Hart Borough Council
Councillors:
33
Wards:
11
Committees:
14
Meetings (2025):
61
Meetings (2024):
60
Meeting
Cabinet - Hart
Meeting Times
Scheduled Time
Start:
Thursday, 5th December 2024
7:00 PM
Thursday, 5th December 2024
7:00 PM
End:
Thursday, 5th December 2024
11:00 PM
Thursday, 5th December 2024
11:00 PM
Meeting Status
Status:
Confirmed
Confirmed
Date:
05 Dec 2024
05 Dec 2024
Location:
Council Chamber
Council Chamber
Meeting Attendees
Deputy Leader
Deputy Leader and Portfolio Holder - Finance
Committee Member
Vice-Chair of Council
Committee Member
Portfolio Holder - Development Management
Officer
Committee and Member Services Manager
Sharon Black
Democratic Services
In attendance
Committee Member
Portfolio Holder - Climate Change and Corporate Services
Officer
Chief Executive
Daryl Phillips
In attendance
Committee Member
Portfolio Holder - Community Safety and Regulatory Services
Committee Member
Portfolio Holder - Housing and Community Services
Officer
Executive Director - Place
Mark Jaggard
In attendance
Officer
Finance & Property Manager
Joanne Rayne
In attendance
Officer
Development Management and Business Control Contract Manager
Mark Berry
In attendance
Officer
Business Support, Facilities & Data Manager
Matt Saunders
In attendance
Committee Member
Portfolio Holder - Digital and Communications
Agenda
1
Minutes of the Previous Meeting
The minutes of the meeting held on 7 November 2024 are attached for confirmation and signature as a correct record.
Attachments:
- Document Minutes of Previous Meeting 27 Nov 2024
Minutes
The minutes of 7 November 2024 were confirmed and signed as a correct record.
Proposed by: Cllr Neighbour; Seconded by: Cllr Clarke
Unanimously agreed by those who had been present at the meeting
Proposed by: Cllr Neighbour; Seconded by: Cllr Clarke
Unanimously agreed by those who had been present at the meeting
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
Butterwood Homes Scrutiny Panel Report
This report provides an update of Butterwood Homes' performance to Cabinet, following consideration by the Overview and Scrutiny Panel and the main committee.
Recommendation
1. Note the current mid-year status, occupancy, and financial updates.
2. Further comments from Cabinet relevant to the shareholder role and terms of reference to be forwarded to the company directors.
Recommendation
1. Note the current mid-year status, occupancy, and financial updates.
2. Further comments from Cabinet relevant to the shareholder role and terms of reference to be forwarded to the company directors.
Attachments:
- Document Butterwood Report to Cabinet Dec 2024 27 Nov 2024
- Document Draft Minutes - Butterwood Homes Scrutiny Panel 27 Nov 2024
- Document Butterwood Homes ToR 27 Nov 2024
- Document Butterwood Homes presentation to HDC Butterwood Homes Scrutiny Panel 27 Nov 2024
- Document Butterwood Homes Financial Report 27 Nov 2024
Minutes
This report provided an update of Butterwood Homes' performance to Cabinet, following consideration by the Overview and Scrutiny Panel
Members heard:
· The O&S minutes captured the discussions held at that meeting very accurately
· The risk register had been well scrutinised by the Scrutiny Panel
· The few amendments requested by the Scrutiny Panel had been completed the following day
Members discussed subjects including:
· The period for the repairs/maintenance information given
· The short period of time taken to fill vacancies in properties
· Resident feedback
Decision
Cabinet:
1. Noted the current mid-year status, occupancy, and financial updates.
Noted that further comments relevant to the shareholder role and terms of reference would be forwarded to the company directors.
Members heard:
· The O&S minutes captured the discussions held at that meeting very accurately
· The risk register had been well scrutinised by the Scrutiny Panel
· The few amendments requested by the Scrutiny Panel had been completed the following day
Members discussed subjects including:
· The period for the repairs/maintenance information given
· The short period of time taken to fill vacancies in properties
· Resident feedback
Decision
Cabinet:
1. Noted the current mid-year status, occupancy, and financial updates.
Noted that further comments relevant to the shareholder role and terms of reference would be forwarded to the company directors.
7
Fly Tipping Options Appraisal
For Cabinet to consider the proposed reinforcement of the Council’s ability to educate and enforce against fly tipping.
Recommendation
1. Cabinet is requested to:
approve a 2-year pilot to increase capacity in the team to be able to educate and enforce against fly-tipping as set out in this report, at a total cost of £90k funded from the overall forecast net underspend in the 2024/25 budget, and agree to a review of the current arrangement for the collection of fly-tipped waste with Street Care and Grounds Maintenance contract Basingstoke & Deane Borough Council following the initial wider review of the contract by the Council’s Countryside team.
