Hart Borough Council Overview and Scrutiny Committee Meeting

The minutes of 12 November 2024 were confirmed and signed as a correct record.

The Chair outlined a matter arising under Minute 69 in relation to a request for the Committee to add an item to the work programme relating to Freedom of Information (FoI) performance.  The Chair referred to the briefing note circulated prior to the meeting (attached as Appendix 1) adding that she had completed a review.

The Chair confirmed that she did not believe that there were issues of substance that required a further review. Therefore, the Chair had decided that the matter should not be added to the Committee’s work programme.

The Chief Executive thanked the Committee for allowing the officers a fair right of reply as it gave the officers the opportunity to set the record straight.

The Chair then made a statement principally about process. The Chair addressed:

·       a delay in provision of the data referred to the previous meeting

·       the inappropriate manner of raising a matter at Committee without warning or in an open and transparent manner

·       not following the Constitution and applicable law

·       the inappropriate use of a privileged platform that created a sense of unfairness.

Apologies had been received from Councillor Davies.

No declarations made.

The Chairman announced that the Heathlands Court item would not be considered at this meeting and further explanation would be given under the O&S work programme item.

None.

The Portfolio Holder for Climate Change and Corporate Services - Councillor Quarterman introduced the report. 

Members were advised that good progress had been made against the action plan and project activities. Significant external funding had been secured to help the support the delivery of the projects. An additional funding request would be submitted to Cabinet in January for consideration. This report did not include an update on carbon emissions, as this was an annual calculation and will be included in the summer update.

Members queried:

·       The total cost of achieving carbon neutrality for HDC and for the wider district

·       What success has been made in securing external funding

·       Whether projects would be reprioritised if funding is unable to be secured

·       Why the renewal of the renewable energy contract is rated as no risk

·       Why some projects had a red flag but no associated explanatory commentary

Members were advised:

·       Feasibility studies for works to council buildings are improving the accuracy of decarbonisation costs

·       Wider district costs are dependent on how much the district invests and will become clearer as we move forward

·       Many factors such as external funding are outside of our control

·       Two applications for external funding had been successful

·       Many projects are reliant on officer time rather than external funding

·       Provisional costs for the electricity renewal are within current budget allocations and so were assessed as no risk at this stage

·       Red flag projects with no associated commentary have not started yet, a commentary will now be added.

The Portfolio Holder for Development Management and Planning Policy - Councillor Oliver introduced the report.

Members were advised:

·         it is a legal requirement to review the Local Plan every five years to make sure it is fit for purpose

·         the current plan was adopted in April 2020, a review of the plan must be published by 2025

·         this paper starts off the process and gives an early indication of whether significant work will be necessary and what funding may be necessary to achieve this

·         it does not consider the new methodology for working out housing numbers or the National Planning Policy Framework

·         the next stage will be the development of a Project Initiation Document

·         £1M has been allocated in the budget with additional funds in Earmarked Reserves to conduct the early scoping work. 

Members discussed:

·         the report and welcomed the early project planning and allocation of funding to enable a smooth process

·         the purchase of new software

·         the countrywide recruitment and retention issues within planning and the need for contingency planning and risk mitigation

·         the impact of a new plan making system

·         the need for realistic timescales

·         requested that O&S be regularly updated on progress.

Members received the Authority Monitoring Report for 2023/24.

Members were informed that from next year the report may look different considering potential government changes.

Members queried the lack of commentary on the housing delivery test and the housing land supply section. It was agreed that this would be reflected on by officers prior to publication.

Members discussed the technical and political challenges that may arise from new government housing targets.

The Chair thanked the Members of the Task and Finish Group (Cllrs Butler, Harward and Highley) for their excellent report.

Cllr Highley informed Members of the approach taken and the purpose of the review which was to advise whether the Multi-Agency Flood Forum (MAFF) should be continued or be discontinued.

Recommendations had been made in the following areas; the purpose of the MAFF, leadership and agenda setting, terms of reference, attendees, frequency, monitoring of schemes, work stream/work programme

All parties have agreed that MAFF historically has not been as effective as it could be for the reasons outlined in this document. The overall view was that MAFF should continue but only if it operates to a new approach and commitment from all key parties. The Task and Finish Group’s recommendation therefore takes the approach of giving a further 12 months opportunity for the forum to work.

The Committee agreed that the recommendations would be submitted to Cabinet.

The Chair agreed to discuss the inclusion of the Flood Forum Task and Finish Group report in the cabinet work programme with the Leader of the Council.  The Cabinet Work Programme was noted.

Members noted:

·         Biodiversity Net Gain – Habitat Bank Creation would be reviewed in January 2025

·         Housing Allocation Policy would now be reviewed by Committee in February 2025

·         Traveller Transit and temporary Stopping Places Task and Finish Group would now be reviewed in February 2025

·         Heathlands Court Remodelling will be considered at a later date to be agreed

·         The scheduled presentation by Citizens Advice Hart will no longer take place in April as they gave a full presentation at November’s Council meeting.

These changes were agreed.