Agenda, decisions and minutes

The Minutes of the meeting of 3 June 2021 are attached to be confirmed and signed as a correct record.

The Minutes of the meeting of 3 June 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.

Cllr Oliver declared he is a member of Fleet Town Council in relation to item 16 on the agenda.

The Chairman moved that item 16 be brought forward as members of the public were present for that item.

Item 16 – Two members of the public were in attendance to support the Welcome Back Fund discussion.

A verbal update to Members on the current situation.

Members were informed that the closing date for the expression of tender of interest to operate the day care centre is 23rd July 2021.

This is the fourth report to Members providing an update on the work undertaken by the Council in response to the Coronavirus (Covid-19) pandemic. Previous reports have been considered by Cabinet in July 2020, October 2020 and January 2021.

Whilst work progresses at pace on vaccinating the population, it is important to note that the situation remains live, with restrictions still in place.

RECOMMENDATION

That Cabinet:

1.    Notes the updates on the Recovery Plan as outlined in Appendix 1.

2.    Notes and endorses the final decisions taken by the Joint Chief Executive under emergency provisions within the Constitution.

That Cabinet:

1.   Noted the updates on the Recovery Plan as outlined in Appendix 1 attached to the report.

2.   Noted and endorsed the final decisions taken by the Joint Chief Executive under emergency and urgent provisions within the Constitution.

Members were provided with a fourth report providing an update on the work undertaken by the Council in response to the Coronavirus (Covid-19) pandemic.  Previous reports had been considered by Cabinet in July 2020, October 2020 and January 2021.

Whilst work progressed at pace on vaccinating the population, it is important to note that the situation remains live, with restrictions still in place.  The project plan is working towards completion and is moving into recovery and business as usual.  The report included a new document providing support for Hart’s Communities Plan which engaged with key stakeholders across a wider area to provide support and recovery from COVID-19.

Members asked about the workshops held with local parishes to promote activity and it was confirmed that all town parishes were invited to take part.  A written response will be given on parishes who didn’t attend the workshops.

DECISION

That Cabinet:

1.   Noted the updates on the Recovery Plan as outlined in Appendix 1 attached to the report.

2.   Noted and endorsed the final decisions taken by the Joint Chief Executive under emergency and urgent provisions within the Constitution.

The Mobile Homes (Requirement for Manager of Site to be Fit and Proper Person) (England) Regulations 2020 (‘the Regulations) prohibit the use of land as a residential mobile home site unless the local authority is satisfied that the owner or manager of the site is a fit and proper person to manage the site.  The purpose of this report is to seek Cabinet approval for the policies drawn up to support this new statutory requirement so they can be adopted and implemented.

RECOMMENDATION

It is recommended that Cabinet approve the adoption of the following policies:

1. Appendix 1: The Fit and Proper Person Determination policy.

2. Appendix 2: The Fit and Proper Person Fees Policy fee.

Cabinet approved the adoption of the following policies:

1.   Appendix 1: The Fit and Proper Person Determination policy.

2.   Appendix 2: The Fit and Proper Person Fees Policy fee.

The Mobile Homes (Requirement for Manager of Site to be Fit and Proper Person) (England) Regulations 2020 (‘the Regulations) prohibit the use of land as a residential mobile home site unless the local authority is satisfied that the owner or manager of the site is a fit and proper person to manage the site.  This report required Cabinet approval for the policies drawn up to support this new statutory requirement so they can be adopted and implemented.

This report had already been considered by Overview and Scrutiny Committee in June and agreed amendments and changes had been included in this report.  Members were advised that an outstanding amendment to the wording of an initial application fee to be a ‘one off’ fee would be corrected.

DECISION

Cabinet approved the adoption of the following policies:

1.   Appendix 1: The Fit and Proper Person Determination policy.

2.   Appendix 2: The Fit and Proper Person Fees Policy fee.

To approve the revised Corporate Debt Recovery Policy at Appendix 1 which incorporates the Citizens Advice revised collection of Council Tax arrears good practice protocol.

RECOMMENDATION

That Cabinet approves the revised Corporate Debt Policy.

Cabinet approved the revised Corporate Debt Policy as set out in Appendix 1.

Members were presented with the revised Corporate Debt Recovery Policy which incorporates the Citizens Advice revised collection of Council Tax arrears good practice protocol.

DECISION

Cabinet approved the revised Corporate Debt Policy as set out in Appendix 1.

