Hart Borough Council
Councillors:
33
Wards:
11
Committees:
14
Meetings (2025):
63
Meetings (2024):
60
Meeting
Overview and Scrutiny Committee - Hart
Meeting Times
Scheduled Time
Start:
Tuesday, 10th June 2025
7:00 PM
Tuesday, 10th June 2025
7:00 PM
End:
Tuesday, 10th June 2025
11:00 PM
Tuesday, 10th June 2025
11:00 PM
Meeting Status
Status:
Confirmed
Confirmed
Date:
10 Jun 2025
10 Jun 2025
Location:
Council Chamber
Council Chamber
Meeting Attendees
Chair
Jane Worlock
In attendance
Officer
Executive Director, Corporate Services & S151 Officer
Graeme Clark
In attendance
Officer
Committee and Members Services Officer
Emma Evans1
In attendance
Committee Member
Portfolio Holder - Climate Change and Corporate Services
Agenda
0
Minute Appendix
Attachments:
- Document Minute Appendix 13 Jun 2025
Minutes
1
Appointment of Vice-Chair for 2025/26
To elect the Vice-Chairman of the Committee for the 2025/26 municipal year.
Minutes
Councillor Bailey was proposed by Cllr Woods and, seconded by Cllr Butler as Vice-Chair.
Agreed unanimously.
Councillor Bailey would therefore be the elected Vice Chair of Overview and Scrutiny Committee for the municipal year 2025/26.
Agreed unanimously.
Councillor Bailey would therefore be the elected Vice Chair of Overview and Scrutiny Committee for the municipal year 2025/26.
2
Minutes of Previous Meeting
The minutes of the meeting of 13 May 2025 are attached to be confirmed and signed as a correct record.
Attachments:
- Document Minutes of Previous Meeting 30 May 2025
Minutes
The minutes of 13 May 2025 were confirmed and signed as a correct record.
3
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 Cllrs Farmer who was being substituted by Cllr Highley and from Cllr Khepar and Cllr Thomas.
4
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.
5
Chair's Announcements
Minutes
The Chair reminded Members that there was a vacancy for Chair of the Multi-Agency Flood Forum.
Cllr Bailey agreed to take the role with full agreement from the Committee. Cllr Highley and Butler agreed to brief Cllr Bailey on the Task and Finish Group report.
Cllr Bailey announced that he would have to leave the meeting early.
Cllr Worlock stated that she will be circulating useful links related to the Overview and Scrutiny role and training opportunities.
Cllr Bailey agreed to take the role with full agreement from the Committee. Cllr Highley and Butler agreed to brief Cllr Bailey on the Task and Finish Group report.
Cllr Bailey announced that he would have to leave the meeting early.
Cllr Worlock stated that she will be circulating useful links related to the Overview and Scrutiny role and training opportunities.
6
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.
7
Nomination of Members to Service Panels
To nominate Members to the Service Panels.
Minutes
Members were reminded of the note that was circulated ahead of the meeting which confirmed the following details:
That Service Panels aim to assess progress against Service Plans (and relevant KPIs). The Panels bring any issues regarding service performance to the Overview & Scrutiny Committee’s attention.
There are three Service Panels: Communities, Corporate, Place. Each panel meets quarterly with corresponding papers submitted by the respective Executive Director at least three working days in advance.
The panels are comprised of 3 members drawn from a cross-section of the O&S committee's political makeup. The Chairman of O&S and the respective Cabinet Portfolio Holders have a standing invitation to attend Panel meetings, but their attendance is not necessary.
There is a separate O&S Scrutiny Panel for scrutinising Hart Housing Property Management Company (trading as Butterwood Homes) which meets once per annum.
Note: Only members of the O&S committee may attend Panel meetings, and a member of O&S may only sit on one Service Panel.
Whilst Panel meetings are not public, notes of proceedings will be taken with a full report to each service panel included as a public document on the following O&S meeting agenda, and a councillor representative from each panel is expected to provide feedback to the committee.
Nominations
Community – Cllrs Bailey, Jones, Smith
Place – Cllrs Butler, Khepar, Thomas
Corporate – Cllrs Farmer, Hale, Taylor
Proposed Cllr Smith, seconded Cllr Jones
Agreed unanimously.
That Service Panels aim to assess progress against Service Plans (and relevant KPIs). The Panels bring any issues regarding service performance to the Overview & Scrutiny Committee’s attention.
There are three Service Panels: Communities, Corporate, Place. Each panel meets quarterly with corresponding papers submitted by the respective Executive Director at least three working days in advance.
The panels are comprised of 3 members drawn from a cross-section of the O&S committee's political makeup. The Chairman of O&S and the respective Cabinet Portfolio Holders have a standing invitation to attend Panel meetings, but their attendance is not necessary.
