Hart Borough Council
Councillors:
32
Wards:
11
Committees:
14
Meetings (2025):
66
Meetings (2024):
60
Meeting
Overview and Scrutiny Committee - Hart
Meeting Times
Scheduled Time
Start:
Thursday, 4th September 2025
7:00 PM
Thursday, 4th September 2025
7:00 PM
End:
Thursday, 4th September 2025
11:00 PM
Thursday, 4th September 2025
11:00 PM
Meeting Status
Status:
Confirmed
Confirmed
Date:
04 Sep 2025
04 Sep 2025
Location:
Council Chamber
Council Chamber
Meeting Attendees
Officer
Executive Director, Corporate Services & S151 Officer
Graeme Clark
In attendance
Officer
Chief Executive
Daryl Phillips
In attendance
Officer
Committee and Members Services Officer
Emma Evans1
In attendance
Officer
Development Manager
Mark Berry
In attendance
Officer
Planning Policy and Economic Development Manager
Daniel Hawes
In attendance
Officer
Environmental Promotions - Service Manager
Adam Green
In attendance
Officer
Digital, Customer & Change Manager
Steven Bennett
In attendance
Officer
Principal Policy Planner
Alex Rosser-Trokas
Place
In attendance
Officer
Biodiversity Officer
Mike Barry
In attendance
Officer
Planning Policy - Strategic & Corporate Projects Manager
Christine Tetlow
In attendance
Guest
Portfolio Holder - Planning Policy
Agenda
1
Minutes of Previous Meeting
The minutes of the meeting of 12 August 2025 are attached to be confirmed and signed as a correct record.
Attachments:
- Document Minutes of Previous Meeting 27 Aug 2025
Minutes
The minutes of 12 August 2025 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 Bailey, Cllr Hale and from Cllr Woods, who was substituted by Cllr Brown.
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 that members of the committee had been invited to a meeting to discuss CCTV in greater depth on 23 October 2025 at 2pm in the Civic Offices. Any members interested in attending should advise Committee Services.
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
In relation to Minute 9. Draft Local Plan Programme Cllr Williams, Chairman of Winchfield Parish Council. The Chair agreed that Cllr Williams would speak at the relevant agenda item.
6
Our Plan for Fleet Pond
Overview and Scrutiny Committee to comment on the proposal to adopt the attached Fleet Pond Enhancement Plan to inform “Our Plan for Fleet Pond” and future works to Fleet Pond SSSI.
Recommendation
The Committee is requested to consider the following recommendations that will be made to Cabinet;
i. Agree to adopt the Fleet Pond Enhancement Plan 2025 which includes a long-term programme of works and improvement projects at Fleet Pond SSSI
ii. Release of the existing, and allocation of future, Section 106 contributions specific to Fleet Pond mitigation and enhancement as agreed in Hartland Village planning application
iii. (17/00471/OUT), to be used in line with the programme of works set out in the Fleet Pond Enhancement Plan.
iv. That authority be delegated to the Executive Director for Communities and the Section 151 Officer, in consultation with the Cabinet Members for Countryside and Finance, to fund the plan projects subject to detailed costings being agreed upon at project level.
Recommendation
The Committee is requested to consider the following recommendations that will be made to Cabinet;
i. Agree to adopt the Fleet Pond Enhancement Plan 2025 which includes a long-term programme of works and improvement projects at Fleet Pond SSSI
ii. Release of the existing, and allocation of future, Section 106 contributions specific to Fleet Pond mitigation and enhancement as agreed in Hartland Village planning application
iii. (17/00471/OUT), to be used in line with the programme of works set out in the Fleet Pond Enhancement Plan.
iv. That authority be delegated to the Executive Director for Communities and the Section 151 Officer, in consultation with the Cabinet Members for Countryside and Finance, to fund the plan projects subject to detailed costings being agreed upon at project level.
Attachments:
- Document FPEP - Sept O&S 27 Aug 2025
- Document FPEP - Appendix 1 - Executive Summary 27 Aug 2025
- Document FPEP - Appendix 2 - Financial Summary 27 Aug 2025
Minutes
The Biodiversity Officer introduced the proposal to adopt the attached Fleet Pond Enhancement Plan to inform “Our Plan for Fleet Pond” and future works to Fleet Pond Site of Special Scientific Interest (SSSI).
Members heard:
· The Fleet Pond Enhancement Plan lays out a series of projects, management recommendations, and improvements that meet 5 criteria for ecological improvements.
· There are 2 large scale projects (Gelvert Stream and Brookly Stream) for returning natural processes and ecosystem function to the pond.
