Test Valley Borough Council Council Meeting

Prayer were led by Reverend Bradish.

Apologies for absence were received from Councillors D Baverstock, C Borg-Neal, J Burnage, K Hamilton, A Johnston, R Meyer, J Neal, J Sangster and T Ward.

No members of the public had registered to speak.

Councillor A Dowden declared an interest in respect of Item 18 Property Matters and left the room during consideration of the item.

Councillor C Dowden declared an interest in respect of Item 18 Property Matters and left the room during consideration of the item.

Resolved:

That the minutes of the meeting of the Council held on 25 January 2023 be confirmed and signed as a correct record.

The Worshipful The Mayor noted that Friday 24 February would mark one year since Russia invaded Ukraine. The Mayor would be hosting events for Ukrainian Families in the Borough in both Andover and Romsey.

The Mayor also took a moment to reflect on all those affected by the earthquake in Turkey and Syria which struck the region on 6 February 2023.

The Mayor was saddened to announce the death of former Councillor Graham Stallard whose funeral would take place on Thursday 9 March at 2pm, St Mary’s Church, Abbotts Ann.

The Worshipful The Mayor called for a minute of silence to reflect on the tragic events.

The Mayor announced the launch of a Coronation Card Competition for primary aged children across the borough who would be given the opportunity to submit a design entry for a card which would be sent to His Majesty King Charles III on behalf of all residents in Test Valley to mark the Coronation on 6 May 2023.

The Mayor was pleased to share that his charity event, an evening with Matt Le Tissier, being held at The Lights on 1 March had now sold out.

The Mayor would be hosting a charity music evening in Romsey with laura Rickard performing. A date would be circulated once confirmed.

    Minutes of Meetings:

  Resolved:

That the minutes of meetings of the following Committees and Cabinet meetings be received:

Cabinet – 18 January 2023

Overview and Scrutiny Committee – 23 January 2023

Southern Area Planning Committee – 31 January 2023

Northern Area Planning Committee – 16 February 2023

Southern Area Planning Committee – 21 February 2023

Cabinet – 22 February 2023

To adopt Recommendations from the following:

Cabinet – 22 February 2023

Capital Strategy Update 2022/23 to 2027/28

Resolved:

That the Capital Strategy 2022/23 to 2027/28 be approved.

Treasury Management Statement

Resolved:

1.  That the Treasury Management Strategy Statement and the Annual Investment Strategy for 2023/24, as set out in the report, be approved.

2.  That the Minimum Revenue Provision (MRP) policy, as shown in paragraph 3.5 in the report, be approved.

3.  That the Prudential Indicators, as set out in Annex 1 to the report, be approved.

Capital Programme Update 2022/23 to 2024/25

Recommended:

That the revised estimates and financing for the 2022/23 to 2024/25 Capital Programme as shown in the Annex to the report, be approved.

Revenue Budget and Council Tax Proposals 2022/23

The Finance and Resources Portfolio Holder introduced the item by delivering her annual budget speech. A balanced budget has been

achieved, no front line services have been cut and the proposed

Council Tax increase was below the rate of inflation.

As required by law, the Head of Legal and Democratic Services

took the vote on the original motion, Councillors voted as follows:

Resolved:

1.  That the Forecast for 2023/24, as set out in Column 3 of Annex 1 to the report, be noted.

2.  That the Income Generation Proposals, Savings Options and Revenue Pressures, as set out in Annexes 2 – 4 of the report, be approved.

3.  That the transfers to or from reserves, as detailed in paragraph 4.35 in the report, be approved.

4.  That subject to recommendations 2 and 3 above and taking due regard of the Head of Finance and Revenues’ comments in Annex 8 to the report, the budget for 2023/24, as set out in Column 6 of Annex 1 to the report, be approved.

5.  That subject to recommendations 2, 3 and 4 above, the revenue estimates for each Service, contained in Annex 7 to the report, be approved.

