Test Valley Borough Council Council Meeting

Prayers were led by Reverend Wharton.

Apologies for absence were received from Councillors K Brooks and Leech.

No members of the public had registered to speak.

Councillor Hughes declared a personal interest in respect of agenda item 7.2.1.3: UK Shared Prosperity Fund and Rual England Fund 2025/26 as Chair of Trustees for King Arthur’s Way Community Centre.

The minutes of the Council meetings held on 27 February and 19 March 2025 were proposed by Councillor P North and seconded by Councillor Flood.

Resolved:

That the minutes of the meetings of the Council held on 27 February and 19 March 2025 be confirmed and signed as a correct record.

The Mayor was saddened to inform Council that former Councillor Len Gates had passed away. Former Councillor Gates had been a well liked and respected councillor who had served the Council and its communities over many years.

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:

Audit Committee – 17 February 2025

Northern Area Planning Committee – 20 February 2025

Southern Area Planning Committee – 25 February 2025

Cabinet - 26 February 2025

Overview and Scrutiny Committee – 5 March 2025

Northern Area Planning Committee – 13 March 2025

Southern Area Planning Committee – 18 March 2025

Cabinet – 19 March 2025

Audit Committee – 24 March 2025

Northern Area Planning Committee – 3 April 2025

To adopt recommendations from the following:

The following recommendations were proposed by Councillor P North and seconded by Councillor Flood.

Cabinet – 9 April 2025

Commitment to Working with Rural Communities 2025-2027

That £200,000 be allocated from the New Homes Bonus Reserve for the creation of a new Rural Business and Community Enterprise Fund from 01 May 2025 – 31 March 2027 (£100k per annum), as outlined in section 4 and Annex 3 of the report.

UK Shared Prosperity Fund and Rural England Prosperity Fund 2025/26

1.  That the projects summarised in paragraph 5.3 to the report be endorsed and allocated UK Shared Prosperity Fund funding.

2.  That the Head of Planning Policy and Economic Development in consultation with the Leader be authorised to make any subsequent necessary amendments or adjustments to the projects and sums encapsulated in recommendation 1 above.

3.  That the Head of Planning Policy and Economic Development be authorised to develop grant schemes, submit monitoring reports to the Ministry of Housing, Communities and Local Government in consultation with the Leader.

4.  That the Head of Planning Policy and Economic Development in consultation with the Leader and the Climate Emergency and Countryside Portfolio Holder be authorised to administer the Rural England Prosperity Fund 2025/26 allocation.

5.  That the Head of Finance and Revenues be authorised to add capital projects from this scheme to the Council’s Capital Programme.

Western Avenue Stopping Up Order

1.  That an application be made to the Secretary of State for Transport under section 247 of the Town and Country Planning Act 1990 for an order to Stop Up the highway identified indicatively in the Annex to the report as necessary to facilitate the delivery of the riverside park at Western Avenue.

2.  That the Head of Planning Policy and Economic Development be authorised if necessary to secure a deed of dedication incorporating any necessary land within Council ownership as publicly adopted highway in order to facilitate the delivery of the riverside park at Western Avenue.

Councillor Ford asked a question in relation to the minutes of the Audit Committee meeting held on 17 February 2025, minute number 397: Self-Assessment of the Audit Committee. Councillor Ford asked whether the self-assessment questionnaire undertaken as part of the self-evaluation was undertaken by council officers or whether an external provider had been contracted to undertake the work.

The Chairman of the Audit Committee responded to clarify that the questionnaire was based on Chartered Institute of Public Finance and Accountancy (CIPFA) guidance for Audit Committee self-assessment and had been circulated and collated by TVBC staff. 

Councillor Parker asked a question in relation to the minutes of the Audit Committee meeting held on 17 February 2025, minute number 396: External Audit Update. Councillor Parker noted that the Council’s external auditors Ernst and Young, had not been able to give a substantial audit opinion on the Council’s Statement of Accounts for 2023/24 and were further not able to provide a substantial audit opinion of the Statement of Accounts for 2024/25 due to certain matters. The external auditors report advised of a red flag with no assurance about the value of the Council’s property, plant and equipment and whether the Council should be concerned about this?

The Finance and Resources Portfolio Holder responded to advise that the Council did not need to be concerned about this as nationally auditors were not able to provide assurance to many councils due to pressures and timescales of the sector. The Council’s external auditors have not raised this as an area of ongoing concern.

The Chairman of the Audit Committee responded to confirm that nationally many councils had not received substantial assurances due to new deadlines for the completion of audits as part of a response to reduce the national backlog of audit opinions. This does not mean that there is anything wrong with the Council’s figures and work had now been undertaken in respect of the valuation of the Council’s property, plant and equipment to re-build auditor assurance in the figures shown in the accounts.