· Biomanipulation works and plant species reintroduction are planned.
· New management proposals and targets will be introduced, and new machinery utilised.
· A breakdown of agreed funding and origins of the funding.
Members discussed:
· The financial summary, questioning the level of confidence in the figures stated, and which funding was committed and where decision points were.
· The expertise necessary to address issues with invasive plants and creatures.
· Potential risks around the risks of re-introduction of species.
· Potential of funding being withdrawn by Thames Water.
Members were informed:
· That no projects would be undertaken without agreed funding in place.
· All work undertaken on invasive species would be undertaken within the law and appropriate expertise utilised.
· Funding from Thames Water was protected, as it related to previous pollution breaches.
Decision
Members suggested that Recommendation 4 be amended to reference ‘appropriate funding’ and that the comments above be passed to Cabinet.
It was agreed that the timeline presented would be circulated to Members.
Cllr Thomas arrived at 7.34pm.
Members heard:
· The Fleet Pond Enhancement Plan lays out a series of projects, management recommendations, and improvements that meet 5 criteria for ecological improvements.
· There are 2 large scale projects (Gelvert Stream and Brookly Stream) for returning natural processes and ecosystem function to the pond.
· Biomanipulation works and plant species reintroduction are planned.
· New management proposals and targets will be introduced, and new machinery utilised.
· A breakdown of agreed funding and origins of the funding.
Members discussed:
· The financial summary, questioning the level of confidence in the figures stated, and which funding was committed and where decision points were.
· The expertise necessary to address issues with invasive plants and creatures.
· Potential risks around the risks of re-introduction of species.
· Potential of funding being withdrawn by Thames Water.
Members were informed:
· That no projects would be undertaken without agreed funding in place.
· All work undertaken on invasive species would be undertaken within the law and appropriate expertise utilised.
· Funding from Thames Water was protected, as it related to previous pollution breaches.
Decision
Members suggested that Recommendation 4 be amended to reference ‘appropriate funding’ and that the comments above be passed to Cabinet.
It was agreed that the timeline presented would be circulated to Members.
Cllr Thomas arrived at 7.34pm.
7
Development Management - Initial Review
Ensure the key actions from the 2024 Review of performance of the Development Management service (O&S report 12 November 2024) are fully embedded and are effective.
Recommendation
The Overview and Scrutiny Committee to note the progress in this report and refers related monitoring reports to the Service Panel to consider rather than the Committee itself.
Recommendation
The Overview and Scrutiny Committee to note the progress in this report and refers related monitoring reports to the Service Panel to consider rather than the Committee itself.
Attachments:
Minutes
The Development Manager introduced the report which covers the key actions from the 2024 Review of performance of the Development Management service (O&S report 12 November 2024) and whether they are fully embedded and effective.
Members heard that the Development Management Service was in a good place and delivering above target whilst operating in a challenging environment. However, noting that there was no complacency and always room for improvement. Recruitment and retention of staff remained a challenge and was a priority for management.
Members discussed:
· The increase in applications, especially for larger sites and the potential impact on service delivery.
· Continuation of the Landlord and Parish Forums.
· New validation criteria adopted.
· The improvement in service provision.
Members heard:
· Additional funding comes with larger applications, and this can be used to mitigate increased workloads, subject to Cabinet approval.
· A recent internal audit on planning performance data had achieved a good level of assurance.
Decision
The report was noted and members agreed that future progress reporting would be considered by the Service Panel.
Cllr Cockarill and Neighbour arrived at 7.42pm.
Members heard that the Development Management Service was in a good place and delivering above target whilst operating in a challenging environment. However, noting that there was no complacency and always room for improvement. Recruitment and retention of staff remained a challenge and was a priority for management.
Members discussed:
· The increase in applications, especially for larger sites and the potential impact on service delivery.
· Continuation of the Landlord and Parish Forums.
· New validation criteria adopted.
· The improvement in service provision.
Members heard:
· Additional funding comes with larger applications, and this can be used to mitigate increased workloads, subject to Cabinet approval.
· A recent internal audit on planning performance data had achieved a good level of assurance.
Decision
The report was noted and members agreed that future progress reporting would be considered by the Service Panel.
Cllr Cockarill and Neighbour arrived at 7.42pm.
8
Corporate Peer Challenge Action Plan
This report relates to the proposed draft Action Plan arising from the Local Government Association (LGA) 2025 Corporate Peer Challenge (CPC) feedback report for Hart District Council.
Recommendation
The Committee is asked to give feedback to Cabinet on the draft Action Plan.