6.  That a Council Tax Requirement for 2023/24 of £10,585,319 be approved.

7.  That a Special Expenses Levy of £343,667 be made in respect of the area of Andover to cover the cost of providing burial grounds, sports grounds and playgrounds, as set out in Annex 9, to the report.

8.  That a general precept of £8,258,235 be levied for the year 2023/24.

9.  That the Medium Term Forecast, contained in Annex 6 to the report, be noted.

10.  That a Band D Council Tax excluding Parishes and Special Expenses of £158.91 in 2023/24 be approved.

The Finance and Resources Portfolio Holder presented details of the Council Tax for 2023/24.

The Worshipful the Mayor reminded Councillors that a recorded vote was required on this item. The Head of Legal and Democratic Services took the vote, Members voted as follows:

Resolved:

1.  That approval is noted of the revised revenue forecast for the year 2022/2023 and the revenue estimates for the year 2023/2024, together with the revised capital programme for the year 2022/2023 and the capital programme for the year 2023/2024.

2.  That for the purposes of Section 35(2) (d) of the Local Government Finance Act 1992, as amended (the Act), the sum of £343,667, being the aggregate sum of expenses in relation to burial grounds, sports grounds and playgrounds incurred by the Council in performing in the parish of Andover the functions not performed by the Town Council, shall be treated as Special Expenses and any expenditure other than the £343,667 herein specified shall be treated as general expenses.  The Special Expenses sum equates to an amount of £19.70 per Band D Council Tax.

3.  That it be noted that the Head of Finance & Revenues has calculated the Council Tax Base for 2023/2024 for the whole Borough area as 51,968 (Item T in the formula in Section 31B(1) of the Act) and, in those parts of its area to which a Parish/Town precept relates, as per the table below:

4.  That the following amounts be now calculated by the Council for the year 2023/2024 in accordance with Sections 31, 34 and 35 of the Act and subsequent regulations:

4(a)  £121,113,944  being the aggregate of the amounts which the Council estimates for the items set out in Section 31A(2) of the Act taking into account all precepts issued to it by Parish/Town Councils.

4(b)  £110,528,625  being the aggregate of the amounts which the Council estimates for the items set out in Section 31A(3) of the Act.

4(c)  £10,585,319  being the amount by which the aggregate at 4(a) above exceeds the aggregate at 4(b) above, calculated by the Council in accordance with Section 31A(4) of the Act as its Council Tax requirement for the year (Item R in the formula in Section 31B(1) of the Act).

4(d)  £203.69  being the amount at 4(c) above (Item R), divided by 3 above (Item T), calculated by the Council in accordance with Section 31B of the Act, as the basic amount of its Council Tax for the year (including Parish/Town precepts).

4(e)  £2,327,084  being the aggregate amount of all special items (the amount at 2 above and Parish/Town precepts) referred to in Section 35(1) of the Act.

4(f)  £158.91  being the amount at 4(d) above less the result given by dividing the amount at 4(e) above by 3 above (Item T), calculated by the Council, in accordance with Section 34(2) of the Act, as the basic amount of its Council Tax for the year for dwellings in those parts of its area to which no Parish/Town precept relates.

4(g)  Part of the Council’s area:

being the amounts given by adding to the amount at 4(f) above, the amounts of the special item or items relating to dwellings in those parts of the Council's area mentioned above divided in each case by the Council Tax Base for that part of the Council's area, calculated by the Council in accordance with Section 34(3) of the Act as the basic amounts of its Council Tax for the year for dwellings in those parts of its area to which one or more special items relate.

4(h)  Part of the Council’s area:

Valuation Bands

being the amounts given by multiplying the amounts at 4(g) above by the number which, in the proportion set out in Section 5(1) of the Act, is applicable to dwellings listed in a particular valuation band divided by the number which, in that proportion,

is applicable to dwellings listed in valuation band D, calculated by the Council in accordance with Section 36(1) of the Act as the amounts to be taken into account for the year in respect of categories of dwellings listed in different valuation bands.

