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, 12th August 2025
7:00 PM
Tuesday, 12th August 2025
7:00 PM
End:
Tuesday, 12th August 2025
11:00 PM
Tuesday, 12th August 2025
11:00 PM
Meeting Status
Status:
Confirmed
Confirmed
Date:
12 Aug 2025
12 Aug 2025
Location:
Council Chamber
Council Chamber
Meeting Attendees
Officer
Executive Director, Corporate Services & S151 Officer
Graeme Clark
In attendance
Officer
Committee and Members Services Officer
Emma Evans1
In attendance
Officer
Finance Manager
Joanne Rayne
In attendance
Officer
Safer Communities Manager
Rachael Wilkinson
In attendance
Guest
Portfolio Holder - Community Safety and Regulatory Services
Agenda
1
Minutes of Previous Meeting
The minutes of the meeting of 8 July 2025 are attached to be confirmed and signed as a correct record.
Attachments:
- Document Minutes of Previous Meeting 01 Aug 2025
Minutes
The minutes of 8 July 2025 were confirmed and signed as a correct record.
The Chair stated that under Minute, 19 Crime and Disorder Committee Update, the meeting had not taken place with the Chair of the Safer North Hampshire Community Safety Partnership yet but that she would report back to the next meeting.
The Chair stated that under Minute, 19 Crime and Disorder Committee Update, the meeting had not taken place with the Chair of the Safer North Hampshire Community Safety Partnership yet but that she would report back to the next meeting.
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 Woods.
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 announced a visit to Heathlands on 23 October 2025 at 5pm had been arranged for Members to see the provision prior to the start of remodelling works. Members were encouraged to attend.
O&S Task and Finish reports and annual reports will be included in the Centre for Governance and Scrutiny (CFGS) library of case studies. CFGS are a national charity that advise on all aspects of governance and scrutiny, to help create more accountable and transparent decision-making.
O&S Task and Finish reports and annual reports will be included in the Centre for Governance and Scrutiny (CFGS) library of case studies. CFGS are a national charity that advise on all aspects of governance and scrutiny, to help create more accountable and transparent decision-making.
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
Budget Outturn and Treasury Management Outturn 2024/25
To consider the budget and treasury outturn position for 2024/25 and take any action necessary. Cabinet considered this report on 7 August 2025.
Recommendation
Overview and Scrutiny Committee is requested to review the outturn report and pass any comments to Cabinet at its next meeting.
Recommendation
Overview and Scrutiny Committee is requested to review the outturn report and pass any comments to Cabinet at its next meeting.
Attachments:
- Document O&S Aug 25 Outturn covering report 01 Aug 2025
- Document 24_25 Outturn Report O&S 01 Aug 2025
- Document Capital Outturn 24-25 Mar25 (1) 01 Aug 2025
- Document Revenue Outturn 24-25 Mar25 (1) (1) 01 Aug 2025
Minutes
A member questioned why this report had been considered by Cabinet before O&S and whether comments made would be taken into consideration. It was explained that due to the scheduling of meetings it had been unavoidable however, comments would be considered.
The Finance Manager introduced the budget and treasury outturn position for 2024/25.report highlighting key aspects:
· The 2024-25 net revenue outturn is £2.1m surplus as compared to a net budget of £13.0m
· Capital Expenditure was £4.5m against a budget of £6.3m – an underspend of £1.8m
· The forecast revenue position at the end of Qtr 3 was £1.3m surplus, the changes related to consultancy costs, reclaimed election costs, IT savings, large planning applications, building control, streets and grounds contract and developer contributions
Members queried:
· What lessons could be learnt from the large shift between the forecast at the end of Qtr3 and end of year
· The time-period that the treasury management slide covered
Members heard:
· It was rare to have no negative fluctuation in forecasts.
· The unexpected funds from Shared Services managed through deeds had resulted in quarterly management meetings now considering financial implications.
· Service Managers have been asked to improve accuracy of their income and expenditure assessments.