Recommendation
The Committee is asked to give feedback to Cabinet on the draft Action Plan.
Attachments:
- Document Corporate Peer Challenge Review Report OandS 27 Aug 2025
- Document Peer Challenge Recommendations 27 Aug 2025
- Document Appendix 2 to OandS report 27 Aug 2025
Minutes
The Chief Executive introduced the proposed draft Action Plan arising from the Local Government Association (LGA) 2025 Corporate Peer Challenge (CPC) feedback report for Hart District Council.
Members heard:
· The council had received a positive report highlighting its stability and exemplary projects, with recommendations for further improvement.
· The corporate plan will be extended to 2028, reflecting political ambitions and priorities, with a new plan expected by Christmas 2025.
· Facilitated discussions with the LGA have been initiated to clarify roles and ambitions, aiming to leave a lasting legacy through projects such as affordable housing schemes and refurbishment initiatives.
· Key areas of focus include preparing the organisation for the transition to a new unitary authority under local government reorganisation (LGR), maintaining staff capacity and morale, and accelerating service transformation through digital initiatives.
· There is collaboration with Rushmoor Borough Council to align efforts and share resources. There is also an emphasis on promoting and communicating the council’s achievements to the public to enhance the perception of local government services.
· A structured equality, diversity, and inclusion training program tailored to the Council’s needs is being developed, supported by the LGA, to foster a culture of awareness and inclusivity.
· Governance arrangements are being formalised to clarify roles and decision-making processes, ensuring transparency and legal compliance.
· The need for continuous improvement is acknowledged and the peer challenge was welcomed as a constructive, supportive process rather than an inspection.
These initiatives are underway, with the LGA scheduled to review progress in February 2026.
Members discussed:
· The timeline for reviewing the Corporate Plan and use of abbreviations in the Action Plan.
· The need for service transformation being referenced in the Corporate Plan.
· Collaboration with Rushmoor Borough Council
· Governance and monitoring of progress against the Action Plan.
· The importance of promoting the excellent work of HDC such as Biodiversity Net Gain and of providing a legacy for residents.
Members were informed that the Action Plan would return to Overview and Scrutiny Committee after the return of the LGA in February 2026.
Decision
The Committee noted the report and asked that when the Peer Challenge team revisits the Council in February 2026, a copy of any subsequent feedback report be shared with the Overview & Scrutiny Committee.
Members heard:
· The council had received a positive report highlighting its stability and exemplary projects, with recommendations for further improvement.
· The corporate plan will be extended to 2028, reflecting political ambitions and priorities, with a new plan expected by Christmas 2025.
· Facilitated discussions with the LGA have been initiated to clarify roles and ambitions, aiming to leave a lasting legacy through projects such as affordable housing schemes and refurbishment initiatives.
· Key areas of focus include preparing the organisation for the transition to a new unitary authority under local government reorganisation (LGR), maintaining staff capacity and morale, and accelerating service transformation through digital initiatives.
· There is collaboration with Rushmoor Borough Council to align efforts and share resources. There is also an emphasis on promoting and communicating the council’s achievements to the public to enhance the perception of local government services.
· A structured equality, diversity, and inclusion training program tailored to the Council’s needs is being developed, supported by the LGA, to foster a culture of awareness and inclusivity.
· Governance arrangements are being formalised to clarify roles and decision-making processes, ensuring transparency and legal compliance.
· The need for continuous improvement is acknowledged and the peer challenge was welcomed as a constructive, supportive process rather than an inspection.
These initiatives are underway, with the LGA scheduled to review progress in February 2026.
Members discussed:
· The timeline for reviewing the Corporate Plan and use of abbreviations in the Action Plan.
· The need for service transformation being referenced in the Corporate Plan.
· Collaboration with Rushmoor Borough Council
· Governance and monitoring of progress against the Action Plan.
· The importance of promoting the excellent work of HDC such as Biodiversity Net Gain and of providing a legacy for residents.
Members were informed that the Action Plan would return to Overview and Scrutiny Committee after the return of the LGA in February 2026.
Decision
The Committee noted the report and asked that when the Peer Challenge team revisits the Council in February 2026, a copy of any subsequent feedback report be shared with the Overview & Scrutiny Committee.
9
Draft Local Plan Programme
Overview and Scrutiny Committee to provide comments to Cabinet on the recommendations below regarding the local plan project.
