Agenda, decisions and minutes

The Minutes of the meeting of 2 September 2021 are attached to be confirmed and signed as a correct record.

The minutes for the meeting of 2 September 2021 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.

No apologies received.

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.

Councillor Cockarill and Councillor Bailey declared a non-pecuniary interest in relation to item 7 on the agenda, that they are both members of Yateley Town Council and abstained from both debate and the vote.

The Chairman had no announcements.

None.

Minutes of the meeting held on 21 September 2021 to be noted.

Minutes of the meeting held on 21 September 2021 were noted.

This report provides an update on the Welcome Back Fund application to provide a district-wide e-commerce platform, which was investigated by a Cabinet working party following Cabinet’s request in July 2021.

This report also provides an update of existing applications and informs Cabinet of a further application for funding from Yateley Town Council to the Government’s Welcome Back Fund.

RECOMMENDATION

That Cabinet

1.      Endorses with the Cabinet Working Group recommendation that the application for a district-wide e-commerce platform does not progress to the next stage of the Welcome Back Fund process (see para 4.6); and

2.      Approves the Yateley Town Council applications to progress to the next stage of the Welcome Back Fund process (For reference, the next stage is to submit a detailed Action Plan and Service Level Agreement for consideration by the Department for Levelling Up, Housing and Communities (DLUHC). If the application is approved by DLUHC, then the proposed scheme(s) can then commence).

That Cabinet:

1.    Endorsed with the Cabinet Working Group recommendation that the application for a district-wide e-commerce platform does not progress to the next stage of the Welcome Back Fund process (see para 4.6); and

2.    Approved the Yateley Town Council applications to progress to the next stage of the Welcome Back Fund process.

Members were updated on the Welcome Back Fund application to provide a district-wide e-commerce platform, which was investigated by a Cabinet working party following Cabinet’s decision in July.  This report also provided an update of existing applications and informed Cabinet of a further application from Yateley Town Council to the Government’s Welcome Back Fund.

Members questioned the various flowers, wildflower turf and planters proposed were allowed within the scheme. Officers advised that as long as they are located in suitable locations and enhanced local businesses, this will meet the required criteria.

DECISON

That Cabinet:

1.    Endorsed with the Cabinet Working Group recommendation that the application for a district-wide e-commerce platform does not progress to the next stage of the Welcome Back Fund process (see para 4.6); and

2.    Approved the Yateley Town Council applications to progress to the next stage of the Welcome Back Fund process.

The purpose of this report is to seek approval for the Head of Environment & Technical Services to market the opportunity to secure a refreshment facility at Edenbrook and Bramshot Farm Country Parks.  At this point no funding is requested for this project; however, depending on response from the market; funding may be requested through the annual budget cycle for 2022-23 on an invest to save basis to develop temporary or permanent trading facilities subject to approval and permissions.

RECOMMENDATION

1.    That the Council, subject to its rules on procurement and Contract Standing Orders, markets the opportunity for the delivery of modest refreshment facilities at both Edenbrook and Bramshot Country Parks.

2.    That the Head of Service for Environment and Technical Services procures a lease of no longer than one year with suitable providers.

3.    That the lease is granted on a commercial basis with the contribution from the lease contributing to savings required as part of the budget setting process.

4.    That any capital or revenue funding associated with this goes through the standard budget setting process and is approved as part of the 2022-23 budget setting process.

5.    That a future report is produced for Cabinet to determine whether the leases are extended beyond the first year of operation.

Cabinet agreed;

1.    That subject to its rules on procurement and Contract Standing Orders, markets, the opportunity for the delivery of modest refreshment facilities at both Edenbrook and Bramshot Country Parks be marketed.

2.    That the Head of Service for Environment and Technical Services procures a temporary lease over two seasons with suitable providers.

3.    That the lease be granted on a commercial basis with the contribution from the lease contributing to savings required as part of the budget setting process.

4.    That any capital or revenue funding associated with this goes through the standard budget setting process and was approved as part of the 2022-23 budget setting process.

5.    That a future report be produced for Cabinet to determine whether the leases are extended beyond the first two seasons of operation.

