Agenda and minutes

Venue: Council Chamber

Contact: Committee Services 

Items
No. Item

35.

PRESENTATION TO FORMER COUNCILLOR SIMON AMBLER

Minutes:

A cheque for £10,464.48 was presented to former Councillor Simon Ambler, representing monies he raised during his 2021/22 tenure as Chairman. The money will be split between Hart and Rushmoor Young Carers Charity and 1st Crookham Scouts. Representatives of both organisations were also present.

36.

MINUTES OF PREVIOUS MEETING pdf icon PDF 124 KB

To confirm the Minutes of the Council Meeting held on 29th September 2022.

Minutes:

Matters Arising from Minutes of 29th September 2022.

 

Councillor Forster was given the opportunity to ask supplementary questions to the original questions that were answered in writing from the previous meeting of Council in September.

 

Councillor Forster accepted this opportunity and raised a question about CCTV availability.

 

The supplementary  question was answered by Councillor Bailey, who confirmed that he did not recognise the point made by Councillor Forster and went on to assured the meeting that Hart District Council took matters of community safety very seriously.

 

Councillor Forster also accepted the opportunity to ask a supplementary question on the issue of utilisation of the car parks. He asked, given the utilisation of the Fleet car parks whether the Portfolio holder would once again consider the matter of a period of free parking. He also asked whether the Portfolio holder would acknowledge the poor choice in the current parking machines was also a factor in their underutilisation.

 

The question was answered by Councillor Oliver who stated that he was not going to revisit the question of free parking and that the choice of the machines had not been his; but according to the date of the  purchase order they had been procured at the time when former Councillor Morris and Councillor Forster himself were the relevant Portfolio Holders.

 

The Minutes of the meeting of 29th September 2022 were confirmed and signed as a correct record.

37.

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 were received from

 

Councillor T Collins

Councillor S Kinnell

Councillor R Lamb

Councillor T Southern

38.

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 made.

 

39.

URGENT ACTION: CONFIRMATION OF APPOINTMENT OF HEAD OF PAID SERVICES AND MONITORING OFFICER

Confirmation of urgent action taken by the Chairman and Leader of the Council regarding the appointments to the statutory roles of:

 

·       Head of Paid Services - Mr Daryl Phillips (with no change to Mr Phillips’s current duties as Returning Officer and Electoral Registration Officer).

·       Monitoring Officer - Ms Stephanie Baker (in addition to her current duties as Development Management and Building Control Manager) which took effect from Monday 24th October 2022.

Minutes:

Councillors were asked to note recent appointments to the positions of Head of Paid Services and Monitoring Officer within Hart District Council.

·         Head of Paid Services – Mr Daryl Philips (with no change to Mr Philips’ current duties as Returning Officer and Electoral Registration Officer).

·         Monitoring Officer – Ms Stephanie Baker (in addition to her current duties as Development Management and Building Control Manager) which took effect from Monday 24th October 2022.

40.

COUNCIL PROCEDURE RULE 12 - QUESTIONS BY THE PUBLIC pdf icon PDF 102 KB

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

 

Note:  The text of any question under Council Procedure Rule 12 must be given to the Chief Executive (email committeeservices@hart.gov.uk) no later than Noon on Friday, 18th November 2022.

Minutes:

Questions had been received from Mr T Smart and Mr D Turver, detailed in Appendix A.

41.

COUNCIL PROCEDURE RULE 14 - QUESTIONS BY MEMBERS pdf icon PDF 52 KB

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 (email committeeservices@hart.gov.uk) not later than 5.00pm on Monday 21st November 2022.

 

The text of any question under Council Procedure Rule 14.4 must be submitted to the Chief Executive before 10.00am on Thursday 24th November 2022.

Minutes:

 

A questions had been received from Councillor Dr A Crampton detailed in Appendix B.

42.

MINUTES OF COMMITTEES pdf icon PDF 100 KB

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

Cabinet

6th October 2022

11-15

 

Cabinet (draft)

3rd November 2022

16-21

 

Overview & Scrutiny

27th September 2022

22-25

 

Overview & Scrutiny (draft)

8th November 2022

26-29

 

Audit (draft)

25th October 2022

30-34

Item 12

Licensing (draft)

4th October 2022

35-36

 

Planning

21st September 2022

37-43

 

Planning Enforcement Sub Committee (draft)

17th October 2022

44-47

 

Planning (draft)

19th October 2022

48-51

 

Staffing

20th October 2022

52-54

 

 

 

 

 

 

Additional documents:

Minutes:

The Minutes of the following Committees, which met on the dates shown, were received by Council.

