Test Valley Borough Council
Councillors:
43
Wards:
21
Committees:
17
Meetings (2025):
93
Meetings (2024):
86
Meeting
Council - Test Valley
Meeting Times
Scheduled Time
Start:
Wednesday, 29th January 2025
5:30 PM
Wednesday, 29th January 2025
5:30 PM
End:
Wednesday, 29th January 2025
9:30 PM
Wednesday, 29th January 2025
9:30 PM
Meeting Status
Status:
Confirmed
Confirmed
Date:
29 Jan 2025
29 Jan 2025
Location:
Crosfield Hall, Broadwater Road, Romsey, Hampshire SO51 8GL
Crosfield Hall, Broadwater Road, Romsey, Hampshire SO51 8GL
Meeting Attendees
Committee Member
Recycling and Environmental Services Portfolio Holder
Committee Member
Planning Portfolio Holder
Committee Member
Climate Emergency and Countryside Portfolio Holder
Committee Member
Democracy and Governance Portfolio Holder
Committee Member
Delivery Lead - Community Led Projects Portfolio Holder
Committee Member
Housing and Enivronmental Health Portfolio Holder
Committee Member
Leader and Strategic Regeneration and Partnerships Portfolio Holder
Committee Member
Community, Leisure and Tourism (including Diversity and Inclusion) Portfolio Holder
Committee Member
Councillor Dr Alan Warnes
Present, as expected
Committee Member
Deputy Leader and Finance and Resources Portfolio Holder
Agenda
1
Prayers
Minutes
Prayers were led by Reverend Wharton.
2
Apologies
Minutes
Apologies for absence were received from Councillors C Borg-Neal, N Daas, A Dowden, C Dowden, K Dunleavey, A Gillies and A Johnston.
3
Public Participation
Minutes
Mr Burley had registered to speak in accordance with the Council’s Public Participation Scheme under item 7 - To Receive and Adopt Committee Reports: Introduction of Weekly Food Waste Collection Service and item 10 – Notice of Motion – Rule 12: Motion to Uphold Democratic Principles.
4
Declarations of Interest
Minutes
There were no declarations on interests.
5
Minutes of the previous meeting
To approve as a correct record the minutes of the meeting of the Council held on 11 December 2024.
Attachments:
- Document $$Minutes 21 Jan 2025
Minutes
The minutes of the Council meeting held on 11 December 2024 were proposed by Councillor P North and seconded by Councillor Flood.
Resolved:
That the minutes of the meetings of the Council held on 11 December 2024 be confirmed and signed as a correct record.
Resolved:
That the minutes of the meetings of the Council held on 11 December 2024 be confirmed and signed as a correct record.
6
Mayor's Announcements
Minutes
The Mayor noted that as Councillors were aware, a motion was resolved at the Council meeting on 11 December 2024 asking the Climate Emergency Working Group to explore the feasibility of establishing an insulation fund. The Working Group were asked to report their findings back to Council within six months. As there was no scheduled meeting of Council in June, the Working Group had agreed that the report would be presented back to the Council meeting on 23 July.
The Mayor thanked those who had attended his Mayor’s Charity Appeal Burn’s Night event on Saturday 25 January which had been a great success.
The Mayor advised that he would be hosting a Mayor’s Charity Appeal Ball on
The Mayor thanked those who had attended his Mayor’s Charity Appeal Burn’s Night event on Saturday 25 January which had been a great success.
The Mayor advised that he would be hosting a Mayor’s Charity Appeal Ball on
7
To receive and adopt Committee reports
To receive and, where necessary, adopt reports of Committees.