· Carry Forward Budget items related to staff training and environmental enforcement.
· Interest earnt on funds invested exceeded budget assumptions due to higher rate and a more flexible approach to Treasury Management.
Overview and Scrutiny Committee reviewed the outturn report and agreed to pass these comments to Cabinet.
The Finance Manager introduced the budget and treasury outturn position for 2024/25.report highlighting key aspects:
· The 2024-25 net revenue outturn is £2.1m surplus as compared to a net budget of £13.0m
· Capital Expenditure was £4.5m against a budget of £6.3m – an underspend of £1.8m
· The forecast revenue position at the end of Qtr 3 was £1.3m surplus, the changes related to consultancy costs, reclaimed election costs, IT savings, large planning applications, building control, streets and grounds contract and developer contributions
Members queried:
· What lessons could be learnt from the large shift between the forecast at the end of Qtr3 and end of year
· The time-period that the treasury management slide covered
Members heard:
· It was rare to have no negative fluctuation in forecasts.
· The unexpected funds from Shared Services managed through deeds had resulted in quarterly management meetings now considering financial implications.
· Service Managers have been asked to improve accuracy of their income and expenditure assessments.
· Carry Forward Budget items related to staff training and environmental enforcement.
· Interest earnt on funds invested exceeded budget assumptions due to higher rate and a more flexible approach to Treasury Management.
Overview and Scrutiny Committee reviewed the outturn report and agreed to pass these comments to Cabinet.
7
Q1 Budget Monitoring Report and Forecast Outturn for 2025/26 - incorporating Treasury Activity
Outturn for 2025/26 – incorporating Treasury Activity. To receive the forecast outturn for the year against revenue and capital budgets using the latest actual position and assumptions based on best information and pass any comments on any potential corrective action required. To also pass any comments to Cabinet on treasury activity to date in line with the approved policy.
Recommendation
Overview and Scrutiny Committee is requested to review the forecast outturn report and pass any comments to Cabinet at its next meeting.
Recommendation
Overview and Scrutiny Committee is requested to review the forecast outturn report and pass any comments to Cabinet at its next meeting.
Attachments:
- Document 25_26 Q1 Outturn Report O&S (4) 01 Aug 2025
- Document Outturn Q1 Revenue Tables - Appendix 1 (2) 01 Aug 2025
- Document Outturn Q1 - Capital Tables- Appendix 2 (2) 01 Aug 2025
Minutes
The Finance Manager introduced the Outturn for 2025/26 – incorporating Treasury Activity.
Councillor Forster declared a non-pecuniary interest as a Hampshire County Councillor.
Members reviewed the forecast outturn report and agreed to pass the following comments to Cabinet:
Members were advised:
· The 2025/2026 net revenue forecast outturn is £1.2m surplus as compared to a net budget of £13.7m
· Capital expenditure is expected to be on target against a budget of £7.9m
· Proposed budget changes included tree safety works, improvements to Odiham Common, electrics work at Frogmore Leisure Centre, election expenses, Senior Leadership restructure
· The treasury financial model is predicting is £140K less than budgeted for although, this is subject to change.
Members queried:
· Whether some of the savings were known and over budgeting was occurring each year
· Elections funding in years where no elections are held and the savings relating to election costs
· What time-period the additional business rates funding covered
· Whether HDC was responding to the government consultation on business rates and what was the likely impact
· Forecasting employee costs against a full establishment and whether there was scope for more accurate forecasts
· The funding for Frogmore Leisure Centre works
· Anticipated interest rate changes
· Where the Local Plan project will sit within the budget.
Members heard:
· Elections are run on a cost recovery basis but there is always a small residual cost that remains.
· The government is reassessing business rates; it is anticipated that HDC will receive an additional £500K (2017-2024)
· Likely impact will not be known until the settlement is announced in December but as the indices are likely to based on deprivation it is likely to have a negative impact.
· Staff costs would be reconsidered in Qtr2/3.
· The Local Plan will sit within the corporate directorate but would be a separate budget line.