There is a separate O&S Scrutiny Panel for scrutinising Hart Housing Property Management Company (trading as Butterwood Homes) which meets once per annum.
Note: Only members of the O&S committee may attend Panel meetings, and a member of O&S may only sit on one Service Panel.
Whilst Panel meetings are not public, notes of proceedings will be taken with a full report to each service panel included as a public document on the following O&S meeting agenda, and a councillor representative from each panel is expected to provide feedback to the committee.
Nominations
Community – Cllrs Bailey, Jones, Smith
Place – Cllrs Butler, Khepar, Thomas
Corporate – Cllrs Farmer, Hale, Taylor
Proposed Cllr Smith, seconded Cllr Jones
Agreed unanimously.
8
Appointment of Hart Property Management Company Scrutiny Panel
To appoint Members to the Hart Property Management Company Scrutiny Panel.
Minutes
For the benefit of the new Councillors there was a brief introduction to Hart Property Management Company Scrutiny Panel, under new Governance arrangements there would be only one meeting a year (unless another is deemed necessary).
Nominations
Councillors Farmer, Smith, Woods, Worlock.
Proposed Cllr Smith, seconded Cllr Jones
Agreed unanimously.
Nominations
Councillors Farmer, Smith, Woods, Worlock.
Proposed Cllr Smith, seconded Cllr Jones
Agreed unanimously.
9
Climate Change Update
O&S to receive an update on progress against the Climate Change Action Plan and make comments to Cabinet.
Recommendation
1. The climate change action plan update (Appendix 1) and emissions report (Appendix 2) is noted.
2. Comments and observations from Overview and Scrutiny committee on the recommendations to amend the climate change action plan and delivery date (Appendix 3a and 3b) are passed to Cabinet for consideration.
Recommendation
1. The climate change action plan update (Appendix 1) and emissions report (Appendix 2) is noted.
2. Comments and observations from Overview and Scrutiny committee on the recommendations to amend the climate change action plan and delivery date (Appendix 3a and 3b) are passed to Cabinet for consideration.
Attachments:
- Document O&S report - Climate Change Programme Six Monthly Update June 2025 30 May 2025
- Document Appendix 1 - climate change action plan 2023-2027 30 May 2025
- Document Appendix 2 - Climate Change Emissions Report_May 2025 30 May 2025
- Document Appendix 3a - climate action plan review_May 2025 (summary tab) (1) 30 May 2025
- Document Appendix 3b - council building priorities (1) 30 May 2025
- Document Appendix 4 - Climate Change Programme Expenditure Record April 2022 Mar 30 May 2025
Minutes
Members received the six-monthly progress against the Climate Change Action Plan. The Sustainability and Climate Change Manager reported that the thermal imaging project for residents was completed successfully, work engaging with local schools and installing additional solar panels on the roof of Hart Leisure Centre had taken place. A 25% reduction in baseline emissions, primarily due to the conversion to hydrotreated vegetable oil (HVO) from fossil fuels for the waste collection service was highlighted.
New committee members were offered a bespoke briefing with the team if required.
The committee discussed the feasibility and cost implications of the Frogmore Leisure Centre project.
Members queried:
· The legal responsibility for replacing the heating systems at Frogmore Leisure Centre, Hart Leisure Centre and The Harlington under the lease agreements.
· Whether all of the funds secured for the original 3 projects could be kept by Hart
· Whether the option of just replacing the boiler with another gas boiler had been considered
· Whether other authorities that had undertaken similar works had been approached for their experience.
Members heard:
· The Frogmore Leisure Centre project faced cost escalations, reducing the scope from three buildings to one. The total cost is now estimated at £1.4 million, with Hart contributing £1.1 million.
· The government grant for the Frogmore Leisure Centre project is £442,000, based on carbon savings. The remaining funds from the original £1.6 million grant will not be received.
· Officers conducted feasibility studies and compared similar projects in other councils to evaluate the cost-effectiveness and success of the Frogmore project.
· Council had agreed the project in February 2024. A simplified report on the cost implications and case studies of similar projects has been produced for informal Cabinet to sense check the decision prior to contract agreement.
· The funding was only available for boilers approaching end-of-life.
· Amendments to the plan include further details around the Local Plan, and health and well-being and clarification of outputs.
The Sustainability and Climate Change Manager agreed to send a note to the committee members with the original and updated cost estimates for the Frogmore Leisure Centre project.
The Committee noted the climate change action plan update and emissions report.
The Committee agreed to pass the above comments and observations on the recommendations to amend the climate change action plan and delivery date to Cabinet for consideration.
New committee members were offered a bespoke briefing with the team if required.
The committee discussed the feasibility and cost implications of the Frogmore Leisure Centre project.
Members queried:
· The legal responsibility for replacing the heating systems at Frogmore Leisure Centre, Hart Leisure Centre and The Harlington under the lease agreements.