Attachments:
- Document To receive and adopt committee reports 21 Jan 2025
- Document Item 7 - Annex 1 21 Jan 2025
- Document Item 7 Appendix 1 to Annex 1 21 Jan 2025
- Document Item 7 Appendix 2 to Annex 1 21 Jan 2025
- Document Item 7 - Annex 2 21 Jan 2025
- Document Item 7 - Appendix 1 to Annex 2 21 Jan 2025
- Document Item 7 - Appendix 2 to Annex 2 21 Jan 2025
- Document Item 7 - Appendix 3 to Annex 2 21 Jan 2025
- Document Item 7 - Appendix 4 to Annex 2 21 Jan 2025
- Document Item 7 Annex 3 21 Jan 2025
Minutes
Minutes of Meetings
The minutes of meetings were proposed by Councillor P North and seconded by Councillor Flood.
Resolved:
That the minutes of the following Committees and Cabinet meetings be received:
Southern Area Planning Committee – 26 November 2024
Overview and Scrutiny Committee – 27 November 2024
Northern Area Planning Committee – 12 December 2024
Audit Committee – 16 December 2024
Northern Area Planning Committee – 9 January 2025
Southern Area Planning Committee – 14 January 2025
Cabinet – 15 January 2025
To adopt recommendations from the following:
The following recommendations were proposed by Councillor Hasselmann and seconded by Councillor Kohli.
Audit Committee – 16 December 2024
Independent Member Appointment to Audit Committee
Resolved:
1. That the size and composition of the Audit Committee be amended to include a non-voting Independent Member.
2. The Head of Legal and Democratic Services be authorised to make any necessary amendments to the Constitution.
3. That the Role Description and Person Specification, set out at Annex 2 to this report, be approved.
4. That the Head of Finance and Revenues in consultation with the Chair and Vice-Chair of the Audit Committee and the Portfolio Holder for Finance and Resources be authorised (i) to carry out an appropriate recruitment and selection process and (ii) to set the appropriate level of allowance for the role.
5. That the preferred applicant be further recommended to Council for approval and appointment.
The following recommendations were proposed by Councillor P North and seconded by Councillor Flood.
Cabinet – 15 January 2025
Council Tax Support Scheme 2025/26
Resolved:
1. That the Council Tax Support scheme for 2025/26, as shown in Annex 1 to the report, be approved.
2. That the Council Tax Exceptional Hardship scheme, as shown in Annex 2 to the report, be approved.
3. That the Head of Finance and Revenues, in consultation with the Finance and Resources Portfolio Holder, be authorised to make any necessary changes to the Scheme that are required by the Council Tax Reduction Schemes (Prescribed Requirements) Regulations 2025 when they are confirmed by the Ministry of Housing, Communities and Local Government.
4. In the event that any new government initiatives are introduced that result in receipt of a grant or an increase in Universal Credit or other government benefits, that the Head of Finance and Revenues, in consultation with the Finance and Resources Portfolio Holder, be authorised to disregard these awards as income in accordance with government guidelines.
5. That the Council continues to exercise its discretion to disregard income from war widow pensions in the calculation of Council Tax Support entitlement for pension age recipients.
In accordance with the Council’s Public Participation Scheme, Mr Burley made a statement in respect of the Introduction of Weekly Food Waste Collection Service.
Introduction of Weekly Food Waste Collection Service
Resolved:
1. That a weekly kerbside food waste collection service be introduced, boroughwide from Monday 13 October 2025.
2. That the revenue costs be funded as set out in paragraph 8 of the report.
The minutes of meetings were proposed by Councillor P North and seconded by Councillor Flood.
Resolved:
That the minutes of the following Committees and Cabinet meetings be received:
Southern Area Planning Committee – 26 November 2024
Overview and Scrutiny Committee – 27 November 2024
Northern Area Planning Committee – 12 December 2024
Audit Committee – 16 December 2024
Northern Area Planning Committee – 9 January 2025
Southern Area Planning Committee – 14 January 2025
Cabinet – 15 January 2025
To adopt recommendations from the following:
The following recommendations were proposed by Councillor Hasselmann and seconded by Councillor Kohli.
