Agenda and minutes

At the request of the Chairman, a presentation from Sarah Clements, Mustard Seed Autism

Sarah Clements from Mustard Seed Autism gave a presentation on the work of the organisation.

• Charity registered in 2012 and has 2 full time and 3 part time staff with 20 volunteers
• Work with whole family as well as the child and siblings
• Currently working with 3-11 year olds – parental referrals only
• 120 families per year directly supported; another 150 supported through advice line
• 50% of funding comes from grants, rest from donations

Members asked:

• Whether the organisation had a membership scheme and used gift aid
• Whether the whole of Hart was covered
• Why the organisation was called Mustard Seed
• Whether the organisation worked with Autism Friendly Fleet

Whether Mustard Seed helped families with their gaining of a diagnosis of autism

To confirm the Minutes of the Council Meeting held on 26^th January 2023.

The Minutes of the meeting of 26 January 2023 were confirmed and signed as a correct record.

Proposed by:  Cllr Neighbour; Seconded by Cllr Farmer

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.

Apologies were received from Cllrs Butcher, Crampton, Wildsmith and Woods. 

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.

Cllr Farmer declared a non-pecuniary interest in Agenda Item 11 as he was Chairman of Hart Swimming Club, which hired facilities at the leisure centre.

Cllr Forster declared a non-pecuniary interest as a Hampshire County Councillor

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, xxxxxxx

There had been no questions received from members of the public.

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 xxxxxx

The text of any question under Council Procedure Rule 14.4 must be submitted to the Chief Executive before 10.00am on xxxxxxx

A question had been received from Councillor Kennett, as detailed in Appendix A.

The Chairman has undertaken the following engagements since the last Council meeting:

5 Feb: Mayor of Yateley Town Civic Service at St Peter’s Church, Yateley 

14 Feb: Visit to Abundance Finance, Fleet

The Chairman’s engagements since the last meeting were noted:

5 Feb: Mayor of Yateley Town Civic Service at St Peter’s Church, Yateley 

14 Feb: Visit to Abundance Finance, Fleet

The programme for the Civic Day being held on 21 March had been confirmed and a full report would be made at the April Meeting.  The Chairman’s Charity Dinner was to be held on 20 April at The Elvetham hotel, to be preceded by the Chairman’s Volunteer Awards.  Information was being circulated, including via social media and Hart Voluntary Action.

he Leader of the Council, and member for Strategic Direction, Partnership and Countryside, Councillor Neighbour:

• The County deal was proceeding but did not involve district councils.  More information would be given when available

The Cabinet Member for Finance, Councillor Radley:

• Nothing to report

The Cabinet Member for Digital and Communications, Councillor Clarke:

• Nothing to report

The Cabinet Member for Community, Councillor Bailey:

• Members may have picked up that the government announced a few days ago further funding would be made available for the Hardship Support Fund (with a focus on energy efficient appliances)[GC1]  Our money comes through Hampshire HCC and we are waiting to learn them about the distribution formula that will be used.  However, there is still some limited money in our current budget - and the details of how to access this are on our website. The email address is hardship@hart.gov.uk  We cannot help residents with cash but we can assist with practical solutions.
• On Tuesday evening the Housing Team held a successful landlords forum, attended by 37 landlords. These landlords are key to the homelessness prevention work we do – providing a mix of homes (family homes and HMO’s) for those facing homelessness.  There were a range of external speakers including DWP and Stop Domestic Abuse as well as discussions about how landlords can tackle climate change with energy efficiency works and how they can work with us to provide homes for Ukrainian families.
• Despite Hart having one of lowest incidences of ASB in Hampshire this council takes great importance in its role supporting community safety. And from the 1^st March our community safety team will be increased by 50%.  I am also delighted to announce that on 1^st March Hart’s CCTV service currently supported from Rushmoor is transferring to Runnymede Borough Council in Addlestone. The move will provide a more resilient service supported by state-of-the-art technology. The Runnymede control centre operates 24/7 and in addition to managing our CCTV’s the control centre will provide other areas of out of hours service support for the Council. 

Councillors queried:

• Whether it was correct that the feed from Hart to Rushmoor had been interrupted earlier in the week
• Whether it was correct that the control room at Runnymede was not in radio contact with emergency services
• Whether Hart was aware of the growing trend of families in private rented accommodation being made homeless, and what was being done?

Cllr Bailey responded by saying he would be visiting the Runnymede facility shortly and would provide a written response to these questions after that visit.  However, it was to be noted that Runnymede was not yet responsible for the CCTV service.