This report provides details of four applications for funding, which have been submitted to the Council in connection with the Government’s Welcome Back Fund.

RECOMMENDATION

That Cabinet:

•     Decides which of the applications will 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 Ministry of Housing, Community and Local Government (MHCLG). If the application is approved by MHCLG, then the proposed scheme(s) can then commence).

Cabinet:

•     Agreed that to support the application from Fleet Bid (application 1) and the two applications from Odiham Parish Council (applications two and three) 

•     Agreed to support the principle of submitting a bid as outlined in application four (online ecommerce platform) but required greater clarification as to the details of the option proposed (there was a wide range) and also an assessment of the financial implications that may arise and future budget [pressures and possible on-going commitments placed on the Council. Cabinet agreed to set up a small working group of Cabinet to identify the details of the ecommerce platform before making a final decision and report back to Cabinet with evidence and a full project plan. The report back to Cabinet should set out the full life-time cost of the project.

This report provided details of four applications for funding, which have been submitted to the Council in connection with the Government’s Welcome Back Fund.  Members were advised of the four applications received.

•     Application one from Fleet BID – The installation of parklets which are small areas converted into seating spaces with softening elements such as planting.

•     Application two and three from Odiham Parish - Promotional leaflets and a map of the area and creation of a number of picnic areas.

•     Application four – from Officers at Hart Council to create an online ecommerce platform to promote local shops and business that would cover the whole district.

Subject to Cabinet’s agreement, the next stage would be to submit a detailed Action Plan and Service Level Agreement for consideration by the Ministry of Housing, Community and Local Government (MHCLG).  If the applications are approved by MHCLG, then the proposed scheme(s) could then commence

Members discussed:

•    The deadline for applications and fund allocation of March 2022.

•     The second phase of funding criteria extension to include promenades and public parks.

•     Questioned the confidence in bids with the community and communications with the wards and divisional councillors to be taken into consideration.

•     Hart branding to be clear to raise popularity and promote Hart.

•     Competitors in the district who already provide an online platform.

•     The prospect of offering long term support.  This fund would be provided for one year with further progress monitoring at the end of the year.

•     Store branding within individual projections.

Members agreed to support all four applications but required greater clarification about details of application four (online ecommerce platform). It was unclear as to what specific platform option was being recommended by Officers (there was a wide range between the three options outlined in the report) and as the report did not outline the benefits of each option, more information was required. Also, there was a concern with regard to the absence of any information that sought to clarify the financial implications that may arise from application 4 including any future budget pressures and possible on-going commitments placed on the Council. Therefore, whilst the principle of an online ecommerce platform could be supported, there was insufficient information available to make a final decision.

DECISION

Cabinet:

•     Agreed that to support the application from Fleet Bid (application 1) and the two applications from Odiham Parish Council (applications two and three) 

•     Agreed to support the principle of submitting a bid as outlined in application four (online ecommerce platform) but required greater clarification as to the details of the option proposed (there was a wide range) and also an assessment of the financial implications that may arise and future budget [pressures and possible on-going commitments placed on the Council. Cabinet agreed to set up a small working group of Cabinet to identify the details of the ecommerce platform before making a final decision and report back to Cabinet with evidence and a full project  ...  view the full minutes text for item 17.

This report presents the provisional revenue outturn for the year ended 31 March 2021 and compares it with the latest approved budget providing explanations of the significant variances.  The report also contains the capital outturn for the year ended 31 March 2021.  This report has been considered by Overview and Scrutiny Committee on the 15th June and an additional appendix has been provided which shows the effect of Covid loss of income and additional expenditure on the revised balanced budget for 2020/21.

RECOMMENDATION

A.  The provisional outturn position of an overspend of £784K after Covid-19 compensation is noted (shown at Table 4.6). This is before accounting adjustments and transfers.

B.  The capital outturn position at 31st March is 2021 is noted.

C.  That unspent capital budget is carried forward into the Capital programme for 2021-22.

D.  That Cabinet approves the contributions to earmarked reserves as detailed in Table 6.1 be approved.

A.  The provisional outturn position of an overspend of £784K after Covid-19 compensation is noted (shown at Table 4.6). This is before accounting adjustments and transfers.