Audit Committee – 16 December 2024
Independent Member Appointment to Audit Committee
Resolved:
1. That the size and composition of the Audit Committee be amended to include a non-voting Independent Member.
2. The Head of Legal and Democratic Services be authorised to make any necessary amendments to the Constitution.
3. That the Role Description and Person Specification, set out at Annex 2 to this report, be approved.
4. That the Head of Finance and Revenues in consultation with the Chair and Vice-Chair of the Audit Committee and the Portfolio Holder for Finance and Resources be authorised (i) to carry out an appropriate recruitment and selection process and (ii) to set the appropriate level of allowance for the role.
5. That the preferred applicant be further recommended to Council for approval and appointment.
The following recommendations were proposed by Councillor P North and seconded by Councillor Flood.
Cabinet – 15 January 2025
Council Tax Support Scheme 2025/26
Resolved:
1. That the Council Tax Support scheme for 2025/26, as shown in Annex 1 to the report, be approved.
2. That the Council Tax Exceptional Hardship scheme, as shown in Annex 2 to the report, be approved.
3. That the Head of Finance and Revenues, in consultation with the Finance and Resources Portfolio Holder, be authorised to make any necessary changes to the Scheme that are required by the Council Tax Reduction Schemes (Prescribed Requirements) Regulations 2025 when they are confirmed by the Ministry of Housing, Communities and Local Government.
4. In the event that any new government initiatives are introduced that result in receipt of a grant or an increase in Universal Credit or other government benefits, that the Head of Finance and Revenues, in consultation with the Finance and Resources Portfolio Holder, be authorised to disregard these awards as income in accordance with government guidelines.
5. That the Council continues to exercise its discretion to disregard income from war widow pensions in the calculation of Council Tax Support entitlement for pension age recipients.
In accordance with the Council’s Public Participation Scheme, Mr Burley made a statement in respect of the Introduction of Weekly Food Waste Collection Service.
Introduction of Weekly Food Waste Collection Service
Resolved:
1. That a weekly kerbside food waste collection service be introduced, boroughwide from Monday 13 October 2025.
2. That the revenue costs be funded as set out in paragraph 8 of the report.
8
Questions under Rule 11.1
Minutes
Councillor Parker asked a question in relation to the minutes of the Cabinet meeting held on 15 January 2025, minute number 347: 2025/26 Budget Process Update. Councillor Parker asked whether the Finance and Resources Portfolio Holder could indicate how great a surplus the Council expected to have when setting the 2025/26 budget and noted that it showed there was balanced budget but he understood that it should show a surplus?
The Portfolio Holder for Finance and Revenues replied to advise that the budget for 2025/26 was still a moving issue and that at the next meeting she would be able to provide a more precise figure.
The Portfolio Holder for Finance and Revenues replied to advise that the budget for 2025/26 was still a moving issue and that at the next meeting she would be able to provide a more precise figure.
9
Questions under Rule 11.2
Minutes
In the absence of Councillor Daas, Councillor Gidley asked the Recycling and Environmental Services Portfolio Holder the following question:
‘With progress finally made on food waste recycling, what date will Test Valley implement kerbside glass recycling?’
Councillor Drew noted that for those Councillors who were able to attend the briefing on Tuesday 21 January would have heard a summary of the current position with regard to simpler recycling, of which the collection of glass applies insofar as it relates to the requirements of the Environment Act.
The best approximation as to when glass would be collected at the kerbside was currently from the autumn of 2027. As Councillors were aware, the responsibility for dealing with waste once it was collected falls to Hampshire county Council. At a national level there had been a number of policy shifts over the last couple of years which meant a delay in moving on with the required infrastructure for disposal of recycling however, fortunately the position had been clarified by government in November last year.
Councillor Drew advised that there needed to be an element of caution applied to the best estimate of autumn of 2027. Whilst the Council have a strategic position that aligns with the clarification from government, agreed by Cabinet at its meeting in June 2022, the Council needed to work with all of its partners across Hampshire to achieve the change in waste collection systems.
Councillor Gidley asked a supplementary question as to what assessment the Portfolio Holder had made of the impact of Local Government Reorganisation on the plans to implement kerbside glass recycling from the date of autumn 2027?