Hart was aware of the issue with those who privately rent being evicted and knew of some cases within the District.  Members were reassured that the Housing team worked with those at risk to find alternative accommodation.

The Cabinet Member for Place, Councillor Cockarill:

• Nothing to report

The Cabinet Member for Regulatory, Councillor Collins:

• Nothing  ...  view the full minutes text for item 68.

Members noted:

• That the pre-election period (formerly known as purdah) would commence on 22 March.  For guidance please contact either the Chief Executive or Monitoring Officer
• A reminder not to use personal email accounts when contacting Officers
• Staffing levels were down at present, although interviews were taking place.  Members were encouraged to use the Councillor Enquiries mailbox, so that enquiries can be directed appropriately.
• There would be a minute’s silence at 11am on Friday 24 February to mark the first anniversary of the invasion of Ukraine

Members queried:

• Approximately how many certificates had been applied for (about 30)
• Whether there were plans for a photograph of the new King to be put up in the Chamber

The Budget is a major decision for Hart District Council (The Council) and setting a balanced budget is a statutory requirement. Scrutiny of these budget proposals demonstrate transparency and good governance. This report provides a summary of the revenue and capital budget proposals for 2023/2024.

RECOMMENDATION

Cabinet is recommending to Council that they:

              i.        agree a 2.99% increase in Hart District Council’s Band D Council Tax Charge for 2023/24,

            ii.        agree not to change the Council’s existing Council Tax Support Scheme other than the required statutory uprating,

           iii.        agree to make changes to fees and charges for 2023/24 in line with the principles set out in this report, with full details being reported to full Council,

iiia   (New officer recommendation) To approve the schedule of fees and charges as set out in Appendix 5          

           iv.        approve the draft Revenue Budget for 2023/24 as summarised in paragraph 10.1 and Appendix 3, incorporating the baseline net service cost variations included at Appendix 4,

            v.        approve the new Capital Bids as detailed in Appendix 1,

           vi.        request the S151 Officer to undertake a comprehensive review of reserves, provisions and SANG funds, as detailed in section 7 of this report, in Spring 2023 when the 2022/23 outturn is known and a more accurate assessment of economic conditions and business rate provisions can be made,

          vii.        approve the Medium-Term Financial Strategy as set out in Appendix 2,

         viii.        note the emerging pressures and risks set out in the report and the S151 Officer’s intention to undertake a mid-year review of detailed budgets, and

           ix.        approve the capital receipt flexibility strategy detailed in the report under the Direction issued by the Government early in 2022.

The Portfolio Holder for Finance, introduced the budget for 2023/24 and Members noted the following points:

• That a balanced budget was being proposed
• Car parking charges were being frozen for the 5^th year running
• There was uncertainty around future funding from central government
• This was a very economically uncertain time

Cllr Radley proposed the budget with the following amendment:

“That Council approves a council tax exemption for care leavers aged 18 to 25 who are living independently, with a delegation to the S151 Officer to agree the necessary criteria and process”

The amended budget was seconded by Cllr Neighbour

An amendment was proposed by Cllr Farmer and seconded by Cllr Forster:

“This Council recognises the importance of an effectively monitored, well maintained CCTV service with cameras capable of recording high quality images and collecting viable evidence to support the identification and prosecution of offenders, and approves:-

i)      that the transfer of the monitoring of Harts CCTV cameras to Runnymede Borough Council with monitoring 24 hours a day is completed by 1stApril 2023.

ii)      that a capital budget of up to £160K is allocated to the Council’s capital programme for 2023/24 to fund a replacement of all the Council’s existing CCTV camera stock to high resolution cameras of which £45K has already been allocated, but not spent, by Cabinet in October 2020.

iii)    that this Council expands the existing CCTV network by 4 additional cameras, subject to confirmation of external funding from the Police and Crime Commissioner ASB Fund.”

Members debated and noted:

• Whether there was sufficient evidence that the CCTV cameras were not fit for purpose.  It was countered that there was insufficient coverage by the existing CCTV cameras and that the police state the images were not of sufficient quality to identify individuals or secure convictions
• That the real issue was insufficient police resource to deal with incidents
• That if the police highlight there was an issue this would be looked at accordingly by Cabinet
• Whether there was a need to replace the existing cameras and whether four additional cameras would be sufficient.  Further assessment was required
• Whether point (i) was a legitimate point for debate as it did not refer to the 2023/24 budget

In response to the final point, the Chief Executive confirmed that point (i) was not referring to 2023/24 and was not a budgetary decision, and was therefore ruled as being out of order.

