Rushmoor Borough Council
Councillors:
39
Wards:
14
Committees:
11
Meetings (2025):
46
Meetings (2024):
63
Meeting
Cabinet - Rushmoor
Meeting Times
Scheduled Time
Start:
Tuesday, 26th November 2024
7:00 PM
Tuesday, 26th November 2024
7:00 PM
End:
Tuesday, 26th November 2024
11:00 PM
Tuesday, 26th November 2024
11:00 PM
Meeting Status
Status:
Confirmed
Confirmed
Date:
26 Nov 2024
26 Nov 2024
Location:
Concorde Room, Council Offices, Farnborough
Concorde Room, Council Offices, Farnborough
Meeting Attendees
Committee Member
Housing & Planning Portfolio Holder
Vice-Chairman
Deputy Leader and Healthy Communities & Active Lives Portfolio Holder
Committee Member
Pride in Place / Neighbourhood Services Portfolio Holder
Committee Member
Policy, Performance & Sustainability Portfolio Holder
Agenda
0
THE FOLLOWING ITEM WAS CONSIDERED <br/>IN THE ABSENCE OF THE PUBLIC
Minutes
1
DECLARATIONS OF INTEREST
Under the Council’s Code of Conduct for Councillors, all Members are required to disclose relevant Interests in any matter to be considered at the meeting. Where the matter directly relates to a Member’s Disclosable Pecuniary Interests or Other Registrable Interest, that Member must not participate in any discussion or vote on the matter and must not remain in the room unless they have been granted a dispensation (see note below). If the matter directly relates to ‘Non-Registrable Interests’, the Member’s participation in the meeting will depend on the nature of the matter and whether it directly relates or affects their financial interest or well-being or that of a relative, friend or close associate, applying the tests set out in the Code.
NOTE:
On 27th May, 2021, the Council’s Corporate Governance, Audit and Standards Committee granted dispensations to Members appointed by the Council to the Board of the Rushmoor Development Partnership and as Directors of Rushmoor Homes Limited.
NOTE:
On 27th May, 2021, the Council’s Corporate Governance, Audit and Standards Committee granted dispensations to Members appointed by the Council to the Board of the Rushmoor Development Partnership and as Directors of Rushmoor Homes Limited.
Minutes
Having regard to the Council’s Code of Conduct for Councillors, the following declarations of interest were made:
Item No.
Member
Interest
Reason
44
Cllr Jules Crossley
Personal and
non-pecuniary
Trustee of Rushmoor Voluntary Services
44
Cllr Sophie Porter
Personal and
non-pecuniary
Council appointed representative on Rushmoor Voluntary Services
Item No.
Member
Interest
Reason
44
Cllr Jules Crossley
Personal and
non-pecuniary
Trustee of Rushmoor Voluntary Services
44
Cllr Sophie Porter
Personal and
non-pecuniary
Council appointed representative on Rushmoor Voluntary Services
2
MINUTES
To confirm the Minutes of the meeting held on 15th October, 2024 (copy attached).
Attachments:
- Document Minutes of Previous Meeting 18 Nov 2024
Minutes
The Minutes of the meeting of the Cabinet held on 15th October, 2024 were confirmed and signed by the Chairman.
3
STRATEGIC PRIORITIES
To consider Report No. ACE2416 (copy attached), which sets out the new Council administration’s strategic priorities and proposals for a Council Delivery Plan and a programme of work to develop a new Council Vision and Council Plan.
Presented By: Cllr Gareth Williams, Leader of the Council and Finance Portfolio Holder
Attachments:
- Document Strategic priorities - Report No. ACE2416 18 Nov 2024
Minutes
The Cabinet considered Report No. ACE2416, which set out the strategic priorities of the administration that had taken control of the Council in May, 2024.
Members were reminded that the Council’s Vision had been approved in July, 2019. Since then, the Borough had faced significant challenges, including the Covid-19 pandemic, the cost-of-living crisis and significant pressures on the Council’s budget. The new administration was now in a position to set out its strategic priorities, along with a proposed Council Delivery Plan to cover the following civic year from April, 2025. The Report also set out a programme of work to develop a new Council Vision and Council Plan by December, 2025.