Recommendation
Overview and Scrutiny is asked to comment on the following recommendations to Cabinet:
a) That work on a new local plan should proceed in line with the Project Initiation Document (PID).
b) That a budget of £2,421,000 is agreed for expenditure on the local plan to the end of March 2028 with an additional £1.421m being allocated from the general fund working balance.
c) To agree that the updated Local Development Scheme (timetable) at Appendix 2 is published and takes effect immediately.
d) That if required under the forthcoming local plan-making regulations, the Portfolio Holder is given authority to issue a notice to commence plan-making, and to publish a ‘Local Plan Timetable’ and any subsequent updates.
Recommendation
Overview and Scrutiny is asked to comment on the following recommendations to Cabinet:
a) That work on a new local plan should proceed in line with the Project Initiation Document (PID).
b) That a budget of £2,421,000 is agreed for expenditure on the local plan to the end of March 2028 with an additional £1.421m being allocated from the general fund working balance.
c) To agree that the updated Local Development Scheme (timetable) at Appendix 2 is published and takes effect immediately.
d) That if required under the forthcoming local plan-making regulations, the Portfolio Holder is given authority to issue a notice to commence plan-making, and to publish a ‘Local Plan Timetable’ and any subsequent updates.
Attachments:
- Document Draft Local Plan Programme 27 Aug 2025
- Document Appendix 1 Project Initiation Document: Executive Summary 27 Aug 2025
- Document Appendix 2 Draft Local Development Scheme 27 Aug 2025
Minutes
The Chair welcomed Cllr Williams, the Chairman of Winchfield Parish Council. He advised members that Winchfield Parish Council acknowledged the challenges faced in preparing a project initiation document under uncertain government guidance and tight deadline. He emphasised the importance of incorporating existing evidence-based conservation area management plans and neighbourhood plans into future planning processes. A key concern is ensuring that updated and professionally prepared landscape character assessments and key views, such as those commissioned by Winchfield Parish Council, are fully referenced and integrated into the new district-wide landscape character assessment to avoid oversight and future disputes.
The Planning Policy and Economic Development Manager introduced the draft Local Plan programme.
Members heard:
· Preparatory work for a new local plan is progressing, aiming for submission by March 2028 to align with LGR.
· The plan addresses the need for updated housing targets following government changes that increased the required number of new homes significantly.
· The project initiation document (PID) outlines a 30-month ambitious timeline and an estimated cost of approximately £2.4 million, primarily for consultancy fees and additional staffing.
· Key challenges include securing necessary resources and consultants by February 2026, managing risks related to recruitment and regulatory uncertainties, and ensuring robust governance for timely decision-making.
· Two new planning policy staff are being recruited and external consultants will be used to support the plan.
Members discussed:
· The extremely tight timescales and the risk posed by non-completion prior to LGR.
· Confidence levels in the ability to secure resources to deliver the Local Plan.
· Whether there was a Plan B?
· Which Cabinet Member/Officer will be responsible for delivery of the Local Plan.
· Neighbouring authorities progress with their Local Plans.
· The difficulty of the decisions faced and the impact of not delivering a plan on residents.
· The lack of information on new planning guidance from Government.
Members were informed:
· A governance structure involving cabinet and overview and scrutiny committees will oversee progress, with decisions made expediently to meet deadlines.
· Collaboration with neighbouring authorities, including Rushmoor and potentially Basingstoke and Deane, is ongoing to align efforts and share evidence bases.
· The council will incorporate existing neighbourhood plans and evidence, such as updated landscape character assessments, ensuring comprehensive and up-to-date policies.
· There is no Plan B, there is no alternative but to proceed with the plan to avoid unregulated development and to provide a legacy for the successor authority.
Recommendation
Overview and Scrutiny is asked that the following comments be forwarded to Cabinet:
a. That work on a new local plan should proceed in line with the Project Initiation Document (PID).
b. That a budget of £2,421,000 is agreed for expenditure on the local plan to the end of March 2028 with an additional £1.421m being allocated from the general fund working balance.
c. To agree that the updated Local Development Scheme (timetable) at Appendix 2 is published and takes effect immediately.
d. That if required under the forthcoming local plan-making regulations, the Portfolio Holder is given authority to issue a notice to commence plan-making, and to publish a ‘Local Plan Timetable’ and any subsequent updates.
The Planning Policy and Economic Development Manager introduced the draft Local Plan programme.
Members heard:
· Preparatory work for a new local plan is progressing, aiming for submission by March 2028 to align with LGR.
· The plan addresses the need for updated housing targets following government changes that increased the required number of new homes significantly.
· The project initiation document (PID) outlines a 30-month ambitious timeline and an estimated cost of approximately £2.4 million, primarily for consultancy fees and additional staffing.
