Hart Borough Council
Councillors:
33
Wards:
11
Committees:
14
Meetings (2025):
60
Meetings (2024):
60
Meeting
Cabinet - Hart
Meeting Times
Scheduled Time
Start:
Thursday, 7th November 2024
7:00 PM
Thursday, 7th November 2024
7:00 PM
End:
Thursday, 7th November 2024
11:00 PM
Thursday, 7th November 2024
11:00 PM
Meeting Status
Status:
Confirmed
Confirmed
Date:
07 Nov 2024
07 Nov 2024
Location:
Council Chamber
Council Chamber
Meeting Attendees
Committee Member
Portfolio Holder - Regulatory
Officer
Contracts & Procurement Manager
Ashley Grist
In attendance, virtual
Officer
Waste and Recycling Manager
Ashley Wild
In attendance, virtual
Committee Member
Portfolio Holder - Planning Policy and Development Management
Committee Member
Portfolio Holder - Climate Change and Corporate Services
Committee Member
Portfolio Holder - Community Services
Committee Member
Portfolio Holder - Digital and Communications
Officer
Chief Executive
Daryl Phillips
In attendance
Officer
Executive Director, Corporate Services & S151 Officer
Graeme Clark
In attendance
Committee Member
Portfolio Holder - Parking and Community Safety
Deputy Leader
Deputy Leader and Portfolio Holder - Finance
Officer
Committee and Member Services Officer
zzEmma Evans
Democratic Services
In attendance
Officer
Finance & Property Manager
Joanne Rayne
In attendance
Officer
Head of Contracted Residents Services
Helen Taylor-Cobb
In attendance, virtual
Agenda
1
Minutes of the Previous Meeting
The minutes of the meeting held on 3 October 2024 are attached for confirmation and signature as a correct record.
Attachments:
- Document Minutes of Previous Meeting 30 Oct 2024
Minutes
The minutes of 3 October 2024 were confirmed and signed as a correct record.
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
Apologies had been received from Councillor Collins.
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 made.
4
Chair's Announcements
Minutes
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
None.
6
Waste Contract
This report sets out proposals to extend the current joint waste collection contract with Basingstoke & Deane Borough Council (BDBC) and Serco from October 2025.
The report also sets out the proposal for Hart District Council (HDC) to deploy a mandatory weekly food waste collection service from October 2025, ahead of the Government statutory date of 31 March 2026.
Both proposals are key decisions given their scope and scale, and the associated cost implications required for approval are included under the 'Finance and Resource Implications' section of this report.
Recommendation
Cabinet is recommended to:
I. Approve the extension and variation of the joint contract with Basingstoke & Deane Borough Council with Serco for the collection of waste for an eight-year period from October 2025.
II. approve the deployment of a mandatory weekly food waste collection service, in line with the Environment Act 2021, from October 2025.
III. recommend to Council to approve a net budget increase of £0.5m in 2025/26 and a further £0.4m in 2026/27 within the Medium-Term Financial Strategy to reflect the estimated additional net costs of the contract extension from October 2025
IV. recommend to Council the approval of an initial capital budget of £1.59m to acquire food waste vehicles and other waste vehicles necessary to commence the contract extension period, funded from new burdens funding and other HDC funds to be determined in the budget setting process
V. recommend to Council the approval of a capital budget of £0.3m to acquire food waste containers and bins, to be funded from new burdens funding
The report also sets out the proposal for Hart District Council (HDC) to deploy a mandatory weekly food waste collection service from October 2025, ahead of the Government statutory date of 31 March 2026.
Both proposals are key decisions given their scope and scale, and the associated cost implications required for approval are included under the 'Finance and Resource Implications' section of this report.
Recommendation
Cabinet is recommended to:
I. Approve the extension and variation of the joint contract with Basingstoke & Deane Borough Council with Serco for the collection of waste for an eight-year period from October 2025.
II. approve the deployment of a mandatory weekly food waste collection service, in line with the Environment Act 2021, from October 2025.