Recommendation
1. Cabinet is requested to:
approve a 2-year pilot to increase capacity in the team to be able to educate and enforce against fly-tipping as set out in this report, at a total cost of £90k funded from the overall forecast net underspend in the 2024/25 budget, and agree to a review of the current arrangement for the collection of fly-tipped waste with Street Care and Grounds Maintenance contract Basingstoke & Deane Borough Council following the initial wider review of the contract by the Council’s Countryside team.
Attachments:
- Document Fly Tipping Resource Proposals 27 Nov 2024
Minutes
This report was for Cabinet to consider the proposed reinforcement of the Council’s ability to educate and enforce against fly tipping.
Members heard:
· That this report built on the work of the Overview & Scrutiny Task and Finish Group
· This focussed the way in which the Council would target fly tipping using a 2 year pilot scheme to look at what options would work best across the District
· A review of how fly tipped waste was collected would also be undertaken
· That this is a pilot and that officers will come back with evidence to support the best way forward at the end of the pilot period
Proposed by: Cllr Wildsmith; Seconded by: Cllr Neighbour
Officers were thanked for the work that they had put into producing the practical suggestions in the report.
Unanimously agreed.
Decision
Cabinet:
a) approved a 2-year pilot to increase capacity in the team to be able to educate and enforce against fly-tipping as set out in this report, at a total cost of £90k funded from the overall forecast net underspend in the 2024/25 budget, and
agreed to a review of the current arrangement for the collection of fly-tipped waste with Street Care and Grounds Maintenance contract Basingstoke & Deane Borough Council following the initial wider review of the contract by the Council’s Countryside team.
Members heard:
· That this report built on the work of the Overview & Scrutiny Task and Finish Group
· This focussed the way in which the Council would target fly tipping using a 2 year pilot scheme to look at what options would work best across the District
· A review of how fly tipped waste was collected would also be undertaken
· That this is a pilot and that officers will come back with evidence to support the best way forward at the end of the pilot period
Proposed by: Cllr Wildsmith; Seconded by: Cllr Neighbour
Officers were thanked for the work that they had put into producing the practical suggestions in the report.
Unanimously agreed.
Decision
Cabinet:
a) approved a 2-year pilot to increase capacity in the team to be able to educate and enforce against fly-tipping as set out in this report, at a total cost of £90k funded from the overall forecast net underspend in the 2024/25 budget, and
agreed to a review of the current arrangement for the collection of fly-tipped waste with Street Care and Grounds Maintenance contract Basingstoke & Deane Borough Council following the initial wider review of the contract by the Council’s Countryside team.
8
Renewal of the Shared Building Control Service
To consider the renewal of the Shared Building Control Partnership between Hart District Council and Rushmoor Borough Council, extending it by five years to 31 March 2030.
Recommendation
That Cabinet:
a) Agrees, in principle, the renewal of the Shared Building Control Partnership between Hart District Council and Rushmoor Borough Council to discharge the statutory building control functions for both areas for a further five year period until 31 March 2030, unless terminated earlier in accordance with the provisions of the agreed Deed; and
b) Delegates authority to the Chief Executive in consultation with the Portfolio Holder for Planning Policy and Development Management to finalise the terms and conditions and then sign the new Deed (the legal agreement between Hart District Council and Rushmoor Borough Council) before the existing agreement comes to an end.
Recommendation
That Cabinet:
a) Agrees, in principle, the renewal of the Shared Building Control Partnership between Hart District Council and Rushmoor Borough Council to discharge the statutory building control functions for both areas for a further five year period until 31 March 2030, unless terminated earlier in accordance with the provisions of the agreed Deed; and
b) Delegates authority to the Chief Executive in consultation with the Portfolio Holder for Planning Policy and Development Management to finalise the terms and conditions and then sign the new Deed (the legal agreement between Hart District Council and Rushmoor Borough Council) before the existing agreement comes to an end.
Attachments:
- Document Renewal of Building Control Partnership 27 Nov 2024
- Document 2020 12 23 Hart Rushmoor Building Control Partnership Deed Redacted 27 Nov 2024
Minutes
This report was to consider the renewal of the Shared Building Control Partnership between Hart District Council and Rushmoor Borough Council, extending it by five years to 31 March 2030.
Members heard:
· This was a very successful partnership with Rushmoor Borough Council that had been in place since 2010
· The service was self funding, with no cost to the Council
· That a review of the reporting mechanism would also be undertaken so that it would be possible to evidence performance of the Service. This would be included in the Deed update
Proposed by: Cllr Oliver; Seconded by: Cllr Neighbour
Members expressed appreciation of the service and thanked the officers for ensuring that an excellent level of service continued.
Unanimously agreed.
