Agenda and minutes

Venue: Council Chamber

Contact: Helen Vincent 

Items
No. Item

50.

SUSPENSION OF STANDING ORDERS

The Chairman to seek Council agreement to suspend Standing Order, 9.3 (Show of Hands for Voting), 22.1 (Standing to Speak) and 22.2 (Chairman Standing).

Minutes:

It was unanimously agreed to suspend Standing Orders 9.3 (Show of Hands for Voting, 22.1 (Standing to Speak) and 22.2 (Chairman Standing).

51.

MINUTES OF PREVIOUS MEETING pdf icon PDF 219 KB

To confirm the Minutes of the Council Meeting held on 24 September 2020.

Minutes:

The Minutes of the Meeting held on 24 September 2020 were confirmed and signed as a correct record.

52.

APOLOGIES FOR ABSENCE

To receive any apologies for absence from Members*.

 

*Note: Members are asked to email Committee services in advance of the meeting as soon as they become aware they will be absent.

Minutes:

Apologies had been received from Councillor Davies.

53.

DECLARATIONS OF INTEREST

To declare disposable pecuniary, and any other interests*.

 

*Note: Members are asked to email Committee Services in advance of the meeting as soon as they become aware they may have an interest to declare.

Minutes:

No declarations were made.

54.

COUNCIL PROCEDURE RULE 12 - QUESTIONS BY THE PUBLIC pdf icon PDF 133 KB

To receive any questions from members of the public submitted pursuant to Council Procedure Rule 12.

 

Note:  The text of any questions under Council Procedure Rule 12 must be given to the Chief Executive (email committeeservices@hart.gov.uk) not later than noon on Friday, 20 November 2020.

Minutes:

A question had been received from Mr Steve Forster, details of which are set out in Appendix A attached to these Minutes.

55.

COUNCIL PROCEDURE RULE 14 - QUESTIONS BY MEMBERS

To receive any questions from Members submitted pursuant to Council Procedure Rule 14.

 

Note: The text of any question under the Council Procedure Rule 14.3 must be given to the Chief Executive not later than 5.00pm on Monday, 23 November 2020.

 

The text of any question under Council Procedure Rule 14.4 must be submitted to the Chief Executive before 10.00am on Thursday, 26 November 2020.

Minutes:

Questions put by Councillors are detailed in Appendix A attached to these Minutes.

56.

CHAIRMAN'S ANNOUNCEMENTS

Minutes:

Following the announcement today that Hart are in Tier 2 (Covid response measures) the Chairman took the opportunity to wish everyone a happy Christmas.

57.

CABINET MEMBERS' ANNOUNCEMENTS

Minutes:

The Leader of the Council, Councillor Neighbour, announced:

 

Business rates schemes – there are two schemes, the Closure scheme which covers the second lockdown and the Discretionary scheme. We have had 207 applications for the Closure scheme, of which the first 78 were paid this morning and another 32 will be paid on Monday, the final hundred or so are in the process of being paid. The Discretionary scheme opened Monday and to date we have had 44 applications. The first tranche closes 6 December with payments made soon after that, and the last payment will be on 22 December, ensuring that recipients will receive their money before Christmas.

 

The Cabinet Member for Finance and Corporate Services, Councillor Radley, reported:

 

Following successful recruitment, Hart Community Safety has now been complete and fully functioning since the start of November. Efforts have been concentrated on sharing contacts for the team, and what they can support with, as far as possible across the community including Councillors, Town & Parish Council Clerks, schools, Neighbourhood Watches and local Neighbourhood Policing Teams (NPT). Responses to the team have been very positive so far and some great connections have been made.

 

A couple of local Anti-social behaviour issues have already been tackled:

·           Edenbrook Country Park and bike track issues are being looked at in partnership with Hart Countryside services

·           Youth nuisance noise in Yateley has prompted visits to residents to assess the situation and has been alerted to the detached youth workers of Vision 4 Youth to address whilst out and about

·           ASB caused by vehicle nuisance on the Blackbushe Industrial Estate is also being looked at with the local NPT with Community Safety leading on evidence gathering for Police to serve section 59 notices where possible. Contact has also been established with the landowner to request measures be taken to prevent the site being used as a racetrack e.g., the installation of rubber humps or similar

 

Feedback was provided last week to the Office of the Police and Crime Commissioner for their latest Bid Funding round and projects providing support across the Hart area addressing the Community Safety Partnership priorities were supported.