The Cabinet welcomed the opportunity to present its strategic priorities document and considered that this would enable the Council to continue to improve in many areas of service delivery.
The Cabinet RESOLVED that the strategic priorities, as set out in Annex 1 of Report No. ACE2416, and the process for developing a delivery plan for the coming year, alongside a new Council Plan by December, 2025, be approved.
Members were reminded that the Council’s Vision had been approved in July, 2019. Since then, the Borough had faced significant challenges, including the Covid-19 pandemic, the cost-of-living crisis and significant pressures on the Council’s budget. The new administration was now in a position to set out its strategic priorities, along with a proposed Council Delivery Plan to cover the following civic year from April, 2025. The Report also set out a programme of work to develop a new Council Vision and Council Plan by December, 2025.
The Cabinet welcomed the opportunity to present its strategic priorities document and considered that this would enable the Council to continue to improve in many areas of service delivery.
The Cabinet RESOLVED that the strategic priorities, as set out in Annex 1 of Report No. ACE2416, and the process for developing a delivery plan for the coming year, alongside a new Council Plan by December, 2025, be approved.
4
BUDGET MANAGEMENT AND MTFS STRATEGIC REVIEW
To consider Report No. FIN2416 (copy attached), which sets out the Council’s latest financial position and progress with the savings programme.
Presented By: Cllr Gareth Williams, Leader of the Council and Finance Portfolio Holder
Attachments:
- Document Budget management report and MTFS review - Report No. FIN2416 18 Nov 2024
Minutes
The Cabinet considered Report No. FIN2416, which set out an update on the Council’s latest budget position and details of a strategic review of the Council’s Medium Term Financial Strategy.
Members were reminded that the Council’s Medium Term Financial Strategy (MTFS), which had been approved on 22nd February, 2024, had presented a cumulative £16.651 million budget deficit over the four years to 2027/28, before mitigation through a savings programme. The budget estimates had included several significant assumptions and risks and a set of savings targets to mitigate the deficit to bring the Council back to financial sustainability by 2027/28. The Cabinet had previously committed to updating the Council on these assumptions and on progress against the savings targets. It was reported that there was now a significant variation in the potential outcomes on the various matters that were set out in the Report. It was explained that this would give rise to the delivery of a detailed MTFS update at the Council meeting in February, 2025. Additionally, in relation to the Water Lane playground project, the Cabinet was being asked to accept a grant of £55,000 from the Prospect Estate Big Local and to authorise the equivalent uplift to the budget for the expenditure on this project, which would be delivered from January, 2025.
The Cabinet was supportive of the suggested approach and expressed gratitude to the finance team for its work in this respect.
The Cabinet RESOLVED that
(i) the position to date and the Medium Term Financial Strategy assumptions, as set out in Report No. FIN2416, be noted; and
(ii) the acceptance of the Prospect Estate Big Local contribution of £55,000, to be spent on the Water Lane playground project, along with an equivalent uplift in the expenditure budget, be approved.
Members were reminded that the Council’s Medium Term Financial Strategy (MTFS), which had been approved on 22nd February, 2024, had presented a cumulative £16.651 million budget deficit over the four years to 2027/28, before mitigation through a savings programme. The budget estimates had included several significant assumptions and risks and a set of savings targets to mitigate the deficit to bring the Council back to financial sustainability by 2027/28. The Cabinet had previously committed to updating the Council on these assumptions and on progress against the savings targets. It was reported that there was now a significant variation in the potential outcomes on the various matters that were set out in the Report. It was explained that this would give rise to the delivery of a detailed MTFS update at the Council meeting in February, 2025. Additionally, in relation to the Water Lane playground project, the Cabinet was being asked to accept a grant of £55,000 from the Prospect Estate Big Local and to authorise the equivalent uplift to the budget for the expenditure on this project, which would be delivered from January, 2025.
