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, 8th April 2025
7:00 PM
Tuesday, 8th April 2025
7:00 PM
End:
Tuesday, 8th April 2025
11:00 PM
Tuesday, 8th April 2025
11:00 PM
Meeting Status
Status:
Confirmed
Confirmed
Date:
08 Apr 2025
08 Apr 2025
Location:
Council Chamber
Council Chamber
Meeting Attendees
Officer
Executive Director - Place
Mark Jaggard
In attendance
Officer
Executive Director - Community
Kirsty Jenkins
In attendance
Officer
Committee and Member Services Manager
Sharon Black
Democratic Services
In attendance
Officer
Digital, Customer & Change Manager
Steven Bennett
In attendance
Committee Member
Portfolio Holder - Planning Policy and Development Management
Agenda
1
Minutes of Previous Meeting
The minutes of the meeting of 11 March 2025, and of the Extraordinary meeting of 18 March 2025 are attached to be confirmed and signed as correct records.
Attachments:
- Document Minutes , 11/03/2025 Overview and Scrutiny Committee 31 Mar 2025
- Document Minutes , 18/03/2025 Overview and Scrutiny Committee 31 Mar 2025
Minutes
The minutes of the meetings held on 11 and 18 March were confirmed and signed as correct records.
Proposed by: Cllr Worlock; Seconded by: Cllr Jones; agreed unanimously
Proposed by: Cllr Worlock; Seconded by: Cllr Jones; 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
Apologies had been received from Cllr Davies, who was being substituted by Cllr Axam, Cllr Farmer, who was being substituted by Cllr Dorn, and Cllr Thomas.
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 confirmed that there would be a May meeting of the Committee and that the Chair’s report would therefore be presented at that time.
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
Half-yearly Complaints Analysis
To analyse and review the number and type of complaints received by the Council for the previsou period.
Attachments:
- Document Complaints handling analysis Q3-4 2024/25 31 Mar 2025
- Document Complaints analysis appendices 1-4 31 Mar 2025
Minutes
Members considered the half yearly complaints analysis for the period September 2024 to March 2025, and noted that there had been a further 5 stage 1, and 2 stage 2 complaints between the report cut off and the end March 2025.
Members also confirmed they would be pleased to receive an annual report on service and complaints analysis, to be brought to the May 2025 meeting, and annually thereafter, in line with the Ombudsman’s updated recommendations. This will allow Hart to benchmark its performance more easily against other councils.
Members received an update on performance and some of the more complex complaints. Members asked questions of the Officer, and it was agreed that for future reports an additional column be added to show whether the statutory time limit had been exceeded due to the complaint being overly complex. It was also agreed to check whether the new process referred to in the report (Paragraph 33) had been implemented and a written response would be provided on this.
Members also confirmed they would be pleased to receive an annual report on service and complaints analysis, to be brought to the May 2025 meeting, and annually thereafter, in line with the Ombudsman’s updated recommendations. This will allow Hart to benchmark its performance more easily against other councils.
Members received an update on performance and some of the more complex complaints. Members asked questions of the Officer, and it was agreed that for future reports an additional column be added to show whether the statutory time limit had been exceeded due to the complaint being overly complex. It was also agreed to check whether the new process referred to in the report (Paragraph 33) had been implemented and a written response would be provided on this.
7
Development management data exception report
To consider the data relating to planning applications which are still to be determined and are past their determination target date.
Attachments:
- Document 2024 04 08 DM data exception report 31 Mar 2025
- Document Appendix 1 Application Tracker - March 2025 31 Mar 2025
- Document Appendix 2 Definitions of Major, Minor and Other planning application 31 Mar 2025
Minutes
Members were reminded that the exception report had been brought to Committee following a request at a previous meeting. The report showed planning applications that had exceeded the target dates of 13 weeks for a major application (16 weeks if it required an environmental impact assessment) and 8 weeks for a minor application. The exception report set out the reasons why each application had not been determined.
