Agenda and minutes

To confirm the Minutes of the Council Meeting held on 30 November 2023.

The Minutes of the meeting of 30 November 2023 were confirmed and signed as a correct record.

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 Councillors Coburn, Collins, Hale and Woods.

Councillor Worlock announced that Councillor Coburn had given birth to a boy last week, congratulations were offered.

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.

No declarations made.

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, 19 January 2024.

No questions received.

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 22 January 2024.

The text of any question under Council Procedure Rule 14.4 must be submitted to the Chief Executive before 10.00am on Monday 22 January 2024.

No questions received.

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

3 December            Hampshire & IOW Constabulary Xmas Concert - Vice Chairman Cllr Smith attended on behalf of Hart

9 December            Hart Chairman's Carol Service at St Barnabas Church, Darby Green

20 December           HVA Wreath Making Workshop

7 January                Hart Leisure Centre Family Fun Day

13 January              Dean & Chapter of Winchester Cathedral Service welcome Rt Rev Mounstephen as the 98th Bishop of Winchester

16 January              Visit to Yateley Manor School

17 January              Men's Shed Meeting

22 January              HVA AGM/Forum

24 January              Chairman HCC Civic Dinner, Winchester

The Chairman thanked Members that had attended the Chairman’s Carol Concert in December and highlighted the amazing work undertaken by volunteer groups across the district following his attendance at the HVA AGM last week..

The Chief Executive reported that changes are being made to the electoral system specifically around the handling of postal votes.  These changes would be in place for the 2 May 2024 elections.  A guidance note will be issued with the election packs.

It was confirmed that Hart was operationally prepared for a general election and although accommodation for the polling stations cannot be booked in advance, the venues have been written to regarding their possible future use.

The Leader of the Council, and Portfolio Holder for Strategic Direction, and Partnerships, Councillor Neighbour reminded Members that it was Holocaust Memorial Day on 27 January. The Council would be flying a flag over the weekend, the ambition this year is to ‘join the nation and light the darkness’ with people encouraged to light a candle in a window at 8pm on Saturday to remember those murdered for who they were and to stand against prejudice today.

The awarding of this year’s community grants was announced, this £28K worth of funding comes from roundabout sponsorship. Seven excellent projects had been supported, addressing health and well-being, biodiversity, sustainability and educational benefits. The two projects that received the most funds were:

·       Oakwood Infants and Greenfield Junior Schools in Hartley Wintney have formed the Green Oaks Foundation to provide a school vegetable garden and the impact of solar energy.

·       Church Crookham Junior School for a sensory garden.

The Deputy Leader and Portfolio Holder for Finance, Councillor Radley had nothing to report.

The Portfolio Holder for Communities, Councillor Bailey gave Members updates on 2 issues.

·        VIVID has completed on the purchase of a 4-bed home, using funding that Hart secured from central government. The home is for an Afghan family – and they are thrilled after the trauma of hotels, to be settling in a local community. They will be receiving resettlement support to help them find their feet.

·       The Housing Team have been working with You Trust and Basingstoke and Deane to explore how we can provide additional support to residents surviving domestic abuse, without the need to go into refuge.  We have been successful in bidding for a grant from Hampshire County Council to enable us to joint fund a Domestic Abuse Worker dedicated to the Hart and Basingstoke area, who will navigate support for our residents in these situations. The service will launch in coming weeks.

He recorded his thanks to Penny Woodrow in the Housing Solutions Service for her service to the Council.

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The Portfolio Holder for Digital and Communications, Councillor Clarke informed Members that next week sees the launch of the new ‘Impact Hart’ website, designed to help residents live more sustainably. He thanked Members for their input to the new Digital Strategy and advised that the new Strategy will be going out for consultation in February.

The Portfolio Holder for Planning Policy and Place, Councillor Cockarillmade no report.

The Leader of the Council on behalf of The Portfolio Holder for Regulatory, Councillor Collins made no report.

The Portfolio Holder for Community Safety and Development Management, Councillor Oliver made no report:

The Portfolio Holder for Climate Change and Corporate Services,

Councillor Quarterman reported that: 

A full update on the council’s climate change progress has been presented to December's O&S and January's Cabinet meetings, in line with the process set out in July last year.  The original Climate Change motion also required six-monthly updates to Full Council, this is the first six-monthly update, and the next ones  ...  view the full minutes text for item 54.

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.

