheme was being run again this year and it was credit to the team that it was being rolled out earlier this year to allow organisations time to provide support to residents when they needed it.
Agreed unanimously
Decision
Cabinet agreed to allocate £50,000 from the Community Hardship earmarked reserve towards a Winter Support fund.
7
Armed Forces Fund
To consider a proposed grant round to support organisations delivering military based community projects.
Recommendation
Cabinet is requested to agree the release of £25,000 from the Community Recovery earmarked reserves to create an Armed Forces Community Support Fund.
Recommendation
Cabinet is requested to agree the release of £25,000 from the Community Recovery earmarked reserves to create an Armed Forces Community Support Fund.
Attachments:
- Document Armed Forces Community Support Fund 28 Aug 2024
- Document Appendix 1 Armed Forces Fund 28 Aug 2024
- Document Appendix 2 Armed Forces Fund 28 Aug 2024
Minutes
Cabinet was being asked to consider a proposed grant round to support organisations delivering military based community projects.
Members heard:
That Cllr Dorn had collected Hart’s Employer Recognition Silver Award earlier that week To support the award, it was being proposed that some of the Council’s ringfenced community recovery reserves be used to support voluntary organisations who would in turn support military families
Members queried:
Why the cap on grants had been set at £4,000 Whether a comms plan had been put in place to raise awareness of the scheme Whether there would be any Member involvement in the selection of the grant recipients Whether it would be possible to amend the selection criteria
Members were advised:
That the cap had been set due to the size of the funding pot available That a comms plan had been developed to ensure that the scheme was well publicised That the Portfolio Holder would be informed of the outcome of the selection process but that there was no need for Member involvement in the process itself That the selection criteria would be reviewed to see whether the suggestions provided could be incorporated. That it would be possible for an organisation to apply for both an Arned Forces Fund grant and a Winter Pressures Fund Grant if they met the relevant criteria
Proposed by Cllr Bailey; seconded by Cllr Clarke; unanimously agreed.
Decision
Cabinet agreed the release of £25,000 from the Community Recovery earmarked reserves to create an Armed Forces Community Support Fund.
Members heard:
That Cllr Dorn had collected Hart’s Employer Recognition Silver Award earlier that week To support the award, it was being proposed that some of the Council’s ringfenced community recovery reserves be used to support voluntary organisations who would in turn support military families
Members queried:
Why the cap on grants had been set at £4,000 Whether a comms plan had been put in place to raise awareness of the scheme Whether there would be any Member involvement in the selection of the grant recipients Whether it would be possible to amend the selection criteria
Members were advised:
That the cap had been set due to the size of the funding pot available That a comms plan had been developed to ensure that the scheme was well publicised That the Portfolio Holder would be informed of the outcome of the selection process but that there was no need for Member involvement in the process itself That the selection criteria would be reviewed to see whether the suggestions provided could be incorporated. That it would be possible for an organisation to apply for both an Arned Forces Fund grant and a Winter Pressures Fund Grant if they met the relevant criteria
Proposed by Cllr Bailey; seconded by Cllr Clarke; unanimously agreed.
Decision
Cabinet agreed the release of £25,000 from the Community Recovery earmarked reserves to create an Armed Forces Community Support Fund.
8
Enforced Sale Policy
To consider the adoption of an Enforced Sale Policy and Procedure to assist with meeting objective 2 “making best use of all housing, both new-build and existing stock” of the Hart District Council Housing Strategy 2020-2025
Recommendation
Cabinet is recommended to
a. approve the Enforced Sale Policy and Procedure at appendix 1
b. delegate authority to the Executive Director – Community to authorise the acquisition of properties in accordance with the Enforced Sale Policy and Procedure, subject to a satisfactory business case
Recommendation
Cabinet is recommended to
a. approve the Enforced Sale Policy and Procedure at appendix 1
b. delegate authority to the Executive Director – Community to authorise the acquisition of properties in accordance with the Enforced Sale Policy and Procedure, subject to a satisfactory business case
Attachments:
- Document Cabinet Report ESPv2 28 Aug 2024
- Document Hart Enforced Sale Policy v1 DRAFT 28 Aug 2024
- Document Hart Enforced Sale Guidance for officers v1 DRAFT 28 Aug 2024
Minutes
Cabinet was asked to consider the adoption of an Enforced Sale Policy to assist with meeting objective 2 “making best use of all housing, both new-build and existing stock” of the Hart District Council Housing Strategy 2020-2025, subject to a satisfactory business case.