 

Meeting  

Date 

Cabinet 

6 October 22? 

Cabinet (draft) 

3 November 22? 

Overview & Scrutiny 

27 September 22? 

Overview & Scrutiny (draft) 

8 November 22? 

Audit (draft) 

25 October 22? 

Licensing (draft) 

4 October 22? 

Planning (draft) 

21 September 22? 

Planning Enforcement Sub Committee (draft)? 

17 October 22? 

Planning (draft)? 

19 October 22? 

Staffing (draft) 

20 October 22? 

 

There were no questions on the minutes.

43.

CHAIRMAN'S ANNOUNCEMENTS

Minutes:

 

The Chairman commented on some of the events she had attended during the last 2 months which included;

 

6 Oct:? Lord Mayor of Portsmouth - Civic Heads Dinner 

9 Oct:? Mayor of Winchester - Law Sunday 

12 Oct: Lord Mayor of Southampton - Civic Day 

14 Oct: Opening of Yateley United FC Community Centre 

18 Oct: The Lord-Lieutenant and SE Reserves Forces Cadets Association Awards Ceremony 

23 Oct: Lord Mayor of Southampton Civic Service 

25 Oct: University Centre, Farnborough - Graduation Ceremony 

29 Oct: Official opening of Cake Box in Blackwater 

29 Oct: Pelly Concert Orchestra 

30 Oct: Eastleigh Borough Council Festival of Remembrance 

4 Nov:? Re-opening of Frogmore Daycare and Wellbeing Centre 

6 Nov:? Chairman of Hart Council's Civic Service 

9 Nov:? Chairman of New Forest Civic Day 

10 Nov: Farnborough College of Technology - Councillors meal 

11 Nov: Act of Remembrance - 2-minute silence 

12 Nov: Opening of new George Wing at The Old Raven House in Hook 

13 Nov: Remembrance Sunday Service at Gally Hill Road War Memorial -?Vice Chairman, Cllr Wildsmith, attended on behalf of the Chairman 

13 Nov: Fleet Remembrance Sunday Service and Parade? 

 

 

The Chairman updated the meeting on her charitable work. She informed the meeting she had raised £200 at the Civic Service and she hoped to be organising more events in the Spring.

 

She told the meeting that a venue had been found for the Duke of Edinburgh meetings.

 

The meeting was asked to save dates in their diaries for Hart Civic day, 21st March 2023 and for 20th April 2023 which would be a celebration dinner for Councillors.

44.

CABINET MEMBERS' ANNOUNCEMENTS

Minutes:

The Leader of the Council

 

Informed the meeting that

 

The site inspection has taken place and the Solar panels should be in place on the Council Offices by Christmas.

 

The Leaders from both Hart and Rushmoor had attended a meeting to discuss progress the opportunity to enter into joint service provision. The meeting was informed that unfortunately the plans are progressing more slowly than was hoped for.

 

The Portfolio Holder for Finance

 

Confirmed to the meeting that the new S151 officer Mr Graeme Clark, was now in role and was working with the finance team to produce the 2023/24 budget.

 

The Portfolio Holder for Digital and Communications

 

Updated the meeting on the redevelopment of the website. In preparation for the beta launch in February. The content of the website and the forms within it have been updated to meet plain English and Accessibility standards. Following the Beta launch members will have the opportunity to comment on the website before it goes live in March 2023.

 

The meeting was informed that the website project was currently on schedule and on budget.

 

 

Cabinet Member for Community Services

 

Made the following statement:-

 

Last week we had our annual Rough Sleepers Count – this is an estimate based on reports across the district from a network of agencies, coordinated through our Housing Team. The results have to be verified officially at national level, but we anticipate reporting a zero this year (last year it was 1)

 

This month we have launched more features to our Housing Register portal, giving improved accessibility to residents who are looking to access local homes. The team have launched a property availability alert – letting applicants know when they have a likely match for the time of home they are seeking.  The team are now testing “Alexa” , and plan to launch this in the next month – giving even simpler access to viewing homes and placing bids.

 

The Community service team have been collecting for Hart Foodbank and the food will be dropped off at the Foodbank on Monday, ready to be prepared into Christmas Hampers.

 

Finally,  Louise Lyons our Private Sector Housing Manager is leaving the council after 28 years service. Louise  has led the team who help our most vulnerable and older residents  - getting disabled facilities grants in place, to enable adaptations so people can stay in their homes.  Wish Louise all the best as she takes some time out with her family.