Background Note

The Planning Committee cannot make a decision that contradicts the Development Plan, or any policy approved by the Council. In such cases, the Committee's recommendations will be sent to the Council for a decision on the policy issues. However, the Council cannot review or modify any other aspects of the Planning Committee's decision that are not specifically related to the policy issues that required the referral to the Council.

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

It was advised that a Councillor Substitution at the Overview and Scrutiny Panel of 19 December had been incorrectly recorded.

22/01859/FUL - MARSH FARM, BOWLING ALLEY, CRONDALL, FARNHAM, HAMPSHIRE 13 December 2023 Planning Committee Minute number 45

It was noted that no requests for debate had been received for the Planning Committee Minute number 45, and therefore, the Executive Director of Place was authorised to grant planning permission for planning application 22/01859/Ful - Marsh Farm, Bowling Alley, Crondall, Farnham, Hampshire, GU10 5RJ subject to submission of a revised Land Ownership Certificate with notification to Hampshire County Council as landowner of the highway verge and expiry of the required notification period, and completion of a Section 106 agreement to secure Suitable Alternative Natural Green Space (SANG) at Naishes Lane and payment of the Strategic Access and Management and Monitoring (SAMM) fee, and conditions as set out within the agenda as updated in the Addendum.

To document and explain the recommendation and rationale for decision.

RECOMMENDATION

That in accordance with the Local Authorities (Calculation of Tax Base) Regulations 2012, the amount calculated by Hart District Council as its council tax base for the 2024/25 year shall be set at 42,690.97 (2023/24 - 42,313.27)

The Chairman explained that this item was to agree on the setting of the council tax base for 2024/25, advising that no questions had been previously raised requiring a debate.

A member queried a drop in the number of Band E equivalent properties recorded for the Council Tax Support Scheme, asking for an explanation of the trend.

A member reminded the Council that at the Council meeting in February 2023, a budget amendment was introduced approving a Council Tax exemption for care-leavers aged 18-25 who were living independently.  He queried how many care-leavers have benefited from this in 23/24 and what assumptions have been made for the year ahead.

The Portfolio Holder for Finance stated that a written reply would be provided to Members.

Proposed by Cllr Radley; Seconded by Cllr Butler

DECISION

It was agreed that in accordance with the Local Authorities (Calculation of Tax Base) Regulations 2012, the amount calculated by Hart District Council as its council tax base for the 2024/25 year shall be set at 42,690.97 (2023/24 - 42,313.27)

The report sets out the detail of the proposed new polling places for:

•           Yateley North

•           Stockton

•           Dogmersfield

Recommendations

A.        That Yateley Industries, Mill Lane be designated as the polling place for the Yateley North (YN) polling district.

B.        That Fleet Parish Community Centre, Church Road be designated as the polling place for the Stockton (FS) polling district.

C.        That Dogmersfield C of E Primary School, Chatter Alley be designated as the polling place for the Dogmersfield (D) polling district after the May 2024 elections.

The Chairman explained that this item was to agree on the details of the proposed new polling stations for Yateley North, Stockton and Dogmersfield and had been drafted in consultation with all ward members.

A member queried if free parking arrangements and support for residents with mobility issues would be implemented for users of the new polling station at the Fleet Parish Community Centre. Mr Philips agreed to consider these issues and report back to the Member.

Proposed by Cllr Neighbour; Seconded by Cllr Bailey.

DECISION

It was agreed that:

A.   That Yateley Industries, Mill Lane be designated as the polling place for the Yateley North (YN) polling district. 

B.   That Fleet Parish Community Centre, Church Road be designated as the polling place for the Stockton (FS) polling district. 

C.   That Dogmersfield C of E Primary School, Chatter Alley be designated as the polling place for the Dogmersfield (D) polling district after the May 2024 elections. 

To ‘make’ the Winchfield Neighbourhood Plan 2022-2037 following a positive referendum result on 23 November 2023.

RECOMMENDATION

That Council ‘makes’ the Winchfield Neighbourhood Plan 2022–2037.

The Chairman explained that this item was to ‘make’ the Winchfield Neighbourhood Plan 2022–2037 and congratulated Winchfield Parish Council for an excellent piece of work. 

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Several Members thanked all the volunteers who had dedicated their time in helping to produce this plan, particularly singling out Christine Strudwick for her exceptional effort. 