Members heard:
Hart had been successful in a bid for funding from the Government to assist with returning empty properties to be used as housing stock, and some of this funding had been used to cover the cost of an Empty Homes Officer This process would be a tool to allow Officers to be able to tackle some of the properties which had been empty for some time or abandoned, which would then allow them to be returned to the open market
Members queried:
Under what circumstances the policy would be used, as there was concern about properties being forcibly sold to recover minimal debts How often it was felt that the power given by the policy would be used and whether there were any properties that were to be imminently pursued What was considered to be a reasonable amount of time that the property was empty before it was considered appropriate to use this power What would happen if the policy was not approved Whether Hart would act as both the seller and then purchaser of a property What would happen in the case of probate against a property
Members were advised:
That the procedure would be terminated at any point if the debt was paid by other means That the procedure would assist the Council in seeking to have any property that was causing problems or issues in the community compulsorily sold, but it would only be used as a last resort in the worst of cases That it was felt that as it was a last resort power, there would be very few properties that would be subject to its use That there was no set period of time that was considered to be “reasonable” before the procedure could be put in place, this would be dealt with on an individual case basis The legal framework was already in place but the policy would be a tool to allow Officers to speed up the processes That properties compulsorily purchased would be sold at auction to obtain market value That any debt against the property would need to be registered as a land charge. That Officers would need to check the land registry, wills registry and other services to ensure that the property was available for selling
Proposed by Cllr Bailey; seconded by Cllr Neighbour
Members agreed that it was a good solution to the problems being faced but that as it was a last resort the number of properties that this process would be used for would be low.
There was concern raised that theoretically the policy could be used in the wrong cases, and it was agreed that there should be some form of informal oversight by Cabinet. It was therefore agreed that the Portfolio Holder for Community Services should be kept abreast of the cases in which the policy was being used, and that if it was felt appropriate a review of the policy could be undertaken by Cabinet after the first few properties had been purchased using the policy.
It was proposed that recommendation (b) be amended to include consultation with the Portfolio Holder – Community Services:
“Delegate authority to the Executive Director – Community, in consultation with the Portfolio Holder for Community Services, to authorise the acquisition of properties in accordance with the Enforced Sale Policy and Procedure, subject to a satisfactory business case.” (additional wording in bold)
Amendment proposed by: Cllr Neighbour; seconded by Cllr Bailey
The Motion as amended was unanimously agreed.
Decision
Cabinet:
approved the Enforced Sale Policy and Procedure at appendix 1
delegated authority to the Executive Director – Community, in consultation with the Portfolio Holder, Community Services, to authorise the acquisition of properties in accordance with the Enforced Sale Policy and Procedure, subject to a satisfactory business case
Members heard:
Hart had been successful in a bid for funding from the Government to assist with returning empty properties to be used as housing stock, and some of this funding had been used to cover the cost of an Empty Homes Officer This process would be a tool to allow Officers to be able to tackle some of the properties which had been empty for some time or abandoned, which would then allow them to be returned to the open market
Members queried:
Under what circumstances the policy would be used, as there was concern about properties being forcibly sold to recover minimal debts How often it was felt that the power given by the policy would be used and whether there were any properties that were to be imminently pursued What was considered to be a reasonable amount of time that the property was empty before it was considered appropriate to use this power What would happen if the policy was not approved Whether Hart would act as both the seller and then purchaser of a property What would happen in the case of probate against a property
Members were advised:
That the procedure would be terminated at any point if the debt was paid by other means That the procedure would assist the Council in seeking to have any property that was causing problems or issues in the community compulsorily sold, but it would only be used as a last resort in the worst of cases That it was felt that as it was a last resort power, there would be very few properties that would be subject to its use That there was no set period of time that was considered to be “reasonable” before the procedure could be put in place, this would be dealt with on an individual case basis The legal framework was already in place but the policy would be a tool to allow Officers to speed up the processes That properties compulsorily purchased would be sold at auction to obtain market value That any debt against the property would need to be registered as a land charge. That Officers would need to check the land registry, wills registry and other services to ensure that the property was available for selling
Proposed by Cllr Bailey; seconded by Cllr Neighbour
Members agreed that it was a good solution to the problems being faced but that as it was a last resort the number of properties that this process would be used for would be low.