Members questioned the Officer and Portfolio Holder on the reasons for exceeding these target dates, together with issues faced by the Development Management team. It was agreed that two further quarterly exception reports would be brought to Overview and Scrutiny before a review would be undertaken as to whether this then sufficiently reassured the Committee.
Members had also queried whether the way in which the data was captured was correct. It was noted that as part of Hart’s ongoing independent Internal Audit programme, this process would be audited during Q1 of the 2025/26 programme. A report on the findings would be taken to Audit Committee and also brought to Overview and Scrutiny for information.
Following a debate over the level of detail of the report, Members thanked the Officer for the useful and interesting report, which was noted.
Members questioned the Officer and Portfolio Holder on the reasons for exceeding these target dates, together with issues faced by the Development Management team. It was agreed that two further quarterly exception reports would be brought to Overview and Scrutiny before a review would be undertaken as to whether this then sufficiently reassured the Committee.
Members had also queried whether the way in which the data was captured was correct. It was noted that as part of Hart’s ongoing independent Internal Audit programme, this process would be audited during Q1 of the 2025/26 programme. A report on the findings would be taken to Audit Committee and also brought to Overview and Scrutiny for information.
Following a debate over the level of detail of the report, Members thanked the Officer for the useful and interesting report, which was noted.
8
Corporate Risk Register (Half-yearly review)
To review the Council Risk Register and pass any comments to Cabinet.
Attachments:
- Document Corporate Risk Register (Half-yearly review) 31 Mar 2025
- Document Appendix A – Council Risk Register March 2025 highest rated risks (1) (1) 31 Mar 2025
Minutes
Members were reminded that risks were regularly reported at each Service Panel meeting, and that this report covered the highest rated risks for each of the three service areas. These were for review and for Members to pass any comments to Cabinet.
Members heard that the risks for Local Government Reorganisation and Devolution were on the full risk register but not included in the top rated risks for the Council. It was also noted that the issues with US tariffs on worldwide countries had not been known when the report had been produced and therefore had not been included.
The report was noted with no comments passed to Cabinet.
Members heard that the risks for Local Government Reorganisation and Devolution were on the full risk register but not included in the top rated risks for the Council. It was also noted that the issues with US tariffs on worldwide countries had not been known when the report had been produced and therefore had not been included.
The report was noted with no comments passed to Cabinet.
9
Feedback from Councillor Representatives on External Organisations
To review the work of members on External Organisation Committees.
Attachments:
- Document Outside Bodies Report for Overview and Scrutiny Apr 2025 v1 31 Mar 2025
Minutes
It was requested that the headers be replicated across the pages of the report for ease of reference. Two Councillors would provide edits to their entries to be made before the report was sent on to Cabinet for their June 2025 meeting.
In conclusion, the Chair thanked those Members who represented the Council on an outside body for their work.
In conclusion, the Chair thanked those Members who represented the Council on an outside body for their work.
10
Cabinet Work Programme
To consider the Cabinet Work Programme.
Attachments:
- Document April Cabinet Work Programme V4 31 Mar 2025
Minutes
Following discussion on two of the items on the Cabinet work programme, this was noted. The Chair reminded Committee members that both work programmes were living documents and were regularly amended throughout the year.
11
Overview and Scrutiny Work Programme
To consider and amend the Overview and Scrutiny Work Programme.
Attachments:
- Document April O&S Work Programme V5 31 Mar 2025
Minutes
Members considered and agreed the Overview and Scrutiny work programme with one amendment:
The item on the new Hart Local Plan – will be an update on where the process/resourcing/tenders is at present, as it will be too early for the project plan
The item on the new Hart Local Plan – will be an update on where the process/resourcing/tenders is at present, as it will be too early for the project plan
Previous Meetings
Future Meetings
Join the Discussion
You need to be signed in to comment.
Sign in