The Cabinet was supportive of the suggested approach and expressed gratitude to the finance team for its work in this respect.
The Cabinet RESOLVED that
(i) the position to date and the Medium Term Financial Strategy assumptions, as set out in Report No. FIN2416, be noted; and
(ii) the acceptance of the Prospect Estate Big Local contribution of £55,000, to be spent on the Water Lane playground project, along with an equivalent uplift in the expenditure budget, be approved.
5
FINANCE SERVICE DEVELOPMENT
To consider Report No. FIN2415 (copy attached), which sets out the requirement for additional senior management and technical capacity within the Council’s finance team.
Presented By: Cllr Gareth Williams, Leader of the Council and Finance Portfolio Holder
Attachments:
- Document Finance Service development - Report No. FIN2415 18 Nov 2024
Minutes
The Cabinet considered Report No. FIN2415, which set out matters relating to the Council’s Finance Team’s management structure and the provision of internal audit services.
Members were informed that the 2024/24 budget report had identified a need to rebuild financial capability, capacity and resilience within the Council and specifically within the finance team. The Report set out a series of proposals that would help to focus on improving financial management, governance and decision making. Included in this was a proposal for internal audit services to be provided by the Southern Internal Audit Partnership through a five-year Service Level Agreement. Members were informed that, additionally, changes were proposed to the senior management structure and capacity of the Council’s finance team. It was confirmed that the Corporate Governance, Audit and Standards Committee had been consulted on the proposals and had recommended approval.
The Cabinet RESOLVED that
(i) the repurposing of the internal audit and financial services budgets, in accordance with the Council’s Financial Procedure Rules – Part 4, C10 virements: above £50,000 reserved for Cabinet, be approved, to achieve the finance service development plan, as set out in Report No. FIN2415; and
(ii) the Council entering into an inter authority agreement for the provision of the internal audit service by the Southern Internal Audit Partnership through a five-year Service Level Agreement, including the provision of the Chief Internal Audit function, as set out in the Report and in line with the Scheme of Delegation Part 3, Section 3, paragraph 3.5.26: agreeing agency agreements with other local authorities for the delivery of services, be approved, subject to the agreement of the Corporate Governance, Audit and Standards Committee.
Members were informed that the 2024/24 budget report had identified a need to rebuild financial capability, capacity and resilience within the Council and specifically within the finance team. The Report set out a series of proposals that would help to focus on improving financial management, governance and decision making. Included in this was a proposal for internal audit services to be provided by the Southern Internal Audit Partnership through a five-year Service Level Agreement. Members were informed that, additionally, changes were proposed to the senior management structure and capacity of the Council’s finance team. It was confirmed that the Corporate Governance, Audit and Standards Committee had been consulted on the proposals and had recommended approval.
The Cabinet RESOLVED that
(i) the repurposing of the internal audit and financial services budgets, in accordance with the Council’s Financial Procedure Rules – Part 4, C10 virements: above £50,000 reserved for Cabinet, be approved, to achieve the finance service development plan, as set out in Report No. FIN2415; and
(ii) the Council entering into an inter authority agreement for the provision of the internal audit service by the Southern Internal Audit Partnership through a five-year Service Level Agreement, including the provision of the Chief Internal Audit function, as set out in the Report and in line with the Scheme of Delegation Part 3, Section 3, paragraph 3.5.26: agreeing agency agreements with other local authorities for the delivery of services, be approved, subject to the agreement of the Corporate Governance, Audit and Standards Committee.
6
COUNCIL PLAN, PERFORMANCE & RISK REGISTER QUARTERLY UPDATE JULY TO SEPTEMBER 2024/25
To consider Report No. ACE2412 (copy attached), which sets out performance monitoring information in relation to the Council Plan for the second quarter of 2024/25.