 

Safeguarding continues to be handled by Community Safety and there have been three referrals since taking the service back in house.

 

The Cabinet Member for Digital, Councillor Ambler, announced

 

We are now close to the rollout of modern.gov to members. This is a cloud-based app that provides secure access for Members to view and annotate the latest documents along with automatic download of agendas, reports, decisions and meeting minutes.

 

The package provides for full meeting management, from production and publication of agendas and minutes to register of interests, all in one platform.  The plan is to have a ‘soft launch’ involving a small group of Members. Those of you involved will already have received an invitation from Steve Bennett to a training session. Following those sessions your feedback will be used to structure training for all Members prior to a full rollout  ...  view the full minutes text for item 57.

58.

CHIEF EXECUTIVE'S REPORTS

Minutes:

The Joint Chief Executives’ reported that it had been announced we are in Tier 2 in terms of Covid controls and an email had been sent to all Councillors earlier with the details.  Many of the areas of work have been referenced by the Portfolio Holders, demonstrating the approach is touching all parts of the Organisation.  Included in the Council’s work are:

 

           Social isolation payments to support residents who have to socially isolate and are on Universal Credit, and who cannot work from home. Information is available on the Hart website

           Supporting the Track and Trace system that will be going live with the County next week

           Grant funding support from the Hart economic development team for businesses to enable them to access grant funding from the LEP, Government or elsewhere

           Council offices car park is a regular site for mobile testing unit

           The hardship fund - for those residents who may be really struggling

           Identifying vaccination sites within Hart and the roll out of broader testing across the communities in the district.

59.

MINUTES OF COMMITTEES

The Minutes of the following Committees, which met on the dates shown, are submitted.

 

In accordance with Council Procedure Rule 14.1, Members are allowed to put questions at Council without Notice in respect of any matters in the Minutes to the Leader of the Council or any Chairman of the relevant meeting at the time those Minutes are received by Council.

 

 

Meeting

Date

Page

Numbers

For Decision

Overview and Scrutiny

15 September 2020

11-13

 

Overview and Scrutiny (draft)

20 October 2020

14-16

 

Audit (Draft)

27 October 2020

4-6

 

Cabinet

1 October 2020

15-22

 

Cabinet (draft)

5 November 2020

23-25

Minute 56 – Revised Financial Regulations

Minute 57 – Revised Draft update to Contract Standing Orders

Licensing (draft)

3 November 2020

 

 

Standards

13 August 2020

1

 

Standards (draft)

3 November 2020

2-4

Minute 4 – Members’ Code of Conduct Update (see item 12 below)

Minute 5 – Guidance on the Code of Conduct – Public Interest Test (see item 13 below)

Planning

14 October 2020

13-14

 

Planning (draft)

11 November 2020

15-17

 

 

Minutes:

The Minutes of the following Committees, which met on the dates shown, were submitted.

 

Meeting

Date

 

 

Overview and Scrutiny

 

15 September 2020

No questions asked

 

 

 

Overview and Scrutiny (draft)

 

20 October 2020

No questions asked

 

 

 

Audit (Draft)

 

27 October 2020

No questions asked

 

 

 

Cabinet

 

1 October 2020

No questions asked

 

 

 

Cabinet (draft)

 

5 November 2020

No questions asked.

 

Minute 56 – Revised Financial Regulations

 

Councillor Neighbour, seconded by Councillor Radley, put the recommendation.

 

DECISION

 

That the revised Financial Regulations be adopted. [DP1] 

 

Minute 57 – Revised Draft update to Contract Standing Orders

 

Councillor Neighbour, seconded by Councillor Radley, put the recommendation.

 

DECISION

 

That the updated Contract Standing Orders be adopted.

 

 

Licensing (draft)

 

3 November 2020

No questions asked.

 

 

 

Standards

 

13 August 2020

No questions asked.

 

 

 

Standards (draft)

 

3 November 2020

No questions asked.