III. recommend to Council to approve a net budget increase of £0.5m in 2025/26 and a further £0.4m in 2026/27 within the Medium-Term Financial Strategy to reflect the estimated additional net costs of the contract extension from October 2025
IV. recommend to Council the approval of an initial capital budget of £1.59m to acquire food waste vehicles and other waste vehicles necessary to commence the contract extension period, funded from new burdens funding and other HDC funds to be determined in the budget setting process
V. recommend to Council the approval of a capital budget of £0.3m to acquire food waste containers and bins, to be funded from new burdens funding
Attachments:
- Document HDC Waste contract Cabinet report 7 Nov 30 Oct 2024
Minutes
This report set out proposals to extend the current joint waste collection contract with Basingstoke & Deane Borough Council (BDBC) and Serco from October 2025. The report also set out the proposal for Hart District Council (HDC) to deploy a mandatory weekly food waste collection service from October 2025, ahead of the Government statutory date of 31 March 2026. Both proposals are key decisions given their scope and scale, and the associated cost implications required for approval are included under the 'Finance and Resource Implications' section of this report.
Questions were raised concerning:
· Whether the proposed option had been costed against alternative providers
· The type of options considered and the basis for the decision making, such as costs, legislative, impact on residents
· Details on the proposed food waste collection containers
· Location of the food waste processing facility
· Communication with residents about the new food waste collection service and any changes introduced by Hampshire County Council
Members were advised:
· Waste collection service performance has significantly improved over recent years
· a full options appraisal analysis was undertaken by WSP
· The S151 Officer concurred that this was the best value for money approach
· Risk remains in terms of future funding as detailed in the report
· The final recommendation is for Council to approve as estimated net overall financial impact that will hit our medium-term financial strategy
· The risk of a negative impact on residents from changing providers was also considered
· Food waste would be taken to a facility within Hampshire near Basingstoke.
Proposed by: Cllr Quarterman, seconded by Cllr Neighbour.
Decision
Cabinet:
i. Approved the extension and variation of the joint contract with Basingstoke & Deane Borough Council with Serco for the collection of waste for an eight-year period from October 2025.
ii. Approved the deployment of a mandatory weekly food waste collection service, in line with the Environment Act 2021, from October 2025.
iii. Recommended to Council to approve a net budget increase of £0.5m in 2025/26 and a further £0.4m in 2026/27 within the Medium Term Financial Strategy to reflect the estimated additional net costs of the contract extension from October 2025
iv. Recommended to Council the approval of an initial capital budget of £1.59m to acquire food waste vehicles and other waste vehicles necessary to commence the contract extension period, funded from new burdens funding and other HDC funds to be determined in the budget setting process
v. Recommended to Council the approval of a capital budget of £0.3m to acquire food waste containers and bins, to be funded from new burdens funding
Questions were raised concerning:
· Whether the proposed option had been costed against alternative providers
· The type of options considered and the basis for the decision making, such as costs, legislative, impact on residents
· Details on the proposed food waste collection containers
· Location of the food waste processing facility
· Communication with residents about the new food waste collection service and any changes introduced by Hampshire County Council
Members were advised:
· Waste collection service performance has significantly improved over recent years
· a full options appraisal analysis was undertaken by WSP
· The S151 Officer concurred that this was the best value for money approach
· Risk remains in terms of future funding as detailed in the report
· The final recommendation is for Council to approve as estimated net overall financial impact that will hit our medium-term financial strategy
· The risk of a negative impact on residents from changing providers was also considered
· Food waste would be taken to a facility within Hampshire near Basingstoke.
Proposed by: Cllr Quarterman, seconded by Cllr Neighbour.
Decision
Cabinet:
i. Approved the extension and variation of the joint contract with Basingstoke & Deane Borough Council with Serco for the collection of waste for an eight-year period from October 2025.
ii. Approved the deployment of a mandatory weekly food waste collection service, in line with the Environment Act 2021, from October 2025.
iii. Recommended to Council to approve a net budget increase of £0.5m in 2025/26 and a further £0.4m in 2026/27 within the Medium Term Financial Strategy to reflect the estimated additional net costs of the contract extension from October 2025
iv. Recommended to Council the approval of an initial capital budget of £1.59m to acquire food waste vehicles and other waste vehicles necessary to commence the contract extension period, funded from new burdens funding and other HDC funds to be determined in the budget setting process
v. Recommended to Council the approval of a capital budget of £0.3m to acquire food waste containers and bins, to be funded from new burdens funding
7
Corporate Risk Register (Half Yearly Review)
The Council maintains a risk register which is revised by management on a regular basis. It is reported to both the Overview & Scrutiny (O&S) Committee and Cabinet every 6 months to provide assurance that appropriate arrangements are in place to mitigate the risks identified.
Recommendation
Cabinet is requested to note the risk register report as well as the comments from O&S Committee and confirm risks are within tolerance and no remediation plans are required.