Councillor Forster declared a non-pecuniary interest as a Hampshire County Councillor.
Members reviewed the forecast outturn report and agreed to pass the following comments to Cabinet:
Members were advised:
· The 2025/2026 net revenue forecast outturn is £1.2m surplus as compared to a net budget of £13.7m
· Capital expenditure is expected to be on target against a budget of £7.9m
· Proposed budget changes included tree safety works, improvements to Odiham Common, electrics work at Frogmore Leisure Centre, election expenses, Senior Leadership restructure
· The treasury financial model is predicting is £140K less than budgeted for although, this is subject to change.
Members queried:
· Whether some of the savings were known and over budgeting was occurring each year
· Elections funding in years where no elections are held and the savings relating to election costs
· What time-period the additional business rates funding covered
· Whether HDC was responding to the government consultation on business rates and what was the likely impact
· Forecasting employee costs against a full establishment and whether there was scope for more accurate forecasts
· The funding for Frogmore Leisure Centre works
· Anticipated interest rate changes
· Where the Local Plan project will sit within the budget.
Members heard:
· Elections are run on a cost recovery basis but there is always a small residual cost that remains.
· The government is reassessing business rates; it is anticipated that HDC will receive an additional £500K (2017-2024)
· Likely impact will not be known until the settlement is announced in December but as the indices are likely to based on deprivation it is likely to have a negative impact.
· Staff costs would be reconsidered in Qtr2/3.
· The Local Plan will sit within the corporate directorate but would be a separate budget line.
8
Update on the CCTV Task and Finish Group Action Plan
Members have requested that this report be brought to Overview and Scrutiny as an update following the Task and Finish Group recommendation in August 2024. To review progress against the actions and targets set out in the CCTV Review Action Plan and to give an overview of the current operation of the CCTV service.
Recommendation
Overview and Scrutiny Committee note the progress against the CCTV Action Plan.
Recommendation
Overview and Scrutiny Committee note the progress against the CCTV Action Plan.
Attachments:
- Document CCTV Review Action Plan Update Aug 2025_FINAL REPORT1 01 Aug 2025
Minutes
The Community Safety Manager introduced the report highlighting progress in asset upgrades, resolution of legacy analogue lines and successful use of the viewing terminal in Farnborough.
Members were asked to review progress against the actions and targets set out in the CCTV Review Action Plan and consider the overview of the current operation of the CCTV service.
Members queried:
· Why the report was not an independent review as the original report had suggested
· Whether the replacement programme was behind schedule, an underspend on the budget and the reasons for this
· The failure to identify, locations that a deployable camera could be utilised
· The move away from analogue lines and the reasons for delay in this area
Members heard:
· A written response would be provided to the question of an independent review.
· The budget for replacement units was £75K over 5 years which equates to approximately 5 cameras a year and is on track.
· The challenges in identifying suitable sites for deployable cameras
It was agreed that a separate meeting with the Community Safety Manager would be held for Members with questions and previous members of the Task and Finish Group. The Executive Director – Corporate agreed to provide a statement of the approved budget against actual spend and the original report.
A Member raised an issue about dangerous driving in Hook. The Community Safety Manager agreed to investigate this.
Members were asked to review progress against the actions and targets set out in the CCTV Review Action Plan and consider the overview of the current operation of the CCTV service.
Members queried:
· Why the report was not an independent review as the original report had suggested
· Whether the replacement programme was behind schedule, an underspend on the budget and the reasons for this
· The failure to identify, locations that a deployable camera could be utilised
· The move away from analogue lines and the reasons for delay in this area
Members heard:
· A written response would be provided to the question of an independent review.
· The budget for replacement units was £75K over 5 years which equates to approximately 5 cameras a year and is on track.
· The challenges in identifying suitable sites for deployable cameras
It was agreed that a separate meeting with the Community Safety Manager would be held for Members with questions and previous members of the Task and Finish Group. The Executive Director – Corporate agreed to provide a statement of the approved budget against actual spend and the original report.
