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, 13th May 2025
7:00 PM
Tuesday, 13th May 2025
7:00 PM
End:
Tuesday, 13th May 2025
8:15 PM
Tuesday, 13th May 2025
8:15 PM
Meeting Status
Status:
Confirmed
Confirmed
Date:
13 May 2025
13 May 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
Strategy & Development Manager
Nicola Harpham
In attendance
Officer
Planning Policy and Economic Development Manager
Daniel Hawes
In attendance
Officer
Community Project Officer
Tina Widdison
In attendance, virtual
Officer
Digital, Customer & Change Manager
Steven Bennett
Expected
Committee Member
Portfolio Holder - Community Services
Agenda
1
Minutes of Previous Meeting
The minutes of the meeting of 8 April 2025 are attached to be confirmed and signed as a correct record.
Attachments:
- Document Minutes of Previous Meeting 02 May 2025
Minutes
The minutes of 8 April 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 before the meeting as soon as they know they will be absent.
*Note: Members are asked to email Committee Services before the meeting as soon as they know they will be absent.
Minutes
Apologies had been received from Cllr Jones, who was being substituted by Cllr Axam as substitute and from Cllr Vernon who is being substituted by Cllr Khepar and from Cllr Davies and Cllr Thomas.
3
Declarations of Interest
To declare disclosable, pecuniary and any other interests*.
*Note: Members are asked to email Committee Services before the meeting as soon as they know they may have an interest to declare.
*Note: Members are asked to email Committee Services before the meeting as soon as they know they may have an interest to declare.
Minutes
No declarations made.
4
Chair's Announcements
Minutes
The Chair thanked the Members of the Committee and officers for their support and hard work during the year.
5
Public Participation (Items on the Agenda)
Anyone wishing to make a statement to the Committee should contact Committee Services at least two clear working days before the meeting. Further information can be found
online.
online.
Minutes
None.
6
Heathlands Court Remodelling
To evaluate the proposed renovation of Heathlands Court, which serves as Hart District Council’s temporary housing option, to ensure it is well-equipped for future demands and meets the needs of both residents and the Council’s temporary accommodation requirements.
Recommendation
Overview and Scrutiny are invited to comment on the following recommendations to Cabinet:
· To approve the remodelling project to improve Hart District Council’s temporary accommodation provision, working with VIVID Housing at Heathlands Court, Yateley.
· To approve a total capital budget of £3m from housing capital resources.
· To approve a dedicated project liaison officer post (part-time) to provide support for the project.
· To delegate authority to the Executive Director, Communities, in consultation with the Portfolio Holder for Community Services, to take all steps necessary to progress the project, including issuing any consents under the lease and entering into a funding agreement with VIVID Housing.
Recommendation
Overview and Scrutiny are invited to comment on the following recommendations to Cabinet:
· To approve the remodelling project to improve Hart District Council’s temporary accommodation provision, working with VIVID Housing at Heathlands Court, Yateley.
· To approve a total capital budget of £3m from housing capital resources.
· To approve a dedicated project liaison officer post (part-time) to provide support for the project.
· To delegate authority to the Executive Director, Communities, in consultation with the Portfolio Holder for Community Services, to take all steps necessary to progress the project, including issuing any consents under the lease and entering into a funding agreement with VIVID Housing.
Attachments:
- Document OandScommitteepaperHeathlandsCourtFINAL 02 May 2025
- Document Appendix1Heathlandsflatlayoutplans 02 May 2025
- Document Appendix2HeathlandsGroundsPlan 02 May 2025
- Document Appendix3HeathlandsLaundryRoomPlan 02 May 2025
Minutes
The Portfolio holder for Community Services introduced the report. Members heard about the proposed renovation of Heathlands Court, which serves as Hart District Council’s temporary housing option. The renovation will ensure it is well-equipped for future demands and meets the needs of both residents and the Council’s temporary accommodation requirements.
Recommendation
Overview and Scrutiny are invited to comment on the following recommendations to Cabinet:
· To approve the remodelling project to improve Hart District Council’s temporary accommodation provision, working with VIVID Housing at Heathlands Court, Yateley.
· To approve a total capital budget of £3m from housing capital resources.
· To approve a dedicated project liaison officer post (part-time) to provide support for the project.
· To delegate authority to the Executive Director, Communities, in consultation with the Portfolio Holder for Community Services, to take all steps necessary to progress the project, including issuing any consents under the lease and entering into a funding agreement with VIVID Housing.