Councillor Drew replied to acknowledge that Local Government Reorganisation would present challenges, and he thought it would be reasonable to assume that in any transfer of powers, that recycling services would remain as crucial services for residents and he would be pressing to ensure that collection of glass and other recyclables remained an important issue.
Councillor Ford asked The Leader the following question:
‘Why was it decided that only staff got the annual flu jabs this year and not Councillors who are in regular contact with vulnerable residents?’
Councillor P North thanked Councillor Ford for drawing this matter to his attention and advised that no decision had been taken to not allow flu jabs for Councillors. In previous years flu jabs were offered to Councillors, unfortunately flu jabs were not advertised to Councillors this year and he had been assured by the Chief Executive that all Councillors would have access to flu vaccinations going forward should they wish to have them.
‘With progress finally made on food waste recycling, what date will Test Valley implement kerbside glass recycling?’
Councillor Drew noted that for those Councillors who were able to attend the briefing on Tuesday 21 January would have heard a summary of the current position with regard to simpler recycling, of which the collection of glass applies insofar as it relates to the requirements of the Environment Act.
The best approximation as to when glass would be collected at the kerbside was currently from the autumn of 2027. As Councillors were aware, the responsibility for dealing with waste once it was collected falls to Hampshire county Council. At a national level there had been a number of policy shifts over the last couple of years which meant a delay in moving on with the required infrastructure for disposal of recycling however, fortunately the position had been clarified by government in November last year.
Councillor Drew advised that there needed to be an element of caution applied to the best estimate of autumn of 2027. Whilst the Council have a strategic position that aligns with the clarification from government, agreed by Cabinet at its meeting in June 2022, the Council needed to work with all of its partners across Hampshire to achieve the change in waste collection systems.
Councillor Gidley asked a supplementary question as to what assessment the Portfolio Holder had made of the impact of Local Government Reorganisation on the plans to implement kerbside glass recycling from the date of autumn 2027?
Councillor Drew replied to acknowledge that Local Government Reorganisation would present challenges, and he thought it would be reasonable to assume that in any transfer of powers, that recycling services would remain as crucial services for residents and he would be pressing to ensure that collection of glass and other recyclables remained an important issue.
Councillor Ford asked The Leader the following question:
‘Why was it decided that only staff got the annual flu jabs this year and not Councillors who are in regular contact with vulnerable residents?’
Councillor P North thanked Councillor Ford for drawing this matter to his attention and advised that no decision had been taken to not allow flu jabs for Councillors. In previous years flu jabs were offered to Councillors, unfortunately flu jabs were not advertised to Councillors this year and he had been assured by the Chief Executive that all Councillors would have access to flu vaccinations going forward should they wish to have them.
10
Notice of Motion - Rule 12
Attachments:
- Document Notice of Motion 21 Jan 2025
Minutes
Council considered the following motion moved by G Cooper and seconded by Councillor Yalden.
Motion to Uphold Democratic Principles: Opposition to Postponing May 2025 Hampshire County Council Elections
This Council believes that:
· The democratic process is a cornerstone of local government and that scheduled elections are vital for ensuring accountability and representation for our communities.
· Local government reorganisation plans should not impede the fundamental right of residents to participate in regular and timely elections.
· There is no need to postpone the May 2025 Hampshire County Council elections as a result of the Government’s local government reorganisation plans to May 2026.
· A delay in holding these elections of anything more than a month, would represent an unnecessary disruption to the democratic process and would undermine the principles of local accountability and representation.
· Delays to scheduled elections risk further eroding public confidence in politics, politicians and the electoral process.
This Council therefore resolves to:
1. Strongly object to a postponement of the May 2025 Hampshire County Council elections, beyond a month of the planned date.
2. Work collaboratively with other local authorities and stakeholders in Hampshire to advocate for the timely holding of the May 2025 elections.