B.  The capital outturn position at 31st March is 2021 be noted.

C.  That unspent capital budget is carried forward into the Capital programme for 2021-22.

D.  The contributions to earmarked reserves as detailed in Table 6.1 be approved.

This report presented the provisional revenue outturn for the year ended 31 March 2021 and compared it with the latest approved budget providing explanations of the significant variances.  The report also contained the capital outturn for the year ended 31 March 2021.  This report had already been considered by Overview and Scrutiny Committee on 15 June and an additional appendix had been provided which showed the effect of Covid loss of income and additional expenditure on the revised balanced budget for 2020/21.

Members asked about the uncertainty of the data on the overspend on the waste contract and agreed to a review of the work by an independent reviewer.  The outcome of this review would make any necessary adjustments to the accounts for the audit process and be presented at the next Audit Committee.

DECISION

A.  The provisional outturn position of an overspend of £784K after Covid-19 compensation is noted (shown at Table 4.6). This is before accounting adjustments and transfers.

B.  The capital outturn position at 31st March is 2021 be noted.

C.  That unspent capital budget is carried forward into the Capital programme for 2021-22.

D.  The contributions to earmarked reserves as detailed in Table 6.1 be approved.

For Information Only:  To confirm with Cabinet the purchase of Centenary House, Basingstoke, for £11,610,881.  The purchase will offer the Council a rental income £730,155 per annum overall at an initial yield of 6%.

The item was for noting only. Members were advised that Hart had completed the purchase of Centenary House in Basingstoke for £11,610,881.  The purchase will offer the Council a rental income of £730,155 per annum overall at an initial yield of 6%, the net yield figure to be provided in the next few days.  The source of the purchase funding was from internal borrowing.

This report seeks Cabinet approval of a refreshed Commercial Property Investment Strategy.

RECOMMENDATION

That Cabinet approves the refresh Commercial Property Investment Strategy (attached as Appendix 1).

That Cabinet approved the refreshed Commercial Property Investment Strategy (Appendix 1).

This report required Cabinet approval of a refreshed Commercial Property Investment Strategy.

A draft of the report had been debated at Overview & Scrutiny. The revised report had been refreshed and points clarified around yield and overall selection criteria for potential properties. 

DECISION

That Cabinet approved the refreshed Commercial Property Investment Strategy (Appendix 1).

This report sets revised Terms of Reference as a framework for the development of regeneration opportunities for the civic campus, to take the project forward.  A key element of the process will be meaningful and on-going effective engagement with the Civic Centre Regeneration Working Group and this paper seeks to ensure the appropriate skills, knowledge and expertise remain within this group as the project moves onto the next stages.

RECOMMENDATION

That Cabinet agrees to refreshed Terms of Reference for the Civic Centre Regeneration Working Group (as set out in Appendix 1) to enable the consideration, evaluation and delivery of the regeneration of the civic campus.

Cabinet agreed to the refreshed Terms of Reference for the Civic Centre Regeneration Working Group (as set out in Appendix 1) to enable the consideration, evaluation, and delivery of the regeneration of the civic campus but to include the amendment of dual hatted representatives.

This report set out the revised Terms of Reference as a framework for the development of regeneration opportunities for the civic campus, to take the project forward.

Members asked for clarity on the wording of the terms of reference of up to 3 ward members from the Fleet wards and changes in the composition of the group makeup to be amended and incorporate a wider representation from Hampshire County Council and Fleet Town Council.

DECISION

Cabinet agreed to the refreshed Terms of Reference for the Civic Centre Regeneration Working Group (as set out in Appendix 1) to enable the consideration, evaluation, and delivery of the regeneration of the civic campus but to include the amendment of dual hatted representatives.

To seek Cabinet approval to amend the Terms of Reference for the Climate Emergency Working Group.

RECOMMENDATION

That the amended Terms of Reference for the Climate Emergency Working Group (attached at Appendix A) are approved.

That the amended Terms of Reference for the Climate Emergency Working Group (as at Appendix A) are approved.

Members agreed to amend the Terms of Reference for the Climate Emergency Working Group to include the Leader of the Council and Friends of the Earth be represented on the working group along with other organisation’s contributions.

DECISION

That the amended Terms of Reference for the Climate Emergency Working Group (as at Appendix A) are approved.

For Members of the Cabinet to consider the Environmental Health & Licensing Local Enforcement Plan.

RECOMMENDATION

1.   Adopt the Environmental Health & Licensing Local Enforcement Plan; and

2.   Authorise the Head of Place in consultation with the Portfolio Holder for Regulatory to make minor alterations and typographical corrections to the document before it is published.