Presented By: Cllr Jules Crossley, Policy, Climate & Sustainability Portfolio Holder
Attachments:
- Document Q2 Council Plan and Risk Register monitoring - Report No. ACE2412 18 Nov 2024
Minutes
The Cabinet received Report No. ACE2412, which set out the performance monitoring information for the Council Plan and key service measures for the second quarter of 2024/25. Members were informed that key projects and activities from the Council Plan and key service indicators and measures used by the Council to monitor how the Council runs were included in the Report. Members were informed that the monitoring document had been updated and refreshed for quarter two, to give a better picture of performance across the Council. The Cabinet heard that the Council’s Corporate Risk Register tried to identify factors that could impact on the future delivery of the Council Plan and the Council business performance. It was confirmed that, at the request of the Cabinet, the new performance monitoring information was now laid out under Cabinet portfolios.
In discussing the Report, Members were satisfied that the changes to the document would help Portfolio Holders to better track performance within their areas of responsibility.
The Cabinet NOTED the progress made towards delivering the Council Plan and Council services and the changes highlighted in the Council’s Corporate Risk Register, as set out in Report No. ACE2412.
In discussing the Report, Members were satisfied that the changes to the document would help Portfolio Holders to better track performance within their areas of responsibility.
The Cabinet NOTED the progress made towards delivering the Council Plan and Council services and the changes highlighted in the Council’s Corporate Risk Register, as set out in Report No. ACE2412.
7
NEW PREVENTION OF SEXUAL HARASSMENT POLICY
To consider Report No. PEO2402 (copy attached), which sets out a new Prevention of Sexual Harassment Policy for the Council.
Presented By: Cllr Abe Allen, Enabling Services Portfolio Holder
Attachments:
- Document New Prevention of Sexual Harassment Policy - Report No. PEO2402 18 Nov 2024
Minutes
The Cabinet considered Report No. PEO2402, which set out a new Prevention of Sexual Harassment Policy.
Members were informed that the new policy reflected a recent legislative change known as the Worker Protection Act that had come into force in October 2024. The new law had introduced enhanced responsibilities for employers to proactively prevent workplace harassment, specifically in relation to sexual harassment and strengthened protections for all employees.
In discussing this, Members expressed their strong support for the introduction of this new policy as a vital step in the improvement of the workplace for all employees.
The Cabinet RESOLVED that the adoption of the Prevention of Sexual Harassment Policy, as set out in Appendix 1 of Report No. PEO2402, be approved.
Members were informed that the new policy reflected a recent legislative change known as the Worker Protection Act that had come into force in October 2024. The new law had introduced enhanced responsibilities for employers to proactively prevent workplace harassment, specifically in relation to sexual harassment and strengthened protections for all employees.
In discussing this, Members expressed their strong support for the introduction of this new policy as a vital step in the improvement of the workplace for all employees.
The Cabinet RESOLVED that the adoption of the Prevention of Sexual Harassment Policy, as set out in Appendix 1 of Report No. PEO2402, be approved.
8
PROCUREMENT STRATEGY 2025-2028
To consider Report No. ACE2413 (copy attached), which sets out a new Procurement Strategy for the Council.
Presented By: Cllr Abe Allen, Enabling Services Portfolio Holder
Attachments:
- Document Procurement Strategy 2025-2028 - Report No. ACE2413 18 Nov 2024
Minutes
The Cabinet considered Report No. ACE2413, which set out an update to the Council’s Procurement Strategy.
Members were informed that the current Procurement Strategy covered the period 2020 to 2024 and that the new Strategy would set out the Council’s strategic vision and priorities for procurement for the period from 2025 to 2028. It was confirmed that the Strategy would support and promote the use, wherever possible, of local businesses and SMEs and would place more emphasis on wider social value and sustainability. Upon agreement of the new Procurement Strategy, the Council would next develop its revised Contract Standing Orders.
The Cabinet expressed support of the revised Strategy and welcomed the increased emphasis on social value and sustainability.
The Cabinet RESOLVED that the adoption of the Procurement Strategy 2025-2028, as set out in Annex A of Report No. ACE2413, be approved, including the introduction of new performance measures from 1st April, 2025.
