Agenda, decisions and minutes

The minutes of the meeting of 3 March 2022 are attached to be confirmed and signed as a correct record.

Minutes of the meeting held on 3 March 2022 were 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.

Declarations of interest were made by Councillors Bailey, Cockarill and Quarterman regarding minute 141, as they are Members of the Yateley, Darby Green and Frogmore Neighbourhood Steering Plan Group and worked on preparing the Neighbourhood Plan on behalf of Yateley Town Council.   Councillor Forster declared an interest to minutes 139, 140 and 144 as he is a member of Hampshire County Council.  Councillor Oliver declared a personal interest regarding minute 145.

The Chairman had no announcements.

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 at:

Public Participation leaflet 2021.pdf (hart.gov.uk)

None.

Minutes of the meeting held on 22 February 2022 to be noted.

Minutes of the meeting held on 22 February 2022 were noted.

Members were advised of the public engagement planned for the middle of June involving residents in Fleet and the wider area for a positive and upbeat discussion on the required regeneration.

Minutes of the meeting held on 22 March to be noted.

Minutes of the meeting held on 22 March were noted.

To seek agreement to proceed to a referendum on Thursday 30 June 2022, following receipt of the examiner’s report 22 March 2022 into the Yateley, Darby Green and Frogmore Neighbourhood Plan.

RECOMMENDATION

That Cabinet

1.      agrees that the Yateley, Darby Green and Frogmore Neighbourhood Plan proceeds to a local referendum on Thursday 30 June 2022.

2.      the Decision Statement at Appendix 2 is agreed and published.

That Cabinet

1.      Agreed that the Yateley, Darby Green and Frogmore Neighbourhood Plan proceeds to a local referendum on Thursday 30 June 2022.

2.      Agreed the Decision Statement at Appendix 2 be published.

Cabinet approval was required to proceed to a referendum on Thursday 30 June 2022, following receipt of the examiner’s report 22 March 2022 into the Yateley, Darby Green and Frogmore Neighbourhood Plan.

Councillors Bailey, Cockarill and Quarterman left the meeting before discussions commenced and returned after this item.

DECISION

That Cabinet

1.      Agreed that the Yateley, Darby Green and Frogmore Neighbourhood Plan proceeds to a local referendum on Thursday 30 June 2022.

2.      Agreed the Decision Statement at Appendix 2 be published.

To consider and then approve the draft Service Plans for 2022/2023 as set out in Appendix 1.

RECOMMENDATION

That the draft Service Plans as set out in Appendix 1 for 2022/23 be approved.

That the draft Service Plans as set out in Appendix 1 for 2022/23 were approved.

Members considered the draft Service Plans for 2022/2023.

The Head of Community Services, Kirsty Jenkins announced a minor change to service priority no.2 which focuses on various current community responses.  The revised wording will cover the delivery of emergency response to all community matters.

Members noted that:

·        Performance indicators and targets for the carbon footprint are measured from outturn of previous years data which bases the targets set for the forthcoming year.  The carbon footprint measures will go to the Climate Change Working Group for reduction achievements.

·        Questions on CCTV data and measure of the performance of service.  These will go back to the Service Panels at Overview & Scrutiny.

·        Use percentage uptime to produce a clearer and more visible KPI (Key Performance Indicator).

·        The reason why the taxi licensing charges had been taken out of the Place Service plan due to this being business as usual and to concentrate on more project based work.

·        Green garden waste missed collections due to a reduction and suspension in service.  These revised numbers to be updated and brought back to Cabinet.

·        KPIs regarding fly tipping and the level of successful prosecutions.  The Council is serving fixed penalties, warning letters and prosecution letters following thorough checks and sustainable evidence.

Members agreed measures were required to record the impact of service in future so that there is better clarity and understanding of what the issues are.  Members were assured that we are working within the targets set by The Government to improve the service we provide.

DECISION

That the draft Service Plans as set out in Appendix 1 for 2022/23 were approved.

To update Committee on the Council’s performance indicator results for the third quarter of 2021/2022 (1 October 2021 – 31 December 2021).

RECOMMENDATION

That the performance report for Quarter 3 2021/22 is noted.

That the performance report for Quarter 3 2021/22 were noted.

Cabinet was updated on the Council’s performance indicator results for the third quarter of 2021/2022 (1 October 2021 – 31 December 2021).

Questions were asked around the Service Plan, KPIs and budgeting.  Issues considered included, skill placement, high level of employment, the total recycling rate, contamination rate, garden waste levels and clarity on the number of fines given for fly tipping.  Mr Jaggard confirmed that this information will be captured for next year’s report.

