Agenda and minutes

Venue: Council Chamber

Contact: Committee Services 

Items
No. Item

36.

MINUTES OF THE PREVIOUS MEETING pdf icon PDF 98 KB

The minutes of the meeting held on 4 August 2022, together with separate Minutes of the Exempt Session, are attached for confirmation and signature as a current record.

Minutes:

The minutes of 4 August 2022, including the exempt minutes, were confirmed and signed as a correct record.

 

37.

APOLOGIES FOR ABSENCE

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.

Minutes:

No apologies had been received.

 

38.

DECLARATIONS OF INTEREST

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.

Minutes:

Councillor Quarterman declared an interest in Agenda Item 11 as a close family member was a Cabinet member of South Oxfordshire Council.  Cllr Farmer declared an interest in Agenda Item 9 as he was voluntary Chairman of Hart Swimming Club.  Both were non-pecuniary interests. 

39.

CHAIRMAN'S ANNOUNCEMENTS

Minutes:

There were no announcements.

 

 

40.

PUBLIC PARTICIPATION (ITEMS PERTAINING TO THE AGENDA)

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.

 

Minutes:

Mr David Turver and Mr Stuart Royston were welcomed to the meeting to present statements at the beginning of Agenda Items 6 and 7 respectively.

 

41.

SHAPLEY HEATH AUDIT REVIEW REPORT pdf icon PDF 78 KB

The purpose of this report is to receive the request from Audit Committee that Cabinet provide a response to the management recommendations contained within the Shapley Heath Audit Review report, and to review the application of project governance, financial controls, and reporting for the Shapley Heath project and to provide a response to Audit Committee on lessons learnt.

RECOMMENDATION

A. That the Interim Section 151 Officer prepares an action plan to comprise the response to the management recommendations contained within the Shapley Heath Audit Review report: and

B. Cabinet to decide how it wishes to respond to the request from Audit Committee that Cabinet carries out a review of the application of project governance, financial controls, and reporting for the Shapley Heath project.

 

Additional documents:

Minutes:

Councillors received the background to the request from the Audit Committee, which had discussed at length the Audit report from tiaa on the Shapley Heath Garden Community project.

Mr Turver read a statement to Cabinet regarding the agenda item (attached at Appendix 1). 

Discussion took place including:

·       Recognising that the governance arrangements for the Shapley Heath project were in themselves appropriate but asking the LGA or another recognised organisation to independently carry out the review so that lessons could be learnt as to why the governance arrangements appear not to have succeeded in this instance and to make sure that similar situations do not arise in the future.

·       Acknowledging that officer oversight questions were being dealt separately through Staffing Committee

·       What better scrutiny arrangements could have supported the project? How could member oversight be improved to include making sure that clear and accurate update information is provided to Cabinet in future.

·       The review would include gathering evidence from Cabinet members and also those members involved on the Opportunity Board

·       Timescales for the production of the reports and action plan The S151 Officer to prepare the report outlined in recommendation A in time for the November Cabinet meeting

DECISION

Cabinet agreed

1. That the Interim Section 151 Officer prepared an action plan to comprise the response to the management recommendations contained within the Shapley Heath Audit Review report: and

2. Cabinet will ask the LGA or another recognised body to provide an independent investigation in response to the request from Audit Committee that Cabinet carries out a review of the application of project governance, financial controls, and reporting for the Shapley Heath project.

 

Appendix A - Statement from Mr David Turver pdf icon PDF 98 KB

42.

ODIHAM COMMON MANAGEMENT PLAN pdf icon PDF 86 KB

This report provides Cabinet with a proposed Management Plan for Odiham Common that, if approved will provide a strategy for its management for the next 10 years. The report also considers a strategy for the management of Ash Dieback on Odiham Common, which will be implemented until a district Tree Strategy is approved.

 

RECOMMENDATION

That Cabinet:

1.    Approves the draft Odiham Common Management Plan (attached at Appendix 1).

2.    Approves and adopts a temporary Ash Dieback Strategy until a time where a more formal “Tree Strategy” will supplement this guidance.

 

Additional documents:

Minutes:

The Chairman declared an interest in this item as he was a member of the Butterfly Conservation Society.

Mr Royston read his note in relation to the item, and circulated some photos to those present.