Members were informed that the current Procurement Strategy covered the period 2020 to 2024 and that the new Strategy would set out the Council’s strategic vision and priorities for procurement for the period from 2025 to 2028. It was confirmed that the Strategy would support and promote the use, wherever possible, of local businesses and SMEs and would place more emphasis on wider social value and sustainability. Upon agreement of the new Procurement Strategy, the Council would next develop its revised Contract Standing Orders.
The Cabinet expressed support of the revised Strategy and welcomed the increased emphasis on social value and sustainability.
The Cabinet RESOLVED that the adoption of the Procurement Strategy 2025-2028, as set out in Annex A of Report No. ACE2413, be approved, including the introduction of new performance measures from 1st April, 2025.
9
REVIEW OF CHARGES FOR PRE-APPLICATION ADVICE
To consider Report No. PG2431 (copy attached), which sets out proposed changes to the level of charges for pre-application planning advice.
Presented By: Cllr Keith Dibble, Development & Economic Growth Portfolio Holder
Attachments:
- Document Review of charges for pre-application advice - Report No. PG2431 18 Nov 2024
Minutes
The Cabinet considered Report No. PG2431, which set out proposed changes to the Council’s level of charges for pre-application planning advice.
Members were reminded that the charges were to potential planning applicants and developers for discussion and advice before the submission of planning applications and had been introduced for the first time in February, 2017. Recently, an exercise had been carried out to benchmark the levels of charges levied by neighbouring local authorities. It was confirmed that the proposed level of charges reflected the cost of staff time involved in giving the advice and that the Council was not permitted to make a profit from this area of work. The Report set out the full results of the benchmarking exercise and the rationale for the proposed changes to the levels of charges.
The Cabinet RESOLVED that
(i) the continuation of the practice of charging for pre-application planning discussions be approved;
(ii) the setting of the level of charges as set out in Section 7 of Report No. PG2431, to take effect from 1st December, 2024, be approved; and
(iii) the continuation of the application of the minimum householder/minor development charge for requests for pre-application advice, irrespective of the proposal type, made by community/charity groups be approved, subject to the organisation meeting the following criteria:
· a registered charity
· headquarters in Rushmoor
· involved in activity which serves the people of Rushmoor
· not part of a national charity with multiple UK or international offices.
Members were reminded that the charges were to potential planning applicants and developers for discussion and advice before the submission of planning applications and had been introduced for the first time in February, 2017. Recently, an exercise had been carried out to benchmark the levels of charges levied by neighbouring local authorities. It was confirmed that the proposed level of charges reflected the cost of staff time involved in giving the advice and that the Council was not permitted to make a profit from this area of work. The Report set out the full results of the benchmarking exercise and the rationale for the proposed changes to the levels of charges.
The Cabinet RESOLVED that
(i) the continuation of the practice of charging for pre-application planning discussions be approved;
(ii) the setting of the level of charges as set out in Section 7 of Report No. PG2431, to take effect from 1st December, 2024, be approved; and
(iii) the continuation of the application of the minimum householder/minor development charge for requests for pre-application advice, irrespective of the proposal type, made by community/charity groups be approved, subject to the organisation meeting the following criteria:
· a registered charity
· headquarters in Rushmoor
· involved in activity which serves the people of Rushmoor
· not part of a national charity with multiple UK or international offices.
10
REPORT OF THE OVERVIEW AND SCRUTINY COMMITTEE REGARDING RUSHMOOR VOLUNTARY SERVICES (RVS) SERVICE LEVEL AGREEMENT
To consider Report No. ACE2415 (copy attached), which sets out recommendations from the Council’s Overview and Scrutiny Committee in relation to Rushmoor Voluntary Services and its Service Level Agreement with the Council.
Presented By: Cllr Halleh Koohestani, Chairman of the Overview and Scrutiny Committee
Attachments:
- Document OSC - RVS - Report No. ACE2415 18 Nov 2024
Minutes
The Cabinet considered Report No. ACE2415, which set out the work carried out by the Council’s Overview and Scrutiny Committee in respect of support for Rushmoor Voluntary Services. The Chairman welcomed Cllr Halleh Koohestani, Chairman of the Overview and Scrutiny Committee, who was attending to report on the Committee’s considerations and recommendations.