Decision
Cabinet:
a) agreed, in principle, the renewal of the Shared Building Control Partnership between Hart District Council and Rushmoor Borough Council to discharge the statutory building control functions for both areas for a further five year period until 31 March 2030, unless terminated earlier in accordance with the provisions of the agreed Deed; and
Delegated authority to the Chief Executive in consultation with the Portfolio Holder for Planning Policy and Development Management to finalise the terms and conditions and then sign the new Deed (the legal agreement between Hart District Council and Rushmoor Borough Council) before the existing agreement comes to an end.
Members heard:
· This was a very successful partnership with Rushmoor Borough Council that had been in place since 2010
· The service was self funding, with no cost to the Council
· That a review of the reporting mechanism would also be undertaken so that it would be possible to evidence performance of the Service. This would be included in the Deed update
Proposed by: Cllr Oliver; Seconded by: Cllr Neighbour
Members expressed appreciation of the service and thanked the officers for ensuring that an excellent level of service continued.
Unanimously agreed.
Decision
Cabinet:
a) agreed, in principle, the renewal of the Shared Building Control Partnership between Hart District Council and Rushmoor Borough Council to discharge the statutory building control functions for both areas for a further five year period until 31 March 2030, unless terminated earlier in accordance with the provisions of the agreed Deed; and
Delegated authority to the Chief Executive in consultation with the Portfolio Holder for Planning Policy and Development Management to finalise the terms and conditions and then sign the new Deed (the legal agreement between Hart District Council and Rushmoor Borough Council) before the existing agreement comes to an end.
9
MTFS Emerging Pressures and Budget Strategy
The Medium-Term Financial Strategy (MTFS) and the annual budget-setting process are important decisions for the Council. This report offers an interim assessment of the MTFS and highlights several high-level actions aimed at supporting the budget-setting process for the next three years. However, it does not provide specific plans to address any anticipated budget shortfalls, as such an approach would currently be premature based on the available information. However, once the government provides greater clarity on its local government financing stance the necessary plans will be brought forward and included in future reports.
Recommendation
a. Cabinet notes the MTFS forecast, agree the headline budget strategy identified in Appendix 1 and ask officers to identify and model options for closing the residual budget gap in 2025/26 and report these to O&S Committee in January for scrutiny ahead of Cabinet and Council approval
b. Cabinet is recommended to approve the use of the current balance on the local plan reserve, up to £63k, for spend on consultancy and software costs in 2024/25, and earmarks a £1m of the forecast 2024/25 net underspend for the local plan reserve, with details and a recommendation to Council to be included in the main budget report in January 2025
Recommendation
a. Cabinet notes the MTFS forecast, agree the headline budget strategy identified in Appendix 1 and ask officers to identify and model options for closing the residual budget gap in 2025/26 and report these to O&S Committee in January for scrutiny ahead of Cabinet and Council approval
b. Cabinet is recommended to approve the use of the current balance on the local plan reserve, up to £63k, for spend on consultancy and software costs in 2024/25, and earmarks a £1m of the forecast 2024/25 net underspend for the local plan reserve, with details and a recommendation to Council to be included in the main budget report in January 2025
Attachments:
- Document MTFS Cabinet Dec 2024 27 Nov 2024
- Document Cabinet 5 Dec 2024 MTFS appendices 27 Nov 2024
Minutes
The Medium-Term Financial Strategy (MTFS) and the annual budget-setting process are important decisions for the Council. This report offered an interim assessment of the MTFS and highlighted several high-level actions aimed at supporting the budget-setting process for the next three years. However, it did not provide specific plans to address any anticipated budget shortfalls, as such an approach would currently be premature based on the available information. However, once the government provided greater clarity on its local government financing stance the necessary plans would be brought forward and included in future reports.
Members heard:
· That Government funding may become targeted on more deprived areas in future
· Increased costs, due to items such as inflation and salary increases, would make for more challenging years ahead
· There was a provisional settlement date of 19 December 2024 for funding from the Government this year, so until that time we would be working with estimates
· Three-year settlements were due to be introduced in 2025
· Recommendation B was looking to earmark funds to assist with future projects whilst funds were available this year
Proposed by: Cllr Radley; Seconded by: Cllr Neighbour
Members discussed subjects including:
· The general state of Local Government funding
· The potential longer term strategy of the Council
· The impact of the change of central Government
· Ways in which the Council could improve and expand its revenue streams
· The different options that the Council would need to consider when looking at the budgets for 2025/26 and beyond
Unanimously agreed.