The purpose of this report was to seek approval for the Head of Environment & Technical Services to market the opportunity to secure a refreshment facility at Edenbrook and Bramshot Farm Country Parks.  At this point no funding was requested for this project; however, depending on response from the market; funding may be requested through the annual budget cycle for 2022-23 on an invest to save basis to develop temporary or permanent trading facilities subject to approval and permissions.

Members discussed the semi-permanent and mobile concession facilities and the ability to be flexible with location on the Edenbrook site for best use of provision.  Depending on support and supply, the types of concessions and catering offered will need to be assessed in the engagement process to factor in trends and numbers of visitors to each location.  The business case will be flexible on the funding and set up costs before entering a contract with a supplier and will ensure a reasonable return of income is attainable from the concession facility provided.

DECISION

Cabinet agreed;

1.    That subject to its rules on procurement and Contract Standing Orders, markets, the opportunity for the delivery of modest refreshment facilities at both Edenbrook and Bramshot Country Parks be marketed.

2.    That the Head of Service for Environment and Technical Services procures a temporary lease over two seasons with suitable providers.

3.    That the lease be granted on a commercial basis with the contribution from the lease contributing to savings required as part of the budget setting process.

4.    That any capital or revenue funding associated with this goes through the standard budget setting process and was approved as part of the 2022-23 budget setting process.

5.    That a future report be produced for Cabinet to determine whether the leases are extended beyond the first two seasons of operation.

The Council along with three other Hampshire local authorities have produced a North Hampshire Narrative document (Appendix 1) to provide a combined narrative for north Hampshire, which includes the north of Test Valley (Andover), Basingstoke and Deane, Hart and Rushmoor council areas.

The document articulates what North Hampshire has to offer, its aspirations for development, what is needed to address housing, economic and infrastructure challenges and how to put each authority in a stronger position to deliver the growth required.

The document will also be used to help inform conversations with key stakeholders such as Homes England, Enterprise M3 Local Enterprise Partnership, Hampshire County Council and infrastructure providers and as a supporting document for funding bids demonstrating the opportunities in the Boroughs in a wider strategic context. The document will help the north Hampshire authorities articulate the strategic case for the area in the context of any potential “County Deal”. It is not intended as a strategy document and has no statutory status.

RECOMMENDATION

That Cabinet endorses the North Hampshire Narrative Document (Appendix1).

That Cabinet endorsed the North Hampshire Narrative Document (Appendix 1) with agreement to remove reference to the new garden settlement at point 3.14.

Cabinet were presented with a document that the Council, along with three other Hampshire local authorities had produced, for a North Hampshire Narrative (Appendix 1) to provide a combined narrative for north Hampshire, which includes the north of Test Valley (Andover), Basingstoke and Deane, Hart and Rushmoor council areas.

The document articulates what North Hampshire has to offer, its aspirations for development, what is needed to address housing, economic and infrastructure challenges and how to put each authority in a stronger position to deliver the growth required.

The document will also be used to help inform conversations with key stakeholders such as Homes England, Enterprise M3 Local Enterprise Partnership, Hampshire County Council and infrastructure providers and as a supporting document for funding bids demonstrating the opportunities in the District’s wider strategic context. The document will help the north Hampshire authorities articulate the strategic case for infrastructure investment in the area. It was stressed however, that it had not been prepared in the context of a “County Deal” and should not be interpreted as such.  It is also not intended as a strategy document and has no statutory status.

Members were advised that the cost to produce this document was minimal and shared between all four authorities.  They were assured that it is a useful tool and easy to update accordingly and has been set up to establish working partnerships with the other authorities and gives us complete scope to make changes for our district as required with no commitment involved.

Members debated the reference to a new garden settlement in the table at point 3.14 which draws on a published report on the M3 LEP document to underpin the further analysis of the growth planned for the surrounding settlements.

After debate, Cabinet Members were in full agreement to amend the wording and remove the sentence in the table at 3.14 under the Fleet heading, ‘new garden settlement will look to Fleet for services.’

DECISON

That Cabinet endorsed the North Hampshire Narrative Document (Appendix 1) with agreement to remove reference to the new garden settlement at point 3.14.

To consider the Food Recovery Plan 2021/22 as set out in Appendix 1.