Discussion points included:

·      The number of trees to be felled, where they would be, and what this would achieve

·      The role of the Parish Council in the plan and whether they were supportive

·      The fact that the O&S Committee had recommended that Cabinet not approve the plan and the reasons why. 

·      That O&S supported many areas of the proposed plan but had some concerns over others

·      The balance between accessibility and biodiversity

·      The difference between SANGS and SSSIs

·      The importance of establishing strong links with the local communities and Parish Councils

 

An additional recommendation was agreed that a suitable engagement plan would be prepared to ensure that Parish Councils’ and local residents’ views are accommodated to help deliver the Odiham Common Management Plan.  This engagement plan will be brought back to Cabinet for approval.

 

With this amendment Cabinet endorsed the recommendations.

DECISION

Cabinet

1.    Approved the draft Odiham Common Management Plan 

2.    Approved and adopted a temporary Ash Dieback Strategy until a time where a more formal “Tree Strategy” will supplement this guidance.

3.    Resolved that a suitable engagement plan should be prepared to ensure that Parish Councils’ and local residents’ views are accommodated to help deliver the Odiham Common Management Plan.  This engagement plan will be brought back to Cabinet for approval.

 

 

Appendix B - Speaking Note from Mr Stuart Royston pdf icon PDF 102 KB

43.

GREEN GRID PILOT PROJECT – SIGNAGE AND WAYFINDING pdf icon PDF 244 KB

To provide an update on the Green Grid Pilot Signage and Wayfinding Strategy and to seek Cabinet direction on the final design to allow the strategy to be completed.

To seek approval to proceed with the manufacture and installation of the signage and wayfinding along the pilot route between Fleet Railway Station and Hartland Village.

RECOMMENDATION

That Cabinet: 

1.    Selects the final design for the Green Grid Pilot Signage and Wayfinding Strategy from the two shortlisted concept designs, details provided below and in Appendix 2; 

2.    Agrees that approval of any minor variations to the final design be delegated to the Leader

 

Additional documents:

Minutes:

It was explained that Cabinet was being asked to choose the style of branding options for wayfinding and signage.

 

Discussion included:

 

  • The differences in the two concepts
  • That the signage did not need to fit in with the corporate rebranding
  • Consultation undertaken with various disability groups to ensure that accessibility requirements were met
  • That QR codes and other tech could be incorporated once designs were finalised

 

DECISION

Cabinet: 

1.    Selected the final design for the Green Grid Pilot Signage and Wayfinding Strategy from the two shortlisted concept designs, this being Design B.

2.    Agreed that approval of any minor variations to the final design could be delegated to the Leader

 

44.

QUARTERLY BUDGET MONITORING pdf icon PDF 1019 KB

To receive and note the Quarterly Budget Monitoring for Q1 2022/23

 

RECOMMENDATION

 

That Cabinet

 

1.            Notes the Q1 revenue outturn position of an underspend of £126k

2.            Notes the Q1 capital outturn position

3.            Approves the transfer to reserves of £110k of costs received from health & safety court case

 

Minutes:

 

Cabinet discussed:

 

  • Whether the £110k for the health and safety claim had yet been received
  • That the report was looking at the whole year rather than just the quarterly.  The presentation of the report to be discussed at the finance meeting with Cabinet on 5 September
  • They would like to see variances against budget
  • Potential consequences of increased costs for energy and inflation and opportunities for energy savings
  • The balance of Earmarked Reserves
  • Whether the current budget will be adhered to with the move from 4 HOS to 3

 

DECISION

 

Cabinet

 

1.             Noted the Q1 revenue outturn position of an underspend of £126k

2.             Noted the Q1 capital outturn position

3.     Approved the transfer to reserves of £110k of costs received from health & safety court case

 

45.

TREASURY MANAGEMENT STRATEGY STATEMENT pdf icon PDF 396 KB

To report the Council’s Treasury Management activities during the year ended 31 March 2022 for consideration by Cabinet.

 

RECOMMENDATION

 

1.         To note the Treasury Management Outturn statement.

 

Minutes:

Cabinet noted:

  • The S151 Officer had no concerns over the statement
  • The Council was carefully managing its money
  • The Head of Service from Mendip would be joining Hart so there would be continuity with the moving away from the shared service

DECISION

Cabinet

1.         Noted the Treasury Management Outturn statement

 

46.