 

The Portfolio Holder for Place

 

Made the following statement:-

 

As Members are aware, we, along with Hampshire County Council, have commissioned Sustrans to produce a Local Cycling and Walking Infrastructure Plan (LCWIP) for the District.

 

An LCWIP is a strategic plan which identifies a walking and cycling network with recommendations made for infrastructure improvements and priorities for future investment. To inform the development of Hart’s LCWIP, we will be hosting an online engagement workshop for members and other stakeholders who are directly involved with or have an interest in  ...  view the full minutes text for item 44.

45.

CHIEF EXECUTIVE'S REPORTS

Minutes:

The Chief Executive reported that the new S151 officer, Mr Graeme Clark, had settled into the management team well. He explained to the meeting that the recent major upheavals in management at the Council had meant that the Council was going through a period of adjustment and he asked the Members to make allowances during this period. It was stated that there was a certain amount of team building to do, however, should members have any issues they were welcome to bring them either to the CEO or the S151 officer.

46.

POLLING DISTRICT AND POLLING PLACE REVIEW – HOOK AND YATELEY WEST pdf icon PDF 78 KB

The report sets out a proposal to create two new polling districts in the Hook Ward, with a new polling place being allocated.

 

The report also sets out details of the proposed new polling place for the Yateley West Ward.

 

RECOMMENDATION

A. The Hook ward be split into three polling districts: Rotherwick, Hook East and Hook West.

B. The 3rd Bramshill Scout Lodge, Monteagle Lane be designated as the polling place for the Tudor and Vigo (YT) polling district.

 

 

Additional documents:

Minutes:

The Council was asked to approve the proposal to create a new polling district in the Hook Ward, with a new polling place being allocated. The report also sets out details of the proposed new polling place for the Yateley West Ward.

 

A query was raised as to how people would be informed of this change. It was explained that the change would go out in the polling packs, however there would also be a mail shot and posts on Social Media. It was suggested that candidates should also highlight the change when they were canvasing, This was seen as an excellent idea.

 

Decision

 

·         That Hook Ward be split into three polling districts: Rotherwick, Hook East and Hook West.  

·         That the 3rd Bramshill Scout Lodge, Monteagle Lane be designated as the polling place for the Tudor and Vigo (YT) polling district 

47.

INDEPENDENT MEMBERS OF AUDIT COMMITTEE

The Audit Committee had considered the appointment of two independent members of its Committee and were bringing to Council the following recommendations:

 

RECOMMENDATION

 

1.    The Audit Committee recommends to Council that it approves the appointment of two non-voting independent persons to the Audit Committee.  This will be for a period of 3 years, commencing 1st March 2023.

 

2.    The Committee further recommends to Council the constitution should be updated to include for the appointment of no more than two independent co-opted persons to the Audit Committee.

 

3.    It is also recommended to Council approval is given to the payment of an allowance to the independent persons of the Audit Committee

Minutes:

This Item was Withdrawn  

48.

OUTSIDE BODIES - FEEDBACK FROM MEMBERS

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

Minutes:

Councillor Dorn gave an update from the recent Farnborough AIrport Consultative Committee (FACC) meeting. The meeting was updated on items that had been discussed including public safety zones and 3rd party risk contours, the success of the International Airshow and the Airport’s roadmap to net zero. The meeting’s attention was brought to some online briefing on the Airspace Modernisation Strategy.

 

Councillor Quarterman gave an update on the Blackbushe Airport Consultative Committee October meeting. The meeting was informed that the Airport was recovering well post Covid. It was explained that the Airport had purchased some land in Yateley and was hoping to do a land swap, to give the residents a Yateley some more Common Land that was easily accessible and to allow the Airport to develop the land adjacent to it.

 

Councillor Crampton read a report from Councillor Southern regarding the November meeting of the Basingstoke Canal Authority. The main issue related to the shortage of water currently in the canal. This shortage was affecting not only water-born activities but also funding available to the authority. The meeting was told that it is hoped that the new South East Water pipeline will stop all extractions from the Greywell aquifer and then this water can be diverted in to the canal which will raise its levels.

 

Councillor Bailey told the meeting that he had attended the Hampshire and Isle of Wight Crime Panel and was happy to tell the meeting of the appointment of Scott Chilton to the position of Chief Constable.

 

Councillor Makepeace Browne asked for a copy of the table showing who the representatives on the various Outside Bodies to be circulated.