Members expressed that the format needs to be consistent on the report mechanism for all services which should be clear with identified targets set out quarterly with performance notes.

The Chairman suggested a user guide for Councillors to enable a better understanding of context.

DECISION

That the performance report for Quarter 3 2021/22 were noted.

This report provides an update on Hart’s emergency response to Storm Eunice.

RECOMMENDATION

That Cabinet:

·            notes and endorses the decisions taken by the Joint Chief Executive under emergency powers as set out in paragraph 6.4 of this report.

·            notes and endorses the expenditure incurred to date in providing the council’s response to Storm Eunice.

That Cabinet:

·        Noted and endorsed the decisions taken by the Joint Chief Executive under emergency powers as set out in paragraph 6.4 of this report.

·        Noted and endorsed the expenditure incurred to date in providing the councils response to Storm Eunice.

Cabinet were presented with a report providing an update on Hart’s emergency response to Storm Eunice.

Members praised the work done by the highways teams and countryside services and agreed that we need to revise our responses for such emergencies and apply lessons learnt to improve future processes.  When the demand is required, an improved plan is required for responsiveness and emergency response for future events.

The Head of Environment & Technical Services, Mr Elson confirmed he will provide Members with the log sheet of action taken following the Storm.

DECISION

That Cabinet:

·        Noted and endorsed the decisions taken by the Joint Chief Executive under emergency powers as set out in paragraph 6.4 of this report.

·        Noted and endorsed the expenditure incurred to date in providing the councils response to Storm Eunice.

To update Cabinet on the outcome of the procurement process to identify a digital agency to assist with the implementation and ongoing support of a new corporate website and to seek approval to appoint Big Blue Door as the preferred supplier.

RECOMMENDATION

The evaluation panel recommend that Hart District Council appoint Big Blue Door to help design, build, host and support the new website for the next two years.

Cabinet agreed that the evaluation panel recommend Hart District Council to appoint Big Blue Door to help design, build, host and support the new website for the next two years.

Members of Cabinet were updated on the outcome of the procurement process to identify a digital agency to assist with the implementation and ongoing support of a new corporate website and approval was sought to appoint Big Blue Door as the preferred supplier was requested.

Members were informed of the growing movement of local authorities and developers.  We published our opportunity on the Digital Marketplace to search for a supplier which resulted in finding the recommended supplier Big Blue Door to sign up to this project.

Members questioned the budget in place for enhanced security required over the forthcoming years and were advised of an additional budget to cover this – the Digital reserve.

The Joint Chief Executive advised Members of a significant piece of work that has been identified that the Council is required to ensure that all documents published on our website are accessible for people with disabilities.  Accessible documents need to be checked going back to 2020 as the initial target.  This additional project will come back to Cabinet in June for approval to release funds from the Digital reserve to secure agency staff to rewrite many of the documents and make sure they are accessibility checked and formatted.

DECISION

Cabinet agreed that the evaluation panel recommend Hart District Council to appoint Big Blue Door to help design, build, host and support the new website for the next two years.

This report provides an update on the Government’s UK Shared Prosperity Fund (UK SPF).

RECOMMENDATION

That Cabinet:

1.      Approves the drafting a local investment plan for the administration of the UK SPF in Hart and;

2.      Approves the inclusion of the administration of the UK SPF into the Corporate Service Plan.

That Cabinet:

1.      Approved the drafting of a local investment plan for the administration of the UK SPF in Hart and;

2.      Approved the inclusion of the administration of the UK SPF into the Corporate Service Plan.

This report provided Members with an update on the Government’s UK Shared Prosperity Fund (UK SPF).

Members were advised of that The Government has published its Pre-Launched Guidance to enable Councils to start drafting an investment plan. Further guidance is still to be published but initial background work to be started on our investment fund.  An additional workstream will be introduced into the corporate plan for the element of work required.

Members asked questions on:

·        Ideas for project ideas and if we had a number of existing projects that can be enhanced using this fund.

·        How long the fund is for which is set to 3 years.

·        Guarantees on the allocation and distribution of the funds and the initial interventions for operating the fund.

·        How the funds will be distributed and portioned to councils.

·        Guarantees on the best way we can utilise this allocated fund.

Members agreed to give officers the green light to commence with initial preparations which will be presented at Cabinet in the following months.

DECISION

That Cabinet:

1.      Approved the drafting of a local investment plan for the administration of the UK SPF in Hart and;

2.      Approved the inclusion of the administration of the UK SPF into the Corporate Service Plan.

To consider and amend the Cabinet Work Programme.

The Cabinet Work Programme was considered and noted.