That Cabinet:

1.   Adopted the Environmental Health & Licensing Local Enforcement Plan.

2.   Authorised the Head of Place, in consultation with the Portfolio Holder for Regulatory, to make minor alterations and typographical corrections to the document before it is published.

Members of Cabinet considered the Environmental Health & Licensing Local Enforcement Plan and were advised that this report went to the Overview and Scrutiny Committee prior to approval by Cabinet.

DECISION

That Cabinet:

1.   Adopted the Environmental Health & Licensing Local Enforcement Plan.

2.   Authorised the Head of Place, in consultation with the Portfolio Holder for Regulatory, to make minor alterations and typographical corrections to the document before it is published.

To agree to the renewal of the Shared Licensing Service between Hart District Council and Basingstoke & Deane Borough Council.

RECOMMENDATION

1.         Cabinet agrees that the renewal of the Shared Licensing Service between Hart District Council and Basingstoke & Deane Borough Council; and

2.         The Head of Place in consultation with the Portfolio Holder for Regulatory Services be authorised to agree the details of a refreshed deed associated with renewal of the Shared Licensing Service between Hart District Council and Basingstoke & Deane Borough Council.

1.   Cabinet agreed to the renewal of the Shared Licensing Service between Hart District Council and Basingstoke & Deane Borough Council; and

2.   That the Head of Place, in consultation with the Portfolio Holder for Regulatory Services, be authorised to agree the details of a refreshed deed associated with renewal of the Shared Licensing Service between Hart District Council and Basingstoke & Deane Borough Council.

Members considered the renewal of the Shared Licensing Service between Hart District Council and Basingstoke & Deane Borough Council.  The main advantages being the creation of efficiency in procedures, increasing the use of electronic case management systems and introducing effective compliance and enforcement checks.  Members discussed the certainty of the timescale of the service, the cost benefits and ability to transfer data back.

DECISION

1.   Cabinet agreed to the renewal of the Shared Licensing Service between Hart District Council and Basingstoke & Deane Borough Council; and

2.   That the Head of Place, in consultation with the Portfolio Holder for Regulatory Services, be authorised to agree the details of a refreshed deed associated with renewal of the Shared Licensing Service between Hart District Council and Basingstoke & Deane Borough Council.

To seek nominations to Hart’s approved list of Outside Bodies.

RECOMMENDATION

The Cabinet

1.    Approve the list of outside bodies to be appointed to as shown at Appendix 3.

2.    Nominate and approve representatives to the Outside Bodies as shown at Appendix 3.

The Cabinet

1.   Approved the list of outside bodies appointed (as shown at Appendix 1).

2.   Nominated and approved representatives to the Outside Bodies (as shown at Appendix 1).

Cabinet considered the nominations to Hart’s approved list of Outside Bodies (as set out in Appendix 1).

Members agreed to:

•     Stop attending Hampshire Partnership.

•     Change the representation for Hampshire Police and Crime Panel to a Member of Cabinet.

•     Contact some organisations for further nominations including Inclusion Hampshire and The Vine Day Centre.

DECISION

The Cabinet

1.   Approved the list of outside bodies appointed (as shown at Appendix 1).

2.   Nominated and approved representatives to the Outside Bodies (as shown at Appendix 1).

Appendix 1

HART REPRESENTATIVES ON OUTSIDE BODIES 2021/22

To consider and amend the Cabinet Work Programme.

The Cabinet Work Programme was considered and amended.

1.   Budget and Medium Term Financial Strategy to push back to September.

2.   Park Run support to be added in August.

The Cabinet Work Programme was considered and amended.

1.   Budget and Medium Term Financial Strategy to push back to September.

2.   Park Run support to be added in August.

To seek approval for a further Additional Restrictions Grant scheme targeted at specific businesses adversely affected by the extended restrictions as at 21 June 2021.

RECOMMENDATION

To approve the Policy for the payment of Extended Restrictions Grant detailed in Section 4 of this report.

Cabinet approved the Policy for the payment of Extended Restrictions Grant detailed in Section 4 of the report.

This report required Cabinet to approve further Additional Restrictions Grant scheme targeted at specific businesses adversely affected by the extended restrictions as at 21 June 2021.

DECISION

Cabinet approved the Policy for the payment of Extended Restrictions Grant detailed in Section 4 of the report.