A recorded vote was taken on the amended amendment:

For:  Coburn; Dorn; Farmer; Forster; Hale; Southern; Wright (7)

Against: Axam; Bailey; Blewett; Butler; Clarke; Cockarill; Collins; Crisp; Davies; Delaney; Engstrom; Harward; Kinnell; Lamb; Makepeace-Browne; Neighbour; Oliver; Quarterman; Radley; Smith (20)

Abstain:  Kennett; Worlock (2)

The amended amendment was therefore defeated

Cllr Forster proposed a further amendment relating to all licensing fees and charges proposed increases; seconded by Cllr Farmer,

“This Council will restrict any increases to a maximum of 10% to cover inflation so as to support businesses across Hart,”

Cllr Forster introduced the following points:

• The impact  ...  view the full minutes text for item 70.

The purpose of this report is to enable Council to make the necessary resolutions in relation to the setting of Council Tax for 2023/24.

Hart, as a billing authority for the purposes of Council Tax, is required to set its Council Tax before 11^th March in the financial year preceding that for which the Council Tax is set. This report summarises all the appropriate budgetary decisions that will have been taken to enable the level of Council Tax for 2023/24 to be determined and specifies all of the individual levels of Council Tax for approval by Council.

1             RECOMMENDATION

Cabinet is recommending to Council:

2.1                   That the Council Tax Base for 2023/24 be

(a)          for the whole Council area as 42,313.27 [Item T in the formula in Section 31B(1) of the Local Government Finance Act 1992, as amended (the "Act")]; and

(b)       for dwellings in those parts of its area to which a Parish precept relates as in the attached Appendix 1A.

2.2                   The Council Tax requirement for the Council’s own purposes for 2023/24 (excluding Parish precepts) is £8,141,920.11   

2.3                  That the following amounts be calculated for the year 2023/24 in accordance with Sections 31 and 34 to 36 of the Act:

a)    £40,221,781 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 Councils.

b)    £28,104,580 being the aggregate of the amounts which the Council estimates for the items set out in Section 31A(3) of the Act.

c)    £12,117,201  being the amount by which the aggregate at 2.3(a) above exceeds the aggregate at 2.3(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).

d)    £286.37 being the amount at 2.3(c) above (Item R), all divided by Item T (1(a) above), 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 precepts).

e)    £3,975,281 being the aggregate amount of all special items (Parish precepts) referred to in Section 34(1) of the Act (as per Column 2 of Appendix 1A).

f)     £192.42 being the amount at 2.3(d) above less the result given by dividing the amount at 2.3(e) above by Item T (1(a) above), 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 precept relates    

g)    The amounts set out in column 6 of Appendix 1A for each part of the Council's area being the amounts given by adding to the amount at 2.3(f) above the amounts of the special items relating to dwellings in those parts of the Council's area mentioned in Appendix 1A divided in each case by the amount at  ...  view the full agenda text for item 71.

The Portfolio Holder for Finance introduced the item by reminding members that this was a paper setting out the process of collecting taxes on behalf of other authorities as well as the Council’s.  It was noted that Hampshire County Council had that day set their budget at expected levels.

Seconded by Cllr Neighbour.

A recorded vote was undertaken for this item:

For:   Axam; Bailey; Blewett; Butler; Clarke; Cockarill; Collins; Crisp; Davies; Delaney; Dorn; Engstrom; Farmer; Forster; Hale; Harward; Kennett; Kinnell; Lamb; Makepeace-Browne; Neighbour; Oliver; Quarterman; Radley; Smith

Southern; Warlock; Wright

Against: Nil

Abstain: Nil

DECISION

Cabinet is recommending to Council:

2.1                   That the Council Tax Base for 2023/24 be

(a)          for the whole Council area as 42,313.27 [Item T in the formula in Section 31B(1) of the Local Government Finance Act 1992, as amended (the "Act")]; and

(b)       for dwellings in those parts of its area to which a Parish precept relates as in the attached Appendix 1A.

2.2                   The Council Tax requirement for the Council’s own purposes for 2023/24 (excluding Parish precepts) is £8,141,920.11   

2.3                  That the following amounts be calculated for the year 2023/24 in accordance with Sections 31 and 34 to 36 of the Act:

a)    £40,221,781 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 Councils.

b)    £28,104,580 being the aggregate of the amounts which the Council estimates for the items set out in Section 31A(3) of the Act.

c)    £12,117,201  being the amount by which the aggregate at 2.3(a) above exceeds the aggregate at 2.3(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).

d)    £286.37 being the amount at 2.3(c) above (Item R), all divided by Item T (1(a) above), 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 precepts).

e)    £3,975,281 being the aggregate amount of all special items (Parish precepts) referred to in Section 34(1) of the Act (as per Column 2 of Appendix 1A).

f)     £192.42 being the amount at 2.3(d) above less the result given by dividing the amount at 2.3(e) above by Item T (1(a) above), 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 precept relates    

g)    The amounts set out in column 6 of Appendix 1A for each part of the Council's area being the amounts given by adding to the amount at 2.3(f) above the amounts of the special items relating to dwellings in those parts of the Council's area mentioned in Appendix 1A divided in each case by the amount at 1(b) above, calculated by  ...  view the full minutes text for item 71.