Councillor Ford asked the Leader the following question:

‘At the Spring statement the Chancellor informed us that 12.5% of those aged between 16-24 are classed as NEETs in the UK.  

Can the Portfolio holder confirm what current support or future support the council will provide to reduce the number of NEETS in Test Valley?’

The Leader responded to agree that it was concerning that nationally the number of young people not in education, employment or training (NEETS) was at the highest level for more than a decade.

It was noted that it was not a direct responsibility of the local authority however, the Council supported young people though a range of projects and initiatives such as hosting the job centre in Beech Hurst, working with Yellow Brick Road to support marginalised young people, funding for Youth in Romsey, organising job fairs, the Andover Junior Graduation to encourage young people to go into further education, and good working relationships with developers to use Section 106 as part of the employment and skills plan to support them taking on apprentices.

Councillor Ford asked a supplementary question noting that it was difficult to find out the number in NEETs in Test Valley, and whether the Leader knew the impact of the work the Council did on the reducing the number of NEETs?

The Leader responded to say that he would look to see if he could find out the NEET figure for Test Valley and would send it to Councillor Ford if possible. He confirmed the Council would continue to work with its partners to support NEETs and welcomed any ideas Councillor might have on work the Council could further undertake in this area.

Councillor Geoff Cooper asked the Housing and Environmental Health Portfolio Holder the following question:

Following the disruption caused by the recent closure of Botley Road in my ward of North Baddesley and the disastrous lack of diversion management by Hampshire County Council, which resulted in Botley Road traffic heading down Hoe Lane, as drivers confused the SSEN Toothill Road diversion with the Southern Water A27 diversion, I’d like to ask Cllr North the following:

“When was Test Valley Borough Council notified about the closure of Botley Road and what efforts were made to update ward councillors and residents? Additionally, as Hampshire County Council Highways team are responsible for the coordination of all works on the public highway, what is this council doing to work more closely with both Hampshire County Council and utility companies in the future, to better inform ward councillors and residents of road closures and avoid conflicting and confusing diversions?”

The Housing and Environmental Health Portfolio Holder agreed that highway works, whilst necessary, could often be disruptive for residents. Hampshire County Council (HCC) did not inform Test Valley Borough Council about their planned works and therefore the Council was not aware of the closure of Botley Road and unable to inform Councillors.

The Portfolio Holder understood that HCC do have processes in place to inform their councillors and residents of works where they are planned, although this is not always possible in the case of emergency works. On this occasion she understood the local HCC Councillor was made aware and sent out communications to local residents on the closure which was the responsibility of Southern Water to manage.

The Council worked closely with HCC on a range of issues and would all pass relevant information and updates to councillors and residents where it is received.

Councillor Geoff Cooper asked a supplementary question asking whether the Council would be writing to HCC to express its dissatisfaction with management of the diversions and if a procedure could be put in place where HCC notified TVBC of planned closures.

The Housing and Environmental Health Portfolio Holder replied that as Councillor Geoff Cooper had expressed his views in a public meeting there was no need to write directly to HCC on the matter in this instance but that the Council could request they be notified of future highways works.

The Portfolio Holder advised that HCC were due to consult on a disruption charge later in the year to charge utility companies for renting the highway road space to try and expedite their work and minimise disruption for residents.

Consideration was given to a report of the Democracy and Governance Portfolio Holder which sought changes to the membership of the Council’s Overview and Scrutiny Committee to ensure that vacancies on the Committee were filled to allow for an efficient and effective committee and ensure political balance.

Councillor Lodge proposed, and Councillor Phil North seconded the recommendation.

Resolved:

That Councillors N Adams-King and C Donnelly be appointed to the Overview and Scrutiny Committee to replace Councillor K Brooks and fill the remaining vacancy.

Consideration was given to a report of the Democracy and Governance Portfolio Holder which presented recommendations of the Independent Remuneration Panel (IRP).

The Local Authorities (Members’ Allowances) (England) Regulations 2003 (“the 2003 Regulations”), as amended, requires all local authorities to appoint an IRP to advise on the terms and conditions of their scheme of councillors’ allowances and decide its own scheme and the amounts to be paid under that scheme.

The IRP comprised Mr Mark Palmer (Chairperson), Mr Dennis Frost and Mr Michael Cronin who met in November 2024 to review the scheme which included hearing evidence from councillors.

Councillor Lodge proposed, and Councillor Phil North seconded the recommendation.

Resolved:

1.  That the Independent Remuneration Panel’s (IRP) report, attached as Annex 1 to this report, be noted.

2.  That the following recommendations be considered as a basis for a revised Scheme of Allowances.

3.  That the Basic Allowance payable to all members of Test Valley Borough Council be £9,999 per annum subject to indexation.