· Key challenges include securing necessary resources and consultants by February 2026, managing risks related to recruitment and regulatory uncertainties, and ensuring robust governance for timely decision-making.
· Two new planning policy staff are being recruited and external consultants will be used to support the plan.
Members discussed:
· The extremely tight timescales and the risk posed by non-completion prior to LGR.
· Confidence levels in the ability to secure resources to deliver the Local Plan.
· Whether there was a Plan B?
· Which Cabinet Member/Officer will be responsible for delivery of the Local Plan.
· Neighbouring authorities progress with their Local Plans.
· The difficulty of the decisions faced and the impact of not delivering a plan on residents.
· The lack of information on new planning guidance from Government.
Members were informed:
· A governance structure involving cabinet and overview and scrutiny committees will oversee progress, with decisions made expediently to meet deadlines.
· Collaboration with neighbouring authorities, including Rushmoor and potentially Basingstoke and Deane, is ongoing to align efforts and share evidence bases.
· The council will incorporate existing neighbourhood plans and evidence, such as updated landscape character assessments, ensuring comprehensive and up-to-date policies.
· There is no Plan B, there is no alternative but to proceed with the plan to avoid unregulated development and to provide a legacy for the successor authority.
Recommendation
Overview and Scrutiny is asked that the following comments be forwarded to Cabinet:
a. That work on a new local plan should proceed in line with the Project Initiation Document (PID).
b. That a budget of £2,421,000 is agreed for expenditure on the local plan to the end of March 2028 with an additional £1.421m being allocated from the general fund working balance.
c. To agree that the updated Local Development Scheme (timetable) at Appendix 2 is published and takes effect immediately.
d. That if required under the forthcoming local plan-making regulations, the Portfolio Holder is given authority to issue a notice to commence plan-making, and to publish a ‘Local Plan Timetable’ and any subsequent updates.
10
Cabinet Work Programme
To consider the Cabinet Work Programme.
Attachments:
- Document Cabinet Work Programme September 2025 V3 27 Aug 2025
Minutes
Members considered the Cabinet Work Programme.
Cllr Cockarill left at 9.37pm.
Cllr Cockarill left at 9.37pm.
11
Overview and Scrutiny Work Programme
To consider and amend the Overview and Scrutiny Work Programme.
Attachments:
- Document O&S Work Programme September V3 27 Aug 2025
Minutes
Members considered the Overview and Scrutiny Work Programme and amended the programme as follows:
The Corporate Peer Challenge Action Plan update will be considered again after the LGA return visit in February 2026.
Remove the Development Management Performance – Final review report scheduled for March 2026.
The Chairman stated that there has been recent communication about the issue of injunctions related to traveller sites. Members were asked to consider whether to reconvene a task and finish group to revisit the injunction issue.
Members heard:
· The number of incursions in the district is low compared to neighbouring areas
· Legal advice indicates that obtaining injunctions is challenging and costly, with limited likelihood of success.
· The council currently manages incursions effectively through existing powers and police cooperation.
· The need for designated stopping sites to provide legitimate options for travellers, which is a complex and sensitive issue with limited local support.
· The council will issue a call for sites for the new Local Plan, which will include provision for traveller pitches.
· Engagement with traveller communities is complicated by their transient nature and external origins.
Members discussed the issue. It was unanimously that a further review was unnecessary and therefore the Task & Finish Group did not need to be reconvened. It was agreed that an updated briefing would be circulated to members, and the issue of identifying new sites would be reflected in the local plan. No further action was recommended.
The Corporate Peer Challenge Action Plan update will be considered again after the LGA return visit in February 2026.
Remove the Development Management Performance – Final review report scheduled for March 2026.
The Chairman stated that there has been recent communication about the issue of injunctions related to traveller sites. Members were asked to consider whether to reconvene a task and finish group to revisit the injunction issue.
Members heard:
· The number of incursions in the district is low compared to neighbouring areas
· Legal advice indicates that obtaining injunctions is challenging and costly, with limited likelihood of success.
· The council currently manages incursions effectively through existing powers and police cooperation.
· The need for designated stopping sites to provide legitimate options for travellers, which is a complex and sensitive issue with limited local support.
· The council will issue a call for sites for the new Local Plan, which will include provision for traveller pitches.
· Engagement with traveller communities is complicated by their transient nature and external origins.
Members discussed the issue. It was unanimously that a further review was unnecessary and therefore the Task & Finish Group did not need to be reconvened. It was agreed that an updated briefing would be circulated to members, and the issue of identifying new sites would be reflected in the local plan. No further action was recommended.
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