To present the draft Treasury Management Strategy Statement for 2023/24 which incorporates the Annual Investment Strategy, revised Minimum Revenue Provision (MRP) Policy and Prudential and Treasury Indicators. Setting a Capital Strategy, which is also presented for consideration, is also a statutory requirement and this sets the overall strategic context for the treasury activity.

1          RECOMMENDATION

1.1      Cabinet is recommending to Council that it:

                I.       approve the Treasury Management Strategy Statement 2023/24 and the revised Minimum Revenue Provision policy contained within it,

               II.       approve the Annual Investment Strategy for 2023/24 noting the changes to the counterparty financial limits and ESG criteria and approach, and;

             III.       approve and draft Capital Strategy 2023/24.

The Portfolio Holder for Finance introduced this item, informing members that it was a statutory requirement to review and agree these items each year.  The report had been reviewed by Overview and Scrutiny.

Seconded by Cllr Neighbour.

DECISION

Cabinet is recommending to Council that it:

                I.       approve the Treasury Management Strategy Statement 2023/24 and the revised Minimum Revenue Provision policy contained within it,

               II.       approve the Annual Investment Strategy for 2023/24 noting the changes to the counterparty financial limits and ESG criteria and approach, and;

             III.       approve and draft Capital Strategy 2023/24.

To advise Council of proposed updates to the Financial Regulations and Contract Standing Orders as set out in the Council’s Constitution.

RECOMMENDATION

1.         Cabinet recommends to Council that the revised Financial Regulations, as set out in Appendix 1, and Contract Standing Orders, as set out in Appendix 2 are approved and the Constitution is updated accordingly.

The Portfolio Holder for Finance introduced this item, and explained that these had been updated by the S151 Officer and reviewed at by Overview and Scrutiny. 

Seconded by Cllr Neighbour

It was queried by a Member what steps would be put in place to ensure that these policies would be adhered.  Members noted that a standardised central filing system was being put in place and this would ensure capturing of conflicts of interest and ensure that suitable checks and balances were in place for all projects and procurement processes.

DECISION

Council approved the revised Financial Regulations, as set out in Appendix 1, and Contract Standing Orders, as set out in Appendix 2 and the Constitution is updated accordingly.

Council is asked to adopt the Corporate Plan.

The Portfolio Holder for Commercialisation and Corporate introduced this item by informing Members that the Corporate Plan had been drawn up by a Working Group from Cabinet members and reflected current Cabinet priorities.  The draft plan had gone out to consultation, with around 90 responses being received, with a 3:1 ratio of comments in favour.

Seconded by Cllr Neighbour.

As the vote by show of hands was not unanimous, a recorded vote was held:

For:  Axam; Bailey; Blewett; Butler; Clarke; Cockarill; Collins; Crisp; Davies; Delaney; Engstrom; Harward; Kinnell; Lamb; Makepeace-Browne; Neighbour; Oliver; Quarterman; Radley; Smith (20)

Against:  Dorn; Forster; Southern; Wright (4)

Abstain:  Coburn; Farmer; Hale; Kennett; Worlock (5)

The Corporate Plan was therefore adopted.

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.

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

It was noted that the recommendations in the Licensing Committee minutes of 7 February 2023 were subject to consultation,

The Pay Policy recommended by the Staffing Committee was proposed by Cllr Makepeace-Browne and seconded by Cllr Butler.  There was no debate.

DECISION

Council agreed to adopt the Pay Policy 2023/24 as recommended by Staffing Committee.

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

Cllr Dorn – FACC

Cllr Dorn reported that FACC met at Hart recently, and it was for noting that the Post Implementation Review Process Report should be released at the end of April with a 28 day consultation period.

Cllr Oliver – Project Integra Board

Cllr Oliver reported that HCC had agreed to build a materials recovery facility near Eastleigh which would enable Hart to collect a wider range of materials by 2025.  There was a challenge to reduce black bin waste by 50%, although there was an issue with sourcing food waste trucks at present.

(Cllr Blewett left the chamber between 9:23 and 9.25pm)

.