5.  That in accordance with Section 52ZB of the Act, the Council's basic amount of Council Tax for the year 2023/2024 is not excessive.

6.  That the following details in respect of precept authorities are noted. These figures are based on anticipated budget amounts that will be approved by the various preceptors between the publication of this agenda and the Council meeting. Any changes to the figures below will be reported accordingly.

6(a)  For the year 2023/2024, the Hampshire County Council have stated the following amounts in precepts issued to the Council, in accordance with the requirements of the Act, for each of the categories of dwellings shown below:

Valuation Bands

6(b)  For the year 2023/2024, the Police and Crime Commissioner for Hampshire has stated the following amounts in precepts issued to the Council, in accordance with the requirements of the Act, for each of the categories of dwellings shown below:

Valuation Bands

6(c)  For the year 2023/2024, the Hampshire and Isle of Wight Fire and Rescue Authority have stated the following amounts in precepts issued to the Council, in accordance with the requirements of the Act, for each of the categories of dwellings shown below:

Valuation Bands

7.  That having calculated the aggregate in each case of the amounts at 4(h) and 6(a), 6(b) and 6(c) above, the Council, in accordance with the requirements of the Act, hereby sets the following amounts as the amounts of Council Tax for each of its areas for the year 2023/2024 for each of the categories of dwellings shown below:

  Valuation Bands

Councillor Gwynne asked a question in relation to report of the Capital Strategy Update 2022/23 – 2027/28. Councillor Gwynne asked whether consideration of decarbonisation of Council buildings other than  Bourne House had been considered and whether resource should be built into the existing Asset Management Plan for any works identified.

Councillor North replied that Bourne House had met with the specific criteria required in order to apply to the Public Sector Decarbonisation Scheme. As part of the Climate Emergency Action Plan the other Council facilities would be kept under review with energy efficiency measures being considered on a case by case basis. The Council would continue to seek measures to reduce its carbon emissions.

Councillor Celia Dowden asked a question in relation to report of the Capital Strategy Update 2022/23 – 2027/28. Councillor Celia Dowden asked for clarification on the use of the term near future in reference to market value of land and buildings.

Councillor Flood responded that a review of land values would be presented to the Audit Committee at its next meeting in March. The term near future was difficult to define but was likely to be indicative of the next 5-10 years.

Councillor Gidley asked the Democracy and Governance Portfolio Holder “if he would provide an update on progress with the broadcasting of council meetings?”

Councillor Jeffrey thanks Councillor Gidley for her question and responded that the Member and Community Development Group met in November and considered a range of information in relation to broadcasting of democratic meetings, in particular the unique set of circumstances and challenges associated with the provision of a system across the range of sites used by the Council to hold public meetings. The Group had agreed a set of principles on which proceeding with further investigation could be based.

Further investigation of the site and meetings requirements had been undertaken to understand the functionality the Council requires from a broadcasting system.

Work began at the start of February to seek feedback and details of system specifications from suppliers with a response date of 1 March 2023. Once responses had been reviewed an update will be provided to the Member and Community Development Group as soon as possible on the outcomes and proposed next steps.

Councillor Gidley asked a supplementary question to express her disappointment in not being further ahead with the work being undertaken and asked for clarification on timescale for the next steps?

Councillor Jeffrey responded that responses from potential suppliers were expected back on 1 March and that an update would be provided to Members following this. There was no current set date for when a broadcasting system would be in place.

Consideration was given to a report of the Leader which set out the Pay Policy Statement for 2023/24. The Council was required in accordance with section 38 of the Localism Act 2011 to prepare and publish an annual Pay Policy Statement.

As a minimum, the pay policy statement must set out the Council’s policies for the financial year relating to:

·  The remuneration of its chief officers

·  The remuneration of its lowest paid employees

·  The relationship between the remuneration of its chief officers and the remuneration of its employees who are not chief officers

The Pay Policy Statement attached as an annex to the report assembled the  required statutory information from the Council’s existing policies and presented them as a single document to meet the requirements of the Localism Act.