There was concern raised that theoretically the policy could be used in the wrong cases, and it was agreed that there should be some form of informal oversight by Cabinet. It was therefore agreed that the Portfolio Holder for Community Services should be kept abreast of the cases in which the policy was being used, and that if it was felt appropriate a review of the policy could be undertaken by Cabinet after the first few properties had been purchased using the policy.
It was proposed that recommendation (b) be amended to include consultation with the Portfolio Holder – Community Services:
“Delegate authority to the Executive Director – Community, in consultation with the Portfolio Holder for Community Services, to authorise the acquisition of properties in accordance with the Enforced Sale Policy and Procedure, subject to a satisfactory business case.” (additional wording in bold)
Amendment proposed by: Cllr Neighbour; seconded by Cllr Bailey
The Motion as amended was unanimously agreed.
Decision
Cabinet:
approved the Enforced Sale Policy and Procedure at appendix 1
delegated authority to the Executive Director – Community, in consultation with the Portfolio Holder, Community Services, to authorise the acquisition of properties in accordance with the Enforced Sale Policy and Procedure, subject to a satisfactory business case
9
Q1 Budget Monitoring Report and Forecast Outturn for 2024/25 – incorporating Treasury Activity
To note the forecast outturn for the year against revenue and capital budgets using the latest actual position and assumptions based on best information, and consider any corrective action required. Note treasury activity to date in line with the approved policy.
Recommendation
Cabinet is:
a) Recommended to note the report.
b) Asked to consider the request for an additional Housing Officer funded from Earmarked Reserves (EMR)
Recommendation
Cabinet is:
a) Recommended to note the report.
b) Asked to consider the request for an additional Housing Officer funded from Earmarked Reserves (EMR)
Attachments:
Minutes
Members noted:
That this report had been considered by Overview and Scrutiny at their meeting in August 2024 There was a recommendation included in the paper to approve the request for an additional housing officer, which would be funded from homelessness reserves That interest rates on investments remained higher than budgeted Some vacancy savings were shown although these were offset by agency staff costs, particularly in Place where there were difficulties in recruitment. Income was showing planning and building control income lower than budgeted but this was being monitored and reported to the Place Service Panel. All treasury activity was within the boundaries set by Council in February
Proposed by: Cllr Radley, who highlighted the request for the additional Housing Officer; seconded by Cllr Neighbour
Members welcomed the request for the additional Housing Officer, particularly in light of the demand for the homelessness service having increased in recent months.
Unanimously agreed.
Decision
Cabinet:
a) Noted the report.
Approved the request for an additional Housing Officer funded from Earmarked Reserves (EMR)
That this report had been considered by Overview and Scrutiny at their meeting in August 2024 There was a recommendation included in the paper to approve the request for an additional housing officer, which would be funded from homelessness reserves That interest rates on investments remained higher than budgeted Some vacancy savings were shown although these were offset by agency staff costs, particularly in Place where there were difficulties in recruitment. Income was showing planning and building control income lower than budgeted but this was being monitored and reported to the Place Service Panel. All treasury activity was within the boundaries set by Council in February
Proposed by: Cllr Radley, who highlighted the request for the additional Housing Officer; seconded by Cllr Neighbour
Members welcomed the request for the additional Housing Officer, particularly in light of the demand for the homelessness service having increased in recent months.
Unanimously agreed.
Decision
Cabinet:
a) Noted the report.
Approved the request for an additional Housing Officer funded from Earmarked Reserves (EMR)
10
Future Arrangements for HR/Payroll System
To report the outcome of the selection process for new HR/Payroll system which is nearing the end of its contract, and to approve the implementation budget from earmarked reserves. This is included in the approved Corporate Service Plan.