A Member raised an issue about dangerous driving in Hook. The Community Safety Manager agreed to investigate this.
9
Feedback from Service Panel Members
To receive feedback from members on the Service Panels.
Attachments:
- Document Q1 Community Service Panel 2025-26 Accessible 01 Aug 2025
- Document Corporate Service Panel Qtr 1 report 2025-26 Accessible new format 01 Aug 2025
Minutes
Community – Cllrs Jones and Smith
· A recent review of the expanded service indicates overall satisfactory functionality, with ongoing integration of new areas and adjustments in staffing.
· Certain projects, including the Habitat Bank and Fleet Pond, are experiencing delays due to contractual and long-term planning factors.
· A risk had been identified concerning the reliance on a single provider for affordable housing support on smaller sites.
· Restructuring had facilitated improvements in managing fly tipping by consolidating related responsibilities under one service, leading to positive progress and encouraging community involvement.
· Corporate – Cllrs Farmer, Taylor
· The expanded service is functioning satisfactorily, with ongoing efforts to incorporate areas from the place service.
· The Habitat Bank project is delayed due to contract design work, and the Fleet Pond project is behind schedule but remains part of a longer-term 10-year plan.
· Staffing levels are generally adequate, although some recruitment challenges persist.
· A key risk involves reliance on a single registered provider for affordable housing developments on smaller sites.
· Preparations for the October 2025 food waste rollout are on track, though risks remain regarding funding uncertainty and contract migration.
· Four main risks persist with stable residual ratings: waste service changes, cybersecurity, medium-term financial stability, and climate change funding pressures, with ongoing progress on projects like Frogmore.
· Council tax and business rate collections are slightly below expectations compared to the previous year.
· Planning KPIs show a backlog in application processing that requires attention.
· Digital strategy implementation and HR mentoring programs are experiencing delays due to resource constraints, with actions underway to address these issues.
· A recent review of the expanded service indicates overall satisfactory functionality, with ongoing integration of new areas and adjustments in staffing.
· Certain projects, including the Habitat Bank and Fleet Pond, are experiencing delays due to contractual and long-term planning factors.
· A risk had been identified concerning the reliance on a single provider for affordable housing support on smaller sites.
· Restructuring had facilitated improvements in managing fly tipping by consolidating related responsibilities under one service, leading to positive progress and encouraging community involvement.
· Corporate – Cllrs Farmer, Taylor
· The expanded service is functioning satisfactorily, with ongoing efforts to incorporate areas from the place service.
· The Habitat Bank project is delayed due to contract design work, and the Fleet Pond project is behind schedule but remains part of a longer-term 10-year plan.
· Staffing levels are generally adequate, although some recruitment challenges persist.
· A key risk involves reliance on a single registered provider for affordable housing developments on smaller sites.
· Preparations for the October 2025 food waste rollout are on track, though risks remain regarding funding uncertainty and contract migration.
· Four main risks persist with stable residual ratings: waste service changes, cybersecurity, medium-term financial stability, and climate change funding pressures, with ongoing progress on projects like Frogmore.
· Council tax and business rate collections are slightly below expectations compared to the previous year.
· Planning KPIs show a backlog in application processing that requires attention.
· Digital strategy implementation and HR mentoring programs are experiencing delays due to resource constraints, with actions underway to address these issues.
10
Cabinet Work Programme
To consider the Cabinet Work Programme.
Attachments:
- Document 25 08 Cabinet Work Programme August 2025 v2 01 Aug 2025
Minutes
Members considered the Cabinet Work Programme.
11
Overview and Scrutiny Work Programme
To consider and amend the Overview and Scrutiny Work Programme.
Attachments:
- Document Draft O&S Work Programme Aug 25 v3 01 Aug 2025
Minutes
Members considered the Overview and Scrutiny Work Programme. The Chair reminded Members that the final Local Government Reorganisation report would be considered by O&S on 9 September 2025.
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