3. Reaffirm its commitment to defending the democratic process and ensuring that the people of Test Valley, and the wider Hampshire region, are given the opportunity to exercise their democratic rights without unnecessary delay.
4. Continue to commit to upholding the highest standards of democratic accountability and governance.
Upon being put to the vote the Motion was lost.
Council considered the following motion moved by Ford and seconded by Councillor G Cooper.
Motion for a Southern Water Public Awareness Campaign and TVBC Emergency Preparedness.
This Council believes that:
The recent Southern Water emergency in December, when numerous wards were left without mains water for up to 3 days, reflected badly on TVBC. Residents had to rely on distribution centres in the neighbouring administrations of Eastleigh and Southampton for emergency bottled supplies. A lack of internal communication with local councillors in areas affected also made matters unnecessarily difficult in getting information to residents, especially in the North Baddesley ward.
This Council therefore resolves:
1. To review its emergency resilience plan to ensure it is up to date and fit for purpose in this matter.
2. That all Councillors are to be provided with lead contacts for emergencies in their wards.
3. That Senior Managers and the Chief Executive are to liaise with ward members when an emergency occurs.
4. That the Chief Executive is requested to write to Southern Water to ask that it undertakes a comprehensive review of its procedures and communications strategy and to work with TVBC to develop an Emergency Planning and Public Awareness strategy relevant to Test Valley. This should include bottle distribution points, vulnerable residents register, simple emergency preparation guidance to residents, and a comprehensive communication plan between Southern Water and TVBC.
Upon being put to the vote the Motion was carried.
Motion to Uphold Democratic Principles: Opposition to Postponing May 2025 Hampshire County Council Elections
This Council believes that:
· The democratic process is a cornerstone of local government and that scheduled elections are vital for ensuring accountability and representation for our communities.
· Local government reorganisation plans should not impede the fundamental right of residents to participate in regular and timely elections.
· There is no need to postpone the May 2025 Hampshire County Council elections as a result of the Government’s local government reorganisation plans to May 2026.
· A delay in holding these elections of anything more than a month, would represent an unnecessary disruption to the democratic process and would undermine the principles of local accountability and representation.
· Delays to scheduled elections risk further eroding public confidence in politics, politicians and the electoral process.
This Council therefore resolves to:
1. Strongly object to a postponement of the May 2025 Hampshire County Council elections, beyond a month of the planned date.
2. Work collaboratively with other local authorities and stakeholders in Hampshire to advocate for the timely holding of the May 2025 elections.
3. Reaffirm its commitment to defending the democratic process and ensuring that the people of Test Valley, and the wider Hampshire region, are given the opportunity to exercise their democratic rights without unnecessary delay.
4. Continue to commit to upholding the highest standards of democratic accountability and governance.
Upon being put to the vote the Motion was lost.
Council considered the following motion moved by Ford and seconded by Councillor G Cooper.
Motion for a Southern Water Public Awareness Campaign and TVBC Emergency Preparedness.
This Council believes that:
The recent Southern Water emergency in December, when numerous wards were left without mains water for up to 3 days, reflected badly on TVBC. Residents had to rely on distribution centres in the neighbouring administrations of Eastleigh and Southampton for emergency bottled supplies. A lack of internal communication with local councillors in areas affected also made matters unnecessarily difficult in getting information to residents, especially in the North Baddesley ward.
This Council therefore resolves:
1. To review its emergency resilience plan to ensure it is up to date and fit for purpose in this matter.
2. That all Councillors are to be provided with lead contacts for emergencies in their wards.
3. That Senior Managers and the Chief Executive are to liaise with ward members when an emergency occurs.
4. That the Chief Executive is requested to write to Southern Water to ask that it undertakes a comprehensive review of its procedures and communications strategy and to work with TVBC to develop an Emergency Planning and Public Awareness strategy relevant to Test Valley. This should include bottle distribution points, vulnerable residents register, simple emergency preparation guidance to residents, and a comprehensive communication plan between Southern Water and TVBC.
Upon being put to the vote the Motion was carried.
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