Recommendation
Cabinet is requested to:
Note the outcome of the selection process for the provision of HR/Payroll system and authorise the Director of Corporate Services, in consultation with the Portfolio Holder for Corporate, to progress with the most advantageous option including any contractual agreements necessary. Approve a new capital scheme totaling £35k for the one-off implementation costs of the new arrangements, funded from the contracts earmarked reserve
Recommendation
Cabinet is requested to:
Note the outcome of the selection process for the provision of HR/Payroll system and authorise the Director of Corporate Services, in consultation with the Portfolio Holder for Corporate, to progress with the most advantageous option including any contractual agreements necessary. Approve a new capital scheme totaling £35k for the one-off implementation costs of the new arrangements, funded from the contracts earmarked reserve
Attachments:
- Document Future arrangements for Payroll/HR system 28 Aug 2024
- Document Appendix 1 Future arrangements for Payroll/HR system 28 Aug 2024
Minutes
This was to report the outcome of the selection process for new HR/Payroll system which is nearing the end of its contract, and to approve the implementation budget from earmarked reserves. This is included in the approved Corporate Service Plan.
Members heard:
That the original contract for the system was through the Capita 5Cs Contract The existing system used legacy software, the contract for which was coming to an end, so alternative options had to be considered That Cabinet Members were being asked to note the outcome of the selection process and authorise the Portfolio Holder for Corporate and Climate Change, and the Section 151 Officer, to progress the most advantageous option
Proposed by Cllr Quarterman; seconded by Cllr Neighbour; unanimously agreed
Decision
Cabinet:
Noted the outcome of the selection process for the provision of HR/Payroll system and authorised the Director of Corporate Services, in consultation with the Portfolio Holder for Corporate Services and Climate Change, to progress with the most advantageous option including any contractual agreements necessary.
Approved a new capital scheme totaling £35k for the one-off implementation costs of the new arrangements, funded from the contracts earmarked reserve
Members heard:
That the original contract for the system was through the Capita 5Cs Contract The existing system used legacy software, the contract for which was coming to an end, so alternative options had to be considered That Cabinet Members were being asked to note the outcome of the selection process and authorise the Portfolio Holder for Corporate and Climate Change, and the Section 151 Officer, to progress the most advantageous option
Proposed by Cllr Quarterman; seconded by Cllr Neighbour; unanimously agreed
Decision
Cabinet:
Noted the outcome of the selection process for the provision of HR/Payroll system and authorised the Director of Corporate Services, in consultation with the Portfolio Holder for Corporate Services and Climate Change, to progress with the most advantageous option including any contractual agreements necessary.
Approved a new capital scheme totaling £35k for the one-off implementation costs of the new arrangements, funded from the contracts earmarked reserve
11
Cabinet Work Programme
To consider and amend the Cabinet Work Programme.
Attachments:
- Document Cabinet Work Programme Sept 24 V6 28 Aug 2024
Minutes
Cabinet Members reviewed the work programme and amendments were made as follows:
The date for the Options for Waste Contract was amended to December (in line with the report being considered at Overview and Scrutiny in November) The items on Review of the Performance and Development Management Service (December) and Renewal of the Shared Building Control Service (December) were to be amended to show they were within the remit of the Portfolio Holder for Planning Policy and Development Management
It was questioned whether the item on the Leisure Centre Investment Opportunities could be brought forward from February 2025, but it was confirmed that following meetings with building companies earlier that day, work would need to be done to develop ideas into proposals for viable schemes and that a February date was most realistic.
It was also queried whether the February item on the Review of Contract Procedure Rules and Financial Regulations was likely to be a re-write, but the Section 151 Officer advised that as this was only a high level review, it was likely that this would be a shorter report.
The date for the Options for Waste Contract was amended to December (in line with the report being considered at Overview and Scrutiny in November) The items on Review of the Performance and Development Management Service (December) and Renewal of the Shared Building Control Service (December) were to be amended to show they were within the remit of the Portfolio Holder for Planning Policy and Development Management
It was questioned whether the item on the Leisure Centre Investment Opportunities could be brought forward from February 2025, but it was confirmed that following meetings with building companies earlier that day, work would need to be done to develop ideas into proposals for viable schemes and that a February date was most realistic.
It was also queried whether the February item on the Review of Contract Procedure Rules and Financial Regulations was likely to be a re-write, but the Section 151 Officer advised that as this was only a high level review, it was likely that this would be a shorter report.
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