Agenda, decisions and minutes

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Items
No. Item

10/20

Apologies for absence

Minutes:

There were no apologies for absence.

11/20

Declarations of interest

Minutes:

Councillor Robinson declared a pecuniary interest in relation to agenda item 9 – Local Plan Update, and left the meeting for consideration of the item.

12/20

Urgent matters

To consider any items of business, other than those shown on this agenda and which, by reason of special circumstances to be stated at the meeting, in the opinion of the Chairman, should be considered at the meeting as a matter of urgency.

 

Minutes:

There were no urgent matters.

13/20

Minutes of the meeting held on 7 July 2020 pdf icon PDF 211 KB

The Chair will move that the minutes of the meeting be signed as a correct record. The only part of the minutes that can be discussed is their accuracy.

Minutes:

The minutes of the meeting held on 7 July 2020 were confirmed as an accurate record and signed by the Chair.

14/20

Referral from Council - Rights of Access Motion

At the Council meeting held on 16 July 2020, the following motion was referred to Cabinet:

 

A large number of former Council built terraced houses have rear gardens that are only accessible via a path across the adjacent properties. While these access arrangements should have been included on the property deeds when these properties were sold to sitting tenants, we are aware of at least one property in Overton where this was not the case this has led to disputes between neighbours regarding access. This particular case only came to light when the adjacent house was sold on by the original council tenant. As many of these properties were originally sold in the 1980’s it is likely that in the near future many will now be sold on the open market for the first time at which point more cases may become apparent.

 

Given there was no intention to remove these rights of access from adjacent residents whether they are owners or tenants, this Council resolves that a report be prepared for Cabinet which considers whether any legal action can be taken to correct this error and any other similar cases that may arise in future.

Minutes:

The Leader of the Council stated he would refer the details of the motion to the council’s legal officers.  The Head of Law and Governance confirmed that Legal Services were looking at the issues raised in the motion with colleagues and the housing associations and would present a report to Cabinet in November.

 

15/20

Recommendations from the Community Environment and Partnerships Committee in response to the Council Motion on the "broom and bin" street cleaning service. pdf icon PDF 299 KB

This report sets out the comments and recommendation from the CEP committee regarding the review of the replacement of the broom and bin street cleansing service.

Decision:

Note the report of the Community, Environment and Partnerships Committee and agree that the broom and bin street cleansing service is not reintroduced.

Minutes:

Cabinet considered a report from the Community, Environment and Partnerships (CEP) committee in response to a council motion regarding the reinstatement of the broom and bin street cleansing service.  The Cabinet Member for Environment and Enforcement stated that the CEP committee had received a detailed report which set out the reasons for the change from a man and a barrow to a mobile van service. Following a full discussion the CEP committee were satisfied with the reasons for the service change and therefore recommended that the broom and bin service was not re-introduced.

 

Resolved: That the report of the Community, Environment and Partnerships Committee be noted and the recommendation agreed that the broom and bin street cleansing is not reintroduced.

16/20

Quarter 1 Revenue Monitoring Report and Covid-19 Financial Impact Update 2020/21 pdf icon PDF 602 KB

In addition to presenting the 2020/21 forecast position as at the 30 June 2020 for revenue expenditure and income against working budgets, this report sets out the funding position resulting from Covid-19 and rebases the budget taking account of the implications that are currently known.

 

Recommendation from the Cabinet Member for Finance and Service Improvement

Decision:

The following additional spend for new funding requests as noted in section 8 of the report, to be funded from the MTFS Risk Reserve, be approved:

 

£1.07M 2020/21 MHCLG Capacity Grant Manydown South. This funding wasallocated to this reserve for this purpose as part of the Revenue Outturn Reportfor 2019/20 approved by Cabinet in July 2020 and the release can be thereforebe approved by Cabinet;

 

Recommendation to Council

 

Council be recommended to note:

 

1)     The significant financial implications that Covid-19 is having on the council, including the current estimated cost of £5.98M in 2020/21 which exceeds the current £2.13M of funding received from Government, as detailed in section 6 of the report;

 

2)     The likely ongoing financial implications of Covid-19 on the MTFS in future years and that current savings plans must continue to be delivered where possible to prevent further deterioration in the council’s financial position;

 

3)     Further lobbying is being made to Government for further funding both directly and through other associations and societies;

 

4)     The proposed rebasing of the 2020/21 budget and use of central resources to mitigate the Covid-19 financial impact as shown in section 7 noting that there is a £2.21M budget gap in 2020/21;

 

5)     That the non Covid-19 net revenue expenditure on services in 2020/21, before net transfers to/from reserves is forecast to be £1.64M lower than the working budget. Details of the significant variances can be seen in section 6 of the report;

 

6)     The 2020/21 savings position is as detailed in section 9 of the report;

 

7)     That budget virements amounting to £2.69M were processed in the first quarter, as summarised in section 10 of the report; and

 

8)     The risks associated with the revenue forecasts are as detailed in section 11of the report.