Members raised the following points to share with the Cabinet:
· Confidence in the proposed budget
· Querying what financial controls were in place
· Querying the level of VIVID financial investment
· Configuration and type of individual units
· Recruitment of the project liaison officer
· Use of outside storage
· Occupancy levels and demand
· Monitoring decreasing building costs for potential savings.
Recommendation
Overview and Scrutiny are invited to comment on the following recommendations to Cabinet:
· To approve the remodelling project to improve Hart District Council’s temporary accommodation provision, working with VIVID Housing at Heathlands Court, Yateley.
· To approve a total capital budget of £3m from housing capital resources.
· To approve a dedicated project liaison officer post (part-time) to provide support for the project.
· To delegate authority to the Executive Director, Communities, in consultation with the Portfolio Holder for Community Services, to take all steps necessary to progress the project, including issuing any consents under the lease and entering into a funding agreement with VIVID Housing.
Members raised the following points to share with the Cabinet:
· Confidence in the proposed budget
· Querying what financial controls were in place
· Querying the level of VIVID financial investment
· Configuration and type of individual units
· Recruitment of the project liaison officer
· Use of outside storage
· Occupancy levels and demand
· Monitoring decreasing building costs for potential savings.
7
Annual complaints performance and self-assessment report for 2024/25
To review the complaints handling performance across a range of key performance indicators between April 2024 and March 2025. The report also includes the first self-assessment against the Complaint Handling Code as prescribed by the Local Government Ombudsman
Recommendation
1. The complaints report is noted; and
2. The Overview and Scrutiny Committee agree to move the annual complaints performance and service improvement report on their work programme to June each year. This will allow the Local Government Ombudsman annual review letter to be included with this report.
Recommendation
1. The complaints report is noted; and
2. The Overview and Scrutiny Committee agree to move the annual complaints performance and service improvement report on their work programme to June each year. This will allow the Local Government Ombudsman annual review letter to be included with this report.
Attachments:
- Document Annual complaints performance and self-assessment report 2024/25 02 May 2025
- Document Appendix 1 self assessment report 2024/25 02 May 2025
Minutes
Members reviewed the complaints handling performance based on key indicators from April 2024 to March 2025, including a self-assessment against the Complaint Handling Code by the Local Government Ombudsman.
Recommendation
· The complaints report is noted; and
· The Overview and Scrutiny Committee agree to move the annual complaints performance and service improvement report on their work programme to June each year. This will allow the Local Government Ombudsman annual review letter to be included with this report.
Members discussed the amendment of the template to include a summary of the key information to improve understanding. It was agreed that this feedback would be passed to the district wide pilot group.
Members noted the report and agreed to move the complaints performance and service improvement report on their work programme to June each year.
Recommendation
· The complaints report is noted; and
· The Overview and Scrutiny Committee agree to move the annual complaints performance and service improvement report on their work programme to June each year. This will allow the Local Government Ombudsman annual review letter to be included with this report.
Members discussed the amendment of the template to include a summary of the key information to improve understanding. It was agreed that this feedback would be passed to the district wide pilot group.
Members noted the report and agreed to move the complaints performance and service improvement report on their work programme to June each year.
8
Local Plan Update
To update the committee regarding progress on local plan preparatory work. The preparatory work will enable the formal start of a new local plan for Hart later this year once the Government publish the required secondary legislation. The Committee is invited to provide comments to Cabinet.
Recommendation
The committee note the preparatory work undertaken to date and next steps and provide any comments to Cabinet.
Recommendation
The committee note the preparatory work undertaken to date and next steps and provide any comments to Cabinet.
Attachments:
- Document LocalPlanUpdateOSMay2025v4 02 May 2025
Minutes
Members received an update on the preparatory work for the local plan, which is crucial for its formal launch later this year, pending the Government's secondary legislation.
Recommendation
The committee note the preparatory work undertaken to date and next steps and provide any comments to Cabinet.
Members heard that this report was no longer being considered by Cabinet.
Members discussed the following areas:
· The current status of the tender process.
· Concerns about the 5-year land supply and potential mitigations.
· The overall budget for the plan’s development.
· Documentation of governance arrangements.
· Potential delays in finalising the Local Plan before the Local Government Review.
Recommendation
The committee note the preparatory work undertaken to date and next steps and provide any comments to Cabinet.