Recommendation
Cabinet is requested to note the risk register report as well as the comments from O&S Committee and confirm risks are within tolerance and no remediation plans are required.
Attachments:
- Document Risk report to Cabinet Nov 2024 30 Oct 2024
- Document Appendix A – Council Risk Register September 2024 highest rated risks 30 Oct 2024
Minutes
Cabinet was requested to note the risk register report as well as the comment from O&S Committee regarding the rating change in relation to upcoming changes within the planning arena. Members were comfortable with the amendment to this rating and the proposed mitigation.
Members noted:
· The draft National Planning Policy Framework has been published and so government intentions are clearer
· Cabinet will receive a paper on the Local Plan in January.
· The rating for waste was also red, but the new waste contact detailed is part of the planned mitigation
· Government allocation of additional funds for experienced planners could impact local recruitment and retention
Members queried:
· If the report format could include a rating on how comfortable we are with the proposed mitigation measures
· Risks around recruitment and retention.
Members were advised:
· Wider recruitment and retention issues are monitored closely, and action taken where appropriate to mitigate the risks, such as hybrid working, higher salaries.
The recommendation was amended to include the word ‘additional’.
Proposed by: Cllr Neighbour, seconded by Cllr Radley
Decision
Cabinet noted the risk register report and confirmed risks were within tolerance and that no additional remediation plans were required.
Members noted:
· The draft National Planning Policy Framework has been published and so government intentions are clearer
· Cabinet will receive a paper on the Local Plan in January.
· The rating for waste was also red, but the new waste contact detailed is part of the planned mitigation
· Government allocation of additional funds for experienced planners could impact local recruitment and retention
Members queried:
· If the report format could include a rating on how comfortable we are with the proposed mitigation measures
· Risks around recruitment and retention.
Members were advised:
· Wider recruitment and retention issues are monitored closely, and action taken where appropriate to mitigate the risks, such as hybrid working, higher salaries.
The recommendation was amended to include the word ‘additional’.
Proposed by: Cllr Neighbour, seconded by Cllr Radley
Decision
Cabinet noted the risk register report and confirmed risks were within tolerance and that no additional remediation plans were required.
8
Performance report 2024/25 Q2
To update Cabinet on the Council’s performance indicator results of Quarter 2 2024/2025 (1 July 2024 – 30 September 2024).
Recommendation
That the performance indicator report for Quarter 2 2024/2025 is noted.
Recommendation
That the performance indicator report for Quarter 2 2024/2025 is noted.
Attachments:
- Document 2024-25 Q2 Performance Reports 30 Oct 2024
Minutes
Cabinet received an update on the Council’s performance indicator results of Quarter 2 2024/2025 (1 July 2024 – 30 September 2024).
Members queried the explanations for KPI ratings and the colour coding and asked for greater clarity.
It was agreed that an explanation of KPI 16 would be provided to Members and any errors corrected prior to O&S.
Decision
Cabinet noted the performance indicator report for Quarter 2 2024/2025.
Members queried the explanations for KPI ratings and the colour coding and asked for greater clarity.
It was agreed that an explanation of KPI 16 would be provided to Members and any errors corrected prior to O&S.
Decision
Cabinet noted the performance indicator report for Quarter 2 2024/2025.
9
Q2 Forecast 2024/25 Revenue, Capital and Treasury Outturn
Cabinet to receive the Q2 Forecast 2024/25, Revenue, Capital and Treasury Outturn.
Recommendations
That Cabinet:
i. Note the projected Revenue outturn for 2024-25
ii. Note the forecast Capital position for 2024-25
iii. Note the Treasury Management position at 30th Sep 2024
iv. Approve Budget changes – New Finance System, IT and Countryside. Approve new Finance Trainee post
v. Note UK Shared prosperity update
Recommendations
That Cabinet:
i. Note the projected Revenue outturn for 2024-25
ii. Note the forecast Capital position for 2024-25
iii. Note the Treasury Management position at 30th Sep 2024
iv. Approve Budget changes – New Finance System, IT and Countryside. Approve new Finance Trainee post
v. Note UK Shared prosperity update
Attachments:
Minutes
Cabinet received the Q2 Forecast 2024/25, Revenue, Capital and Treasury Outturn.The Finance Manager updated Cabinet on the projected outturn, capital overview, project overview and treasury management position, emphasising that:
· The forecast net revenue outturn is surplus £1.4m against a budget of £13.0m while the Capital expenditure is forecast to be underspent by £3.9m against a budget of £9.4m.