Resolved:

That the Pay Policy Statement, attached at the Annex to the report, be approved.

Consideration was given to a report of the leader which outlined the implications of the Council’s unsuccessful Levelling Up Fund (LUF) bid and recommended the next steps for delivery of the Andover masterplan.

The fact that the Council was not successful in securing the LUF funding was disappointing however, the Council was in a good position to start to deliver the initial projects along Western Avenue and the River Anton.

Prioritising the funding of this project would create a linear riverside park that would transform perceptions of the town as a place to live and invest. The scheme would have a positive impact on the ability to bring subsequent development phases to investors and developers with confidence.

Resolved:

That the funding as set out in section 8 of the report be approved to support the delivery of the Western Avenue/ River Anton priority area as identified in the Andover Masterplan. 

Consideration was given to a report of the Planning Portfolio Holder which considered proposals to purchase further nitrate mitigation credits which would provide the Council with a mechanism to continue to actively support future planning applications in satisfying the Habitat Regulations in relation to nitrate neutrality.

In April and September 2021 Council agreed to the purchase two tranches of 250 credits, a total of 500 credits. These credits had now been exhausted and therefore it was recommended that further credits be purchased to allow for planning permission to be granted and accommodation built.

Resolved:

1.  That the purchase of 100 nitrate credits from an appropriate mitigation scheme, for the sum set out at paragraph 8.1 of this report is approved.

2.  That authority is delegated to the Head of Planning and Building in consultation with the Heads of Planning Policy and Economic Development, Finance and Revenues, Legal and Democratic Services and the Planning & Building and Finance & Resources Portfolio Holders to:

a.  purchase up to an additional 400 credits from an appropriate scheme/s at appropriate times and in appropriate quantities subject to the financial limitation set out in paragraph 8.4 of this report.

b.  enter into appropriate Agreement/s to secure the purchase of the credits and delivery of the nitrate mitigation referred to in paragraphs 1 and 2a. of this recommendation.

3.  That the amounts described in paragraph 8 of this report for the purpose of purchasing nitrate credits be added to the Capital Programme as necessary.

4.  That the Nutrient Neutrality – Off Site Mitigation Contributions Framework (2021) be amended to introduce a deposit scheme as outlined in paragraph 6.1.11.

Consideration was given to a report of the Planning Portfolio Holder which presented the outcomes from a review of the Area Planning Committee arrangements which had been in place since a change in the structure approved at Council on 10 April 2019.

A full and comprehensive review of the committee structure and practice had been undertaken with all Members being invited to contribute their views about the structure with overall, a significant majority supportive of the present arrangements.

Resolved:

That the retention of the current committee structure comprising the Northern Area Planning Committee and Southern Area Planning Committee be approved.

Consideration was given to a report of the Democracy and Governance Portfolio Holder which set out the proposed Council Calendar of meetings for 2023/2024.

Resolved:

That the Calendar of Meetings for the municipal year 2023/2024, as set out in the Annex to the report, be approved.

There were no motions to consider.

Resolved:

That, pursuant to Section 100(A) of the Local Government Act 1972, the public be excluded from the meeting during consideration of the following reports on the grounds that it involves the likely disclosure of exempt information as defined in the following Paragraphs of Part 1 of Schedule 12A of the Act, as amended, indicated below. The public interest in maintaining the exemption outweighs the Public interest in disclosing the information for the reason given below:

Property Matters  Paragraph 3

It is considered that this report contains exempt information within the meaning of paragraph 3 of Schedule 12A of the Local Government Act 1972, as amended.  It is further considered that the public interest in maintaining the exemption outweighs the public interest in disclosing the information because the report and annexes necessarily disclose commercially sensitive financial and commercial information, relating to the Council and other third parties.