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It was noted that this was the second plan produced by Winchfield Parish Council and community support for the plan was strong. 

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Proposed by Cllr Cockarill; Seconded by Cllr Farmer. 

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DECISION

?It was agreed:

That Council ‘makes’ the Winchfield Neighbourhood Plan 2022–2037.

Confirmation of urgent action taken by the Chairman and the Chief Executive, in consultation with the three Group Leaders, the Chairman of the Licensing Committee and the Licensing Committee itself to implement an immediate material constitutional change. All have agreed on the change without reservation.

The change is that subject to political proportionality rules, the membership of the Licensing Committee is increased from 11 to 15 Members.

The change aims to increase the pool of Members available to be called at relatively short notice to sit on Licensing Hearing Panels.

The new composition of the Licensing Committee until May 2024 is:

New

Conservatives          5

CCH                           5

LD                               4

Independent             1

15

The additional Councillors nominated by the Group Leaders to serve on the Licensing Committee are:

Axam, Butler, Southern, Worlock.

Training on Licensing matters has been undertaken.

RECOMMENDATION

To endorse the confirmation of urgent action taken by the Chairman and the Chief Executive, in consultation with the three Group Leaders, the Chairman of the Licensing Committee and the Licensing Committee itself to implement an immediate material constitutional change.

The Chairman introduced the immediate constitutional change in the size of the Licensing Committee. 

A Member queried the constitutional validity of some recently held panels, asking if affected applicants should be advised of their right to appeal. 

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Mr Phillips stated that legal advice had been provided on this issue and that, at this stage, it was not the recommended approach as it would not be in the public interest. A pragmatic approach has been adopted, and the period for appeal has passed in most cases. However, it was agreed that officers would relook at any cases within the appeal period.  

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Proposed by Cllr Worlock; Seconded by Cllr Smith. 

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DECISION 

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It was agreed: 

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To endorse the confirmation of urgent action taken by the Chairman and the Chief Executive, in consultation with the three Group Leaders, the Chairman of the Licensing Committee and the Licensing Committee itself to implement an immediate material constitutional change. The change authorised a change to the make-up and composition the Licensing Committee until May 2024 is: 

Conservatives          5 

CCH                         5 

LD                            4 

Independent             1 

                               15 

The additional Councillors to serve on the Licensing Committee are, Butler, Southern, and Worlock. 

The Monitoring Officer was, therefore, authorised to update the Constitution, including making the appropriate adjustments to the terms of reference for the Committee. 

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

To receive feedback from the Hampshire Association of Parish and Town Councils.

Cllr Dorn reported that the Farnborough Aerodrome Consultative Committee was involved in a process called Future Airspace Strategy Implementation (FASI-South), which was separate to the ongoing planning application related to Farnborough Airport.? This is a re-examination of the airspace in the southern regions and how Farnborough’s airspace integrates with the airspaces of other major airports following the CAP1616 process. He stated that they are currently at the outline options stage of the process that aims to improve the Farnborough airspace, the criteria consider noise, pollution, and routing. The options appear to be limited due to the impact of Heathrow’s airspace, but there are areas where potential improvements could be made. Cllr Dorn confirmed he has responded to the consultation received, querying how the impact of noise and any climate benefits from re-routing would be measured.

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Cllr Dorn informed Members that after meeting the team last week, good progress is being made on working towards the accreditation for the Military Covenant; the application period is now open, and an application will be submitted in the next few months. 

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Councillor Quarterman updated members on a recent extraordinary Airport Consultative Committee meeting.?? The Committee had been presented with details of the Section 16 Common Land Exchange they have recently submitted.? Under the proposal, the airport intends to deregister approximately 35.3 acres of the active aerodrome from Yateley Common in exchange for 35.3 acres of land at Cottage Farm, Yateley, which is adjacent to the existing Yateley Common.? This scheme has several advantages for both the airport management and residents, as it would allow the airport to improve its hangar, maintenance and visitor facilities while also providing additional common land for recreational use by residents.? Full details are available on the Airport website, and the proposal is open for consultation until 16 February 2024. 

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Councillor Southern informed Members that there had been a meeting of the Thames Basins Heath Management Committee on 6 December 2023 and requested a report from the Hart representative on the Committee Councillor Radley.Councillor Radley explained the role of Hart in working with the Thames Basin Heaths Management Committee, highlighting the success of the development of the Suitable Alternative Green Spaces (SANGs).