· Capital - underspend is forecast to be £3.9m. Several projects will not spent in this year.
· Revenue - pressures and savings discussed in Q1 continue, in the most part into Q2.
· A model to assess potential interest on investments has been built.
· Surplus and deficit were outlined in greater detail in the appendix.
The proposed budget changes were explained:
· New finance system: maintaining access to legacy data, funding a new Finance trainee.
· IT improvements: to strengthen SharePoint controls to mitigate security, data and privacy breaches.
· Countryside: to repurpose funds from one Fleet Pond project to another.
· UK Shared Prosperity Fund: forecasted savings will be re-allocated in line with the scheme terms.
Members queried:
· The breakdown of costs for the heat pumps project
· The increase in parking revenue
· Interest earned and whether it could be included in next year’s budget setting process
· How the new finance post would be funded
Members were advised that:
· It was confirmed that no new borrowing has been taken out in this financial year
· £400K of interest earned has been put into the budget for next year
· The amount of interest earned will reduce over time as the reserves we held reduce
· The new finance post would be funded from the ongoing Capita budget
Members asked for a briefing on the bringing in-house of services.
Proposed by: Cllr Quarterman, seconded by Cllr Neighbour.
Decisions
Cabinet:
i. Noted the projected Revenue outturn for 2024-25
ii. Noted the forecast Capital position for 2024-25
iii. Noted the Treasury Management position at 30th Sep 2024
iv. Approved Budget changes – New Finance System, IT and Countryside. Approve new Finance Trainee post
v. Noted UK Shared prosperity update
· The forecast net revenue outturn is surplus £1.4m against a budget of £13.0m while the Capital expenditure is forecast to be underspent by £3.9m against a budget of £9.4m.
· Capital - underspend is forecast to be £3.9m. Several projects will not spent in this year.
· Revenue - pressures and savings discussed in Q1 continue, in the most part into Q2.
· A model to assess potential interest on investments has been built.
· Surplus and deficit were outlined in greater detail in the appendix.
The proposed budget changes were explained:
· New finance system: maintaining access to legacy data, funding a new Finance trainee.
· IT improvements: to strengthen SharePoint controls to mitigate security, data and privacy breaches.
· Countryside: to repurpose funds from one Fleet Pond project to another.
· UK Shared Prosperity Fund: forecasted savings will be re-allocated in line with the scheme terms.
Members queried:
· The breakdown of costs for the heat pumps project
· The increase in parking revenue
· Interest earned and whether it could be included in next year’s budget setting process
· How the new finance post would be funded
Members were advised that:
· It was confirmed that no new borrowing has been taken out in this financial year
· £400K of interest earned has been put into the budget for next year
· The amount of interest earned will reduce over time as the reserves we held reduce
· The new finance post would be funded from the ongoing Capita budget
Members asked for a briefing on the bringing in-house of services.
Proposed by: Cllr Quarterman, seconded by Cllr Neighbour.
Decisions
Cabinet:
i. Noted the projected Revenue outturn for 2024-25
ii. Noted the forecast Capital position for 2024-25
iii. Noted the Treasury Management position at 30th Sep 2024
iv. Approved Budget changes – New Finance System, IT and Countryside. Approve new Finance Trainee post
v. Noted UK Shared prosperity update
10
Cabinet Work Programme
To consider and amend the Cabinet Work Programme.
Attachments:
- Document November Cabinet Work Programme V2 30 Oct 2024
Minutes
Cabinet considered and amended the work programme.
It was noted:
· that the Planning Performance Report due at O&S may be amended before presentation at Cabinet
· The Heathland Report may be delayed as the information to enable a meaningful decision will not be available for January, an interim briefing papers for all Members of Cabinet and O&S will be provided.
It was agreed:
· A new report on the UKSPF report to be added to the January Cabinet work programme.
Councillor’s Bailey and Quarterman declared an interest in UKSPF both having family members involved in bids.
It was noted:
· that the Planning Performance Report due at O&S may be amended before presentation at Cabinet
· The Heathland Report may be delayed as the information to enable a meaningful decision will not be available for January, an interim briefing papers for all Members of Cabinet and O&S will be provided.
It was agreed:
· A new report on the UKSPF report to be added to the January Cabinet work programme.
Councillor’s Bailey and Quarterman declared an interest in UKSPF both having family members involved in bids.
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