 

Minute 4 – Members’ Code of Conduct Update (see item 12 below)

 

Minute 5 – Guidance on the Code of Conduct – Public Interest Test (see item 13 below)

 

 

Planning

 

14 October 2020

No questions asked.

 

 

 

Planning (draft)

 

11 November 2020

No questions asked.

 

 


 [DP1]!!!!!! 

60.

PROCEDURE TO BE FOLLOWED IN EVENT OF A GRIEVANCE AGAINST A MEMBER OF THE COUNCIL pdf icon PDF 255 KB

To present for consideration an updated procedure to be followed in event of a grievance against a Member of the Council.

Minutes:

Members considered an updated procedure to be followed in event of a grievance against a Member of the Council.

 

Members sought assurance that the Monitoring Officer was comfortable with regard to the accumulation of minor transgressions, and that he would be able to act fairly and consistently, and were advised that the role of the Independent Person appointed by the Council under Section 28 of the Localism Act as a check and balance would act as a control on a number of issues and remain within the boundaries.

 

DECISION

 

That the procedure to be followed in the event of a grievance against a member of the Council be adopted.

61.

MEMBERS' CODE OF CONDUCT - UPDATE pdf icon PDF 274 KB

To consider the recommendations of the Standards Committee (Minute No 4) that minor adjustments be made to the Hart District Council Members Code of Conduct (update with tracked changes attached as Appendix 1).

Additional documents:

Minutes:

Council considered the recommendations of the Standards Committee (Minute No 4) that adjustments be made to the Hart District Council Members Code of Conduct.  The Monitoring Officer stressed that the updated document was not about stopping freedom of speech, but about civility, and the manner and way things were done in an open and transparent way. 

 

Members discussed issues around confidentiality and the treatment of items of an exempt nature, and the need to reflect in the terms of reference of working parties etc how confidential items would be clearly highlighted to all parties, by Officers and Councillors. 

 

A further question was raised about the implications of the Local Government Association (LGA) consultation on a possible revised model Code of conduct.  It was clarified that if there were substantial differences between the LGA recommended model Code and the Hart Code then the matter may be referred to the Standards Committee and brought back to Members for review if necessary.  Members were also assured that sufficient safeguards were in place to ensure that allegations of harassment would be properly scrutinised with the involvement of the Independent Persons appointed under Section 28 of the Localism Act.

 

DECISION

 

That the adjusted Hart District Council Members’ Code Of Conduct be agreed.


62.

GUIDANCE ON THE CODE OF CONDUCT - PUBLIC INTEREST TEST pdf icon PDF 132 KB

To consider the recommendation from Standards Committee (Minute No 5) that the public interest test, as set out in Appendix 1, for the assessment of allegations that there has been a Breach of the Code of Conduct, be adopted.

Minutes:

Council considered the recommendation from Standards Committee (Minute No 5) that the public interest test for the assessment of allegations that there had been a Breach of the Code of Conduct, be adopted.

 

DECISION

 

A.        The public interest test as set out in Appendix 1 be used in the consideration of allegations that a member has broken the Code of Conduct; and

 

B.        The Hart Code of Conduct Arrangements for Dealing with Allegations be amended to include:

 

           Public interest – Any decision whether to investigate allegations that the Code of Conduct has been broken will be a proportionate response to the issues raised and expected outcomes will take into account the wider public interests and the cost of undertaking an investigation. Complaints will only be investigated where the allegations are reasonably considered to be serious matters and follow the public interest tests as set out in Appendix 1).

 

           Alternative course of action – a complaint will only be investigated where there is no other action which could be taken which would achieve an appropriate outcome in the circumstances of the case. 

63.

OUTSIDE BODIES - FEEDBACK FROM MEMBERS

To receive any updates from Members who are representatives of the Council on an Outside Body.

Minutes:

Councillor Quarterman reported that the Blackwater Valley Advisory Committee on Public Transport had resumed meetings in a virtual capacity, with a meeting on 21 October 2020.  Responsibility for chairing meetings rotated around the Councils involved, and for the current Council year it was Hart's turn to chair, so he would be chairing these meetings for the remainder of the Council year.  The next meeting is scheduled for Wednesday 20 January 2021.