5 COUNCILS GOVERNANCE pdf icon PDF 163 KB

This paper seeks to outline the current position regarding the 5 Councils contract, covering governance, representation and the financial position.

 

RECOMMENDATION

1.         That Cabinet notes and endorses the minor alteration to the proportion of the size of the Hart contribution to the 5 Councils contract and agrees the approach to the ‘truing up’ mechanisms, making payment as set out in paragraph 15 and 16

2.         That Cabinet approves the streamlined governance approach, reflective of the size of the contract, to enable effective oversight and management which includes all the changes as set out in paragraph including Joint Committee to meet annually, providing budgetary and contractual oversight and continuing the spirit of partnership working, whilst keeping Members informed on the contract.

3.         That Cabinet delegates to the Joint Chief Executive in consultation with the Portfolio Holder for Commercialisation and Corporate Services, to complete the updated Inter Authority Agreement based on the principles set out in this paper.

4.         That Cabinet confirms Cllr Quarterman and Cllr Radley as replacement representatives to the 5 Councils Joint Committee

 

Minutes:

Cabinet noted:

 

  • There was a proposal to revise the governance approach
  • That Cllrs Radley and Quarterman would represent the Council
  • That Revs/Bens, customer service and IT were the only areas covered by the agreement for the Council

DECISION

 

Cabinet

1.         Noted and endorsed the minor alteration to the proportion of the size of the Hart contribution to the 5 Councils contract and agreed the approach to the ‘truing up’ mechanisms, making payment as set out in paragraphs 15 and 16

2.         Approved the streamlined governance approach, reflective of the size of the contract, to enable effective oversight and management which includes all the changes as set out in paragraph including Joint Committee to meet annually, providing budgetary and contractual oversight and continuing the spirit of partnership working, whilst keeping Members informed on the contract.

3.         Delegated to the Joint Chief Executive, in consultation with the Portfolio Holder for Commercialisation and Corporate Services, to complete the updated Inter Authority Agreement based on the principles set out in this paper.

4.         Confirmed Cllr Quarterman and Cllr Radley as replacement representatives to the 5 Councils Joint Committee

 

47.

MOVE TO A SINGLE CHIEF EXECUTIVE pdf icon PDF 113 KB

To recommend to Full Council that the Council should adopt on an interim basis a single CEO model and to bring it into full effect at the earliest opportunity.

RECOMMENDATION

1.         Cabinet recommends to Full Council that the Council should adopt on an interim basis a single CEO model and bring it into full effect at the earliest opportunity (and that some of the estimated annual revenue budget savings achieved potentially reinvested to create additional capacity in Tier 3 manager posts to increase operational capacity/Monitoring officer provision)

 

Minutes:

Mr Phillips left the meeting at 9:03pm at the start of this item

 

Councillors were reminded that this proposal was part of the plan put into place by the Staffing Committee last year, and that any final decision would need to be made by full Council, likely at their September meeting.  Cabinet discussed the following:

 

  • What the saving for moving to one Chief Executive would be per annum
  • How the skill gaps would be addressed and that backfilling of resource would be undertaken if necessary
  • Senior management capacity and any impact on the ability to deliver services if the proposal is agreed
  • How this proposal fitted in with the work being undertaken on a potential move to a shared Chief Executive with Rushmoor Borough Council
  • That if agreed, the recommendations would be put to full Council on 29 September, and debate in the public forum

DECISION

 

Cabinet

1.         Recommended to Full Council that the Council should adopt on an interim basis a single CEO model and bring it into full effect at the earliest opportunity (and that some of the estimated annual revenue budget savings achieved potentially reinvested to create additional capacity in Tier 3 manager posts to increase operational capacity/Monitoring officer provision)

 

48.

CABINET WORK PROGRAMME pdf icon PDF 92 KB

To consider and amend the Cabinet Work Programme.

Minutes:

Cabinet considered the Work Programme as circulated prior to the meeting.

 

A number of amendments would be made in the next iteration:

 

  • The Review of Financial Regulations will move to November or December
  • Quarterly Plans to be added to November
  • Consideration of the LGA Report regarding Shapley Heath to be added to November