RECOMMENDATION

That Cabinet approves the draft Food Recovery Plan 2021/24.

Cabinet recommended that the draft Food Recovery Plan 2021/22 go to full Council for approval.

Cabinet considered the Food Recovery Plan 2021/22 as set out in Appendix 1 and were advised that it is compliant with national guidance and allows the Council to reach target levels for inspections and be compliant with the Food Standards Agency.  Members were informed that all targets had been achieved and commendation was given to the Endorsement Team who have done a fabulous job to achieve the targets set.

DECISON

Cabinet recommended that the draft Food Recovery Plan 2021/22 go to full Council for approval.

To consider and amend the Cabinet Work Programme.

Members considered and amended the Cabinet Work Programme as follows:

1.    That remove the Climate Emergency reference from the work programme as the update was to be debated at full Council in November.

2.    To add the Odiham Common Management Plan for April 2022.

The following item contains exempt information.

RECOMMENDATION?

Members must decide whether the public interest in maintaining an exemption outweighs the public interest in disclosing the information.

?

It is suggested that, in accordance with Section 100A(4) of the Local Government Act 1972, the public be excluded during the discussion of the matters referred to, on the grounds that they involve the likely disclosure of exempt information, as defined in paragraphs 1 and 2 of Part 1 of Schedule 12A of the Act, and the public interest in maintaining the exemption outweighs the public interest in disclosing the information.

Members decided that the public interest in maintaining an exemption outweighed the public interest in disclosing the information.

In accordance with Section 100A(4) of the Local Government Act 1972, the public be excluded during the discussion of the matters referred to, on the grounds that they involve the likely disclosure of exempt information, as defined in paragraphs 1 and 2?of Part 1 of Schedule 12A of the Act, and the public interest in maintaining the exemption outweighs the public interest in disclosing the information.

The following item contained exempt information.

DECISION

Members decided that the public interest in maintaining an exemption outweighed the public interest in disclosing the information.

In accordance with Section 100A(4) of the Local Government Act 1972, the public be excluded during the discussion of the matters referred to, on the grounds that they involve the likely disclosure of exempt information, as defined in paragraphs 1 and 2?of Part 1 of Schedule 12A of the Act, and the public interest in maintaining the exemption outweighs the public interest in disclosing the information.

This report is exempt from publication.

Members considered the paper and agreed the following recommendations.

(A)           That Council agreed to commit to a deed of variation with Everyone Active based on the principles detailed in paragraph 3.6, 3.7 and 3.8.

(B)           That Council agreed to release the earmarked reserve for sports facilities to support reduced levels of income due to Covid-19 recovery.

(C)      That S.151 Officer, in consultation with the Portfolio Holder for Finance, be authorised to continue to carry out the open book audit and agree any subsidy payable with Everyone Active.

Members were invited to consider a proposed deed of variation to the current Leisure contract to take into account reduced income arising from the Covid-19 pandemic and recognised the financial implications for Everyone Active due to enforced closure of both the Hart and Frogmore Leisure Centres during 2021.

The report proposed increasing the length of the contract with Everyone Active to ensure maximisation of the management fee.

Members were reassured that the open book accounting is audited and has been incorporated into this deed of variation to provide a good insight into cross charges and assist in monitoring as profits increase.

The Chairman supported the recommendation to extend the contract by 7 years to be included in the deed of variation and management fee and stated that as we cannot predict the future of the leisure centre industry, this recommendation will guarantee an initial management fee, and in the long term, turn into a reward once profits increase.

Members all agreed to the recommendation and were assured no further options were available.  They felt this was the best outcome to ensure we maintain a good relationship and partnership with the operator, to ensure we keep leisure centres open.  This recommendation gives the council the best outcome of achievement in the current circumstances.

DECISION

Members considered the paper and agreed the following recommendations.

(A)           That Council agreed to commit to a deed of variation with Everyone Active based on the principles detailed in paragraph 3.6, 3.7 and 3.8.

(B)           That Council agreed to release the earmarked reserve for sports facilities to support reduced levels of income due to Covid-19 recovery.

(C)      That S.151 Officer, in consultation with the Portfolio Holder for Finance, be authorised to continue to carry out the open book audit and agree any subsidy payable with Everyone Active.