Decision
Cabinet
a) noted the MTFS forecast, agreed the headline budget strategy identified in Appendix 1 and asked officers to identify and model options for closing the residual budget gap in 2025/26 and report these to O&S Committee in January for scrutiny ahead of Cabinet and Council approval; and
approve thed use of the current balance on the local plan reserve, up to £63k, for spend on consultancy and software costs in 2024/25, and earmarked a £1m of the forecast 2024/25 net underspend for the local plan reserve, with details and a recommendation to Council to be included in the main budget report in January 2025
Members heard:
· That Government funding may become targeted on more deprived areas in future
· Increased costs, due to items such as inflation and salary increases, would make for more challenging years ahead
· There was a provisional settlement date of 19 December 2024 for funding from the Government this year, so until that time we would be working with estimates
· Three-year settlements were due to be introduced in 2025
· Recommendation B was looking to earmark funds to assist with future projects whilst funds were available this year
Proposed by: Cllr Radley; Seconded by: Cllr Neighbour
Members discussed subjects including:
· The general state of Local Government funding
· The potential longer term strategy of the Council
· The impact of the change of central Government
· Ways in which the Council could improve and expand its revenue streams
· The different options that the Council would need to consider when looking at the budgets for 2025/26 and beyond
Unanimously agreed.
Decision
Cabinet
a) noted the MTFS forecast, agreed the headline budget strategy identified in Appendix 1 and asked officers to identify and model options for closing the residual budget gap in 2025/26 and report these to O&S Committee in January for scrutiny ahead of Cabinet and Council approval; and
approve thed use of the current balance on the local plan reserve, up to £63k, for spend on consultancy and software costs in 2024/25, and earmarked a £1m of the forecast 2024/25 net underspend for the local plan reserve, with details and a recommendation to Council to be included in the main budget report in January 2025
10
Upgrading the Audiovisual Capabilities in the Council Chamber
This report requests access to the Council Chamber Audio Reserve to fund upgrading the Council Chamber's audiovisual capabilities and environment. Such an upgrade is essential for maintaining meeting broadcast capabilities.
Recommendation
Cabinet authorises the release of up to £15K from the Council Chamber audio reserve to enable the upgrading of the Council’s audiovisual capabilities in the Council Chamber.
Recommendation
Cabinet authorises the release of up to £15K from the Council Chamber audio reserve to enable the upgrading of the Council’s audiovisual capabilities in the Council Chamber.
Attachments:
- Document Teams Room Upgrade 27 Nov 2024
Minutes
This report requested access to the Council Chamber Audio Reserve to fund upgrading the Council Chamber's audiovisual capabilities and environment. Such an upgrade would be essential for maintaining meeting broadcast capabilities.
Members heard:
· the current system was installed around 3.5 years ago
· the current Teams Room Audio Visual system is based on Windows 10, support for which ends in October 2025
· there have been some problems with the system in the past six months with system failures
· the current system is not thought to be compatible with Windows 11
Members discussed subjects including:
· Remote voting and voice recognition
· The Government’s consultation on hybrid meetings and proxy voting
· Future proofing of the new system
· That the cameras themselves will not need to be changed
· A support contract for 3.5years is included with the installation of the new system
· That having a stable hybrid system would support the Council’s climate change agenda
Proposed by: Cllr Clarke; Seconded by: Cllr Neighbour
Unanimously agreed.
Decision
Cabinet authorised the release of up to £15K from the Council Chamber audio reserve, to enable the upgrading of the Council’s audiovisual capabilities in the Council Chamber.
Members heard:
· the current system was installed around 3.5 years ago
· the current Teams Room Audio Visual system is based on Windows 10, support for which ends in October 2025
· there have been some problems with the system in the past six months with system failures
· the current system is not thought to be compatible with Windows 11
Members discussed subjects including:
· Remote voting and voice recognition
· The Government’s consultation on hybrid meetings and proxy voting
· Future proofing of the new system
· That the cameras themselves will not need to be changed
· A support contract for 3.5years is included with the installation of the new system
· That having a stable hybrid system would support the Council’s climate change agenda
Proposed by: Cllr Clarke; Seconded by: Cllr Neighbour
Unanimously agreed.
Decision
Cabinet authorised the release of up to £15K from the Council Chamber audio reserve, to enable the upgrading of the Council’s audiovisual capabilities in the Council Chamber.
11
Cabinet Work Programme
To consider and amend the Cabinet Work Programme.
Attachments:
- Document Cabinet Work Programme December 2024 V1 27 Nov 2024
Minutes
Cabinet considered the Cabinet Work Programme, and commented as follows:
· The Authority Monitoring Report (AMR) that is going to O&S in December does not come to Cabinet but would be circulated for information
· There may be a request to bring forward the Housing Allocations Policy, currently scheduled for March 2025. This will be discussed further offline
The date for the March 2025 meeting should be 6 March, not 3 March
· The Authority Monitoring Report (AMR) that is going to O&S in December does not come to Cabinet but would be circulated for information
· There may be a request to bring forward the Housing Allocations Policy, currently scheduled for March 2025. This will be discussed further offline
The date for the March 2025 meeting should be 6 March, not 3 March
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