· Whether all of the funds secured for the original 3 projects could be kept by Hart
· Whether the option of just replacing the boiler with another gas boiler had been considered
· Whether other authorities that had undertaken similar works had been approached for their experience.
Members heard:
· The Frogmore Leisure Centre project faced cost escalations, reducing the scope from three buildings to one. The total cost is now estimated at £1.4 million, with Hart contributing £1.1 million.
· The government grant for the Frogmore Leisure Centre project is £442,000, based on carbon savings. The remaining funds from the original £1.6 million grant will not be received.
· Officers conducted feasibility studies and compared similar projects in other councils to evaluate the cost-effectiveness and success of the Frogmore project.
· Council had agreed the project in February 2024. A simplified report on the cost implications and case studies of similar projects has been produced for informal Cabinet to sense check the decision prior to contract agreement.
· The funding was only available for boilers approaching end-of-life.
· Amendments to the plan include further details around the Local Plan, and health and well-being and clarification of outputs.
The Sustainability and Climate Change Manager agreed to send a note to the committee members with the original and updated cost estimates for the Frogmore Leisure Centre project.
The Committee noted the climate change action plan update and emissions report.
The Committee agreed to pass the above comments and observations on the recommendations to amend the climate change action plan and delivery date to Cabinet for consideration.
10
Local Government & Social Care Ombudsman - Annual review Letter 2024/25
To review and note the annual report of the Local Government Ombudsman for 2024/25.
Note:
Annual complaints performance and self-assessment report for 202425.pdf
Note:
Annual complaints performance and self-assessment report for 202425.pdf
Attachments:
- Document Local Government Ombudsman - Annual review letter 2024/25 30 May 2025
- Document Appendix 1 LGSCO annual review Letter 2024/25 30 May 2025
Minutes
Members heard that the summary of complaints showed that 6 complaints were made to the Ombudsman about Hart, 2 did not progress and 3 were closed after initial investigation. 1 progressed to a full investigation and the complaint was upheld. Members noted the importance of learning from complaints, even those that are upheld, to improve future performance.
Members of the Committee noted the annual complaints review from the Local Government and Social Care Ombudsman for 2024/25.
Cllrs Bailey and Quarterman left the meeting at 19.46.
Members of the Committee noted the annual complaints review from the Local Government and Social Care Ombudsman for 2024/25.
Cllrs Bailey and Quarterman left the meeting at 19.46.
11
Cabinet Work Programme
To consider the Cabinet Work Programme.
Attachments:
- Document 25 06 05 Cabinet Work Programme V4 30 May 2025
Minutes
Members considered the Cabinet Work Programme and noted the item on the Local Government Organisation scheduled for the July Cabinet meeting.
12
Overview and Scrutiny Work Programme
To consider and amend the Overview and Scrutiny Work Programme.
Attachments:
- Document Draft O&S Work Programme June 2025 v4 30 May 2025
Minutes
Members considered and amended the Overview and Scrutiny Work Programme as follows:
· The Corporate Peer Challenge Action Plan will be considered at the August 2025 meeting.
· The Delivery of the Corporate Peer Challenge Action Plan will be considered at the December 2025 meeting.
· The Budget Outturn 2024/25 and the Treasury Management Outturn 2024/25 will be taken as one item and will now be considered at the August 2025 meeting.
· Feedback from Service Panels will be considered on 11 November not 14 November.
Members discussed the planning feedback contained within the Corporate Peer Challenge report. It was noted that this issue could be discussed further within the Place Service Panel or when the Action Plan comes to Committee.
Executive Director – Corporate agreed to speak to the Executive Director – Place regarding the factual accuracy of the planning performance statement in the peer review report and contact the LGA lead if necessary.
The Chair reminded Members they can put forward any items they wished to be considered for addition to the Work Programme.
The Chair reminded Members that the next O&S meeting was being held on 8 July 2025.
· The Corporate Peer Challenge Action Plan will be considered at the August 2025 meeting.
· The Delivery of the Corporate Peer Challenge Action Plan will be considered at the December 2025 meeting.
· The Budget Outturn 2024/25 and the Treasury Management Outturn 2024/25 will be taken as one item and will now be considered at the August 2025 meeting.
· Feedback from Service Panels will be considered on 11 November not 14 November.
Members discussed the planning feedback contained within the Corporate Peer Challenge report. It was noted that this issue could be discussed further within the Place Service Panel or when the Action Plan comes to Committee.
Executive Director – Corporate agreed to speak to the Executive Director – Place regarding the factual accuracy of the planning performance statement in the peer review report and contact the LGA lead if necessary.
The Chair reminded Members they can put forward any items they wished to be considered for addition to the Work Programme.
The Chair reminded Members that the next O&S meeting was being held on 8 July 2025.
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