Members were informed that the Overview and Scrutiny Committee had held a meeting on 24th October, 2024 where Rushmoor Voluntary Services (RVS) had attended and had given a presentation on its performance during quarters one and two of 2024/25 and on the 2023/24 Annual Report, in line with the Service Level Agreement with the Council. The Committee had considered the representations made by RVS in respect of the challenges and risks it faced as an organisation. The following were the recommendations of the Committee to the Cabinet:
· To consider a multi-year settlement agreement from 2025/26
· To consider bridging the gap in funding as a result of any withdrawal of the Hampshire County Council grants to RVS from 2025/26
· To consider waiving the rent of £20,000 due to Rushmoor Borough Council through 100% rent relief
The Cabinet expressed gratitude both to Rushmoor Voluntary Services for the excellent work carried out by them in the local area and to the members of the Overview and Scrutiny Committee for their diligence in producing these recommendations. It was confirmed that these would be considered fully during the budget setting process in the following months.
The Cabinet RESOLVED to consider the recommendations of the Overview and Scrutiny Committee, as set out in Report No. ACE2415, as part of the 2025/26 budget setting process.
Members were informed that the Overview and Scrutiny Committee had held a meeting on 24th October, 2024 where Rushmoor Voluntary Services (RVS) had attended and had given a presentation on its performance during quarters one and two of 2024/25 and on the 2023/24 Annual Report, in line with the Service Level Agreement with the Council. The Committee had considered the representations made by RVS in respect of the challenges and risks it faced as an organisation. The following were the recommendations of the Committee to the Cabinet:
· To consider a multi-year settlement agreement from 2025/26
· To consider bridging the gap in funding as a result of any withdrawal of the Hampshire County Council grants to RVS from 2025/26
· To consider waiving the rent of £20,000 due to Rushmoor Borough Council through 100% rent relief
The Cabinet expressed gratitude both to Rushmoor Voluntary Services for the excellent work carried out by them in the local area and to the members of the Overview and Scrutiny Committee for their diligence in producing these recommendations. It was confirmed that these would be considered fully during the budget setting process in the following months.
The Cabinet RESOLVED to consider the recommendations of the Overview and Scrutiny Committee, as set out in Report No. ACE2415, as part of the 2025/26 budget setting process.
11
EXCLUSION OF THE PUBLIC
To consider resolving:
That, subject to the public interest test, the public be excluded from this meeting during the discussion of the undermentioned item to avoid the disclosure of exempt information within the paragraph of Schedule 12A to the Local Government Act, 1972 indicated against such item:
Item Schedule Category
No. 12A Para.
No.
12 3 Information relating to financial or business affairs
That, subject to the public interest test, the public be excluded from this meeting during the discussion of the undermentioned item to avoid the disclosure of exempt information within the paragraph of Schedule 12A to the Local Government Act, 1972 indicated against such item:
Item Schedule Category
No. 12A Para.
No.
12 3 Information relating to financial or business affairs
Minutes
RESOLVED: That, taking into account the public interest test, the public be excluded from the meeting during the discussion of the under mentioned item to avoid the disclosure of exempt information within the paragraph of Schedule 12A to the Local Government Act, 1972 indicated against the item:
Minute Schedule Category
No. 12A Para.
No.
46 3 Information relating to financial or business affairs
Minute Schedule Category
No. 12A Para.
No.
46 3 Information relating to financial or business affairs
12
LONG LEASEHOLD EXTENSIONS - FARNBOROUGH INDUSTRIAL ESTATE
To consider Exempt Report No. PG2432 (copy attached), which seeks authority to grant long leasehold extensions in respect of properties in Farnborough Industrial Estate, Farnborough.
Presented By: Cllr Christine Guinness, Regeneration & Property Portfolio Holder
Attachments:
- Document Long leasehold extensions - F'bobo Ind Est - Exempt Report No. PG2432 18 Nov 2024
Join the Discussion
You need to be signed in to comment.
Sign in