Agenda and minutes

The minutes of the meeting of 13^th September 2022 are attached to be confirmed and signed as a correct record.

The minutes of 27 September 2022 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 had been received from Cllrs Wildsmith (substituted by Cllr Lamb) and Woods

To declare disclosable, 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.

Councillor Farmer declared an interest in Minute 8 as the Chairman of Hart Swimming Club

Councillors were informed that due to the change in management structure, the role of Lead Officer for Overview and Scrutiny would be shared by Executive Directors for Corporate and Community.

Anyone wishing to make a statement to the Committee should contact Committee Services at least two clear working days prior to the meeting. Further information can be found online.

None.

With the move to 3 Directorates at Hart, the Environment portfolio has been redistributed as summarised below :-

• Parking, Countryside, CCTV to Communities Directorate
• Infrastructure to Place Directorate
• Property to Corporate Directorate

As we have discussed previously, we should review the allocation of membership of the “Directorate Scrutiny Panels” for the rest of the municipal year.  Whilst this is a matter for political groups, there is a desire to make the process as efficient as possible in terms of Committee time.  Hence the following membership is suggested, but members are very welcome to suggest alternatives.

The allocation is largely unchanged as most on “environment” have existing roles on other panels, but LibDem team may wish to discuss if this suggestion helps balance workloads and gaining experience of Council processes.

Please provide any comments or suggested updates to Committee Services (cc Chairman) so that a finalised version can be circulated prior to the next O&S Meeting (8^th Nov) and at ratified at that meeting.

RECOMMENDATION

That the Committee agrees the membership of the Directorate Scrutiny Panels as updated and circulated prior to the meeting

The Chairman advised members of the new scrutiny panel memberships.

In the short-term, members from the old Environmental and Technical Services Panel would join their relevant new Scrutiny Panel to ensure a smooth transition. The meeting agreed to this suggestion.

A query was raised about Scrutiny Panel meetings being open to non Overview and Scrutiny Committee members. It was explained that when the panels were set up it had been agreed that only Overview and Scrutiny members would sit on them.

DECISION

The Chairman’s recommended approach was agreed as below:

Feedback from Members of the Place Directorate Scrutiny Panel for Q1 and Q2.

A summary was given of the items raised at the meeting, which were detailed in the report. The meeting was reminded that the review had covered quarters 1 and 2 and included some elements relating to the transition of Environment and Technical Services into Place

The meeting noted

·         The Panel had asked for effort and cost indicators to be added to the task list to help with prioritisation.

·         Tier 2 savings had not yet been achieved.

·         The Highways Agency Agreement Review was now included with in Place.

·         The Panel had requested a scoping exercise to be carried out while the local plan review was currently in abeyance pending the outcome of the Government’s Levelling Up agenda proposals.

·         The water environment asset management plan had not progressed due to lack of resources.

·         The Place Risk Register was to be reviewed and updated.

Concerns were raised about the Council’s approach to Conservation Area Appraisals. It was agreed that a cross party, three-member Task and Finish Group would be set up to review the current arrangements to bring forward Conservation Area appraisals. The terms of refence to be agreed with the Chairman but would include engagement with Parish Councils.

Cllrs Farmer and Butler volunteered to serve on the Group and a nomination would come from the Liberal Democrat members. The Group were asked to report back to the meeting in either January or February.

DECISION

A cross party, three-member Task and Finish Group would be set up to review the current arrangements to bring forward Conservation Area appraisals. The terms of refence to be agreed with the Chairman but would include engagement with Parish Councils.

To consider the emerging Budget for 2023/24 and the draft Medium Term Financial Strategy and review the Quarterly Budget.

The S151 officer introduced a presentation focused on two different elements. The first would be the 2023/24 emerging budget and MTFS. The second fwould be an update on how the current year was performing against budget. Members were reminded that in the current climate there was a lot of uncertainty and that certain assumptions had to be made until decisions were made nationally.

The Tier 2 savings within Place were discussed. Cllr Radley said Cabinet would be working with the Executive Director, Place to ensure that all Tier 2 savings would be achieved.

To update Members on the number and outcome of customer complaints for Quarter 2, July–September 2022.

Some concerns were raised about a couple of findings in the report. The meeting was told that management was working to improve how complaints were dealt with and how the process and progress of complaints was communicated back to the complainant

To note the minutes from the October meeting and to consider the reinvigoration of the Parish Flood Forums.

The forum had been well attended with the Environmental Agency giving an update on the new Flood Warning service in Fleet as well as details on the Flood Alleviation Scheme.

It was noted that the forum had taken place in October and so had not taken into consideration any of the recent storms. Discussion took place around the recent flooding of Fleet Road, and it was confirmed that this incident had been fed back to Hampshire County Council (in its capacity a local highway authority).

To update Committee on expenditure and work completed to date on delivery of the Fleet Pond Green Corridor and Fleet Pond Mitigation Works for the Hartland Park Development.

It was confirmed that stage 1 of the Fleet Pond project had been completed and congratulations were given to all involved.

In preparation for the commencement of Stage 2, a Fleet Pond Strategy Plan was being formulated, which would include a detailed project and spending plan. It was confirmed that all the works were going to carried out within the £2m funding that had been identified.

To consider the Cabinet Work Programme.

The cabinet work programme was noted.

It was noted that a Bad Debt write off item had been included. It was requested that this was put on the Overview and Scrutiny programme. This was agreed.

To consider and amend the Overview and Scrutiny Work Programme.

The Overview and Scrutiny work programme was noted and with the inclusion of the Bad Debt write off, agreed.