Members heard that this report was no longer being considered by Cabinet.
Members discussed the following areas:
· The current status of the tender process.
· Concerns about the 5-year land supply and potential mitigations.
· The overall budget for the plan’s development.
· Documentation of governance arrangements.
· Potential delays in finalising the Local Plan before the Local Government Review.
9
Feedback from Service Panels
To receive feedback from members on the Service Panels.
Attachments:
- Document Q4 - Service Board Community 24_25 02 May 2025
- Document 2024 Corporate Service O&S Panel 2024-25 Q4 02 May 2025
- Document 2025 04 24 Place O&S Service Panel 2024-25 Q4 v2 02 May 2025
Minutes
Community – Cllrs. Butler and Worlock
The panel was well-attended and positive, with all projects on track. Key discussions included the rising demands for housing solutions, the new renters' rights bill, police requests for CCTV, and challenges in recruiting a Countryside Ranger.
Corporate – Cllr. Farmer
The panel did not meet, but members received the circulated report and raised concerns about delays in the NJC job evaluation scheme, the waste contract extension, the food waste collection service, updates on New Burdens funding, progress on reducing the financial deficit, and increased risks to the Climate Change action plan.
An update on New Burdens funding will be provided to the Committee.
Place – Cllrs. Cockarill, Highley, and Worlock
The panel recognised the strong performance of the Place Service in the last quarter. They discussed delays in receiving comments from statutory stakeholders and noted positive outcomes from changes implemented in early 2025.
The panel was well-attended and positive, with all projects on track. Key discussions included the rising demands for housing solutions, the new renters' rights bill, police requests for CCTV, and challenges in recruiting a Countryside Ranger.
Corporate – Cllr. Farmer
The panel did not meet, but members received the circulated report and raised concerns about delays in the NJC job evaluation scheme, the waste contract extension, the food waste collection service, updates on New Burdens funding, progress on reducing the financial deficit, and increased risks to the Climate Change action plan.
An update on New Burdens funding will be provided to the Committee.
Place – Cllrs. Cockarill, Highley, and Worlock
The panel recognised the strong performance of the Place Service in the last quarter. They discussed delays in receiving comments from statutory stakeholders and noted positive outcomes from changes implemented in early 2025.
10
Overview and Scrutiny Committee Annual Report 2024/25
A report of the work completed by the Overview and Scrutiny Committee 2024/25.
Recommendation
That Members note this report.
Recommendation
That Members note this report.
Attachments:
- Document O&S Chairman’s Report v2_13.05.25 02 May 2025
Minutes
The Chair introduced the report drawing Members attention to the forward look under section 7. Members thanked the Chair for her excellent report.
11
Cabinet Work Programme
To consider the Cabinet Work Programme.
Attachments:
- Document 25 06 05 Cabinet Work Programme V2 02 May 2025
Minutes
Members considered and noted the Cabinet Work Programme.
12
Overview and Scrutiny Work Programme
To consider and amend the Overview and Scrutiny Work Programme.
Attachments:
- Document Draft O&S Work Programme May 2025 v4 02 May 2025
Minutes
Members considered and amended the Overview and Scrutiny Work Programme to add the following items:
· Ombudsmen letter to the June 2025 meeting
· Local Government Review to the July 2025 meeting
· Development Management data exception report to the August 2025 meeting
· Our Plan for Fleet Pond to the September 2025 meeting
· Draft Local Plan programme to the August 2025 meeting
· Development Management performance – Initial review to the September 2025 meeting
· To explore the potential of parking tariffs in countryside car parks.
· Development management data exception report to the November 2025 meeting
· Update on fly-tipping enforcement, education and prosecutions to the November 2025 meeting
· Housing Strategy to the February 2026 meeting
· Development Management performance – Final review to the March 2026 meeting
· Ombudsmen letter to the June 2025 meeting
· Local Government Review to the July 2025 meeting
· Development Management data exception report to the August 2025 meeting
· Our Plan for Fleet Pond to the September 2025 meeting
· Draft Local Plan programme to the August 2025 meeting
· Development Management performance – Initial review to the September 2025 meeting
· To explore the potential of parking tariffs in countryside car parks.
· Development management data exception report to the November 2025 meeting
· Update on fly-tipping enforcement, education and prosecutions to the November 2025 meeting
· Housing Strategy to the February 2026 meeting
· Development Management performance – Final review to the March 2026 meeting
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