4.  That no councillor shall be entitled to receive at any time more than one Special Responsibility Allowance (SRA)

5.  That payment of the Basic Allowance and SRA be paid as set out in Appendix 1 to the IRP report.

6.  That the Basic Allowance, each of the SRAs and any Co-Optee/Independent Persons Allowance continue to be increased annually in line with the Consumer Price Index for Housing, based on the percentage rate at the preceding September.  Indexing to be implemented from April 2026 for a period of  four years.  After this period the Allowance Scheme should be reviewed again by an Independent Remuneration Panel.  The next review should be no later than November 2028.

7.  That travelling and subsistence allowance should be payable to councillors and any future co-opted/Independent Persons in connection with any approved duties in accordance with the HMRC recommendations.

8.  That the Child Care and Dependant Carers’ Allowance should continue as outlined in the current Scheme of Allowances subject to the following changes.

a.  The allowance should have no monthly maximum claim and the maximum of eight hours per week or up to two meetings should be withdrawn.

b.  That the maximum hourly rate claimable should be £18.40.

c.  Any claim should also allow for reasonable travel time and handover time to the carer.

9.  That the Scheme of Allowances be amended to provide for parental leave arrangements as set out at paragraph 4.5 of the IRP report.

10.  That no changes are made to the Approved Duties as outlined in the Members’ Allowance Scheme.

11.  That the new allowances are introduced with effect from 1^st May 2025.

Consideration was given to a report of the Climate Emergency and Countryside Portfolio Holder which sought approval for the allocation of funds to establish a new climate change grant for community organisations in Test Valley.

The grant would be aimed at community groups/organisations across the whole of the borough including not for profit organisations and Parish and Town Councils. The grant would fund projects that would enable community groups/organisations to reduce their greenhouse gas emissions, and/or improve resilience to climate change.

The grant was intended to be for up to £10,000 for individual projects and initiatives with a one-year pilot proposed. A mid-year review would be undertaken to inform whether the grant would continue beyond the first year.

Councillor Johston proposed, and Councillor Phil North seconded the recommendations.

Resolved:

1. That £200,000 be allocated from the New Homes Bonus Reserve for the creation of a new climate change grant.
2. That the Head of Finance and Revenues be authorised to add any grants that are capital in nature to the council’s Capital Programme.
3. That delegated authority be given to the Head of Planning Policy and Economic Development in consultation with the Portfolio Holder for Climate Emergency and Countryside to approve the award of grants.

Council considered the following motion moved by Councillor Gwynne and seconded by Councillor Gidley.

Motion to Test Valley Borough Council to Enhance local Democracy.

Preamble:

Devolution will "confer ... economic regeneration functions onto the Combined County Authority". And that authority will come into being with effect from May 2026. In addition, Local Government Reorganisation will mean that Test Valley Borough Council ceases to exist.

Devolution is intended to give "communities a greater say in decisions that affect them" whilst simultaneously increasing the size of the area (both geographically and in terms of population) that individual elected members represent. Therefore it makes sense to urgently consider whether some assets and responsibilities currently held by Test Valley Borough Council should be transferred to town and parish councils, rather than being absorbed into the new unitary councils. This would keep decisions concerning those assets and responsibilities suitably local, when they need to be. Consequently many - potentially all - existing borough/district councils in Hampshire are starting to consider this.

Motion:

This Council therefore resolves to urgently establish a cross-party working group with the specific aim of identifying which - if any - assets and responsibilities should be transferred to town and parish councils within Test Valley, in order to commit to any resultant transfers before May 2026. Each identified potential transfer requiring agreement at Full Council.

In undertaking their work, the cross-party group (which must have appropriate representation from north and south of the Borough) would look to align their proposals - as appropriate - with what other Hampshire district/borough councils are proposing or actioning. And to make recommendations on how and when to engage Test Valley town and parish councils in this process.

Upon being put to the vote the Motion was carried.

Council considered the following motion moved by Councillor Daas and seconded by Councillor Dunleavey.

Delayed Road Works on the M27 

This council proposes a motion to write to the CEO of the National Highways Agency, Nick Harris, to confirm a date which all current ongoing road works on the M27 will be completed.  

In the letter, this council would like to convey the following:

·  Residents are frustrated at the delays in completion of the road works on the M27 over multiple years.

·  Residents do not believe the tax they are paying is resulting in adequate delivery quality or delivery times.  

·  Residents are feeling the financial impact on their lives from the road work delays and also see it as a blocker to economic growth for Hampshire.

Upon being put to the vote the Motion was carried.