 

Council be recommended to approve:

 

9)     The revised 2020/21 budget, which has been prepared in response to the financialimpact of Covid-19 as shown in section 7 (table 5) of the report, and notes thatcurrent accountancy policies will allocate any year end deficit against the MediumTerm Financial Risk Reserve;

 

10)  The following additional spend for new funding requests as noted in section 8 of the report to be funded from the Homelessness Reserve:

 

£0.02M 2020/21 and £0.06M 2021/22 Rough Sleeper Initiative;

 

11)  The additional spend for new funding requests as noted in section 8 to be funded from the MTFS Risk Reserve:

 

Up to £0.25M 2020/21 Support J7 Planning; and

Up to £0.10M 2020/21 Devolution and LGR Review.

 

Minutes:

Cabinet considered a report which presented the 2020/21 forecast position as at 30 June 2020 for revenue expenditure and income against working budgets and set out the funding position resulting from Covid-19 and rebased the budget taking account of the known implications.

 

The Cabinet Member for Finance and Service Improvement stated that Covid-19 had continued to have a huge impact on the council’s finances particularly in the 2020/21 financial year with a current estimated cost of £5.98 million which included £1.04 million of additional costs and £4.94 million of reduced income.  She highlighted the government funding allocated to the council in order to help mitigate the financial impact which had been used to support residents with business costs to council tax reductions, however the funding did not compensate for the loss to the council.  She added that the council budget had been reviewed and tighter spending controls had been introduced including a recruitment freeze and the escalation of the transformation project to support working from home.  She concluded that the financial climate would continue to be challenging and regular updates would be provided to Cabinet on the council’s financial position.

 

Cabinet discussed the report and thanked officers for the quick and decisive action taken to react to the Covid-19 pandemic and provision of support to the boroughs residents and businesses.  The future financial challenges to the council was recognised.

 

Resolved: That

 

The following additional spend for new funding requests as noted in section 8 of the report, to be funded from the MTFS Risk Reserve, be approved:

 

£1.07M 2020/21 MHCLG Capacity Grant Manydown South. This funding was allocated to this reserve for this purpose as part of the Revenue Outturn Report for 2019/20 approved by Cabinet in July 2020 and the release can therefore be approved by Cabinet;

 

Recommendation to Council

 

Council be recommended to note:

 

1)     The significant financial implications that Covid-19 is having on the council, including the current estimated cost of £5.98M in 2020/21 which exceeds the current £2.13M of funding received from Government, as detailed in section 6 of the report;

 

2)     The likely ongoing financial implications of Covid-19 on the MTFS in future years and that current savings plans must continue to be delivered where possible to prevent further deterioration in the council’s financial position;

 

3)     Further lobbying is being made to Government for further funding both directly and through other associations and societies;

 

4)     The proposed rebasing of the 2020/21 budget and use of central resources to mitigate the Covid-19 financial impact as shown in section 7 noting that there is a £2.21M budget gap in 2020/21;

 

5)     That the non Covid-19 net revenue expenditure on services in 2020/21, before net transfers to/from reserves is forecast to be £1.64M lower than the working budget. Details of the significant variances can be seen in section 6 of the report;

 

6)     The 2020/21 savings position is as detailed in section 9 of the report;

 

7)     That budget virements amounting to £2.69M were processed  ...  view the full minutes text for item 16/20

17/20

Quarter 1 Capital Monitoring Report pdf icon PDF 400 KB

The purpose of this report is to inform cabinet of any major changes in the capital programme for the period 2020/21 to 2023/24, highlighting changes in the programme since the last reported outturn position to Council in July 2020. The report also presents the forecast capital outturn position for 2020/21 and compares it with the latest agreed budget providing explanations for the significant variances.

 

Recommendation from the Cabinet Member for Finance and Service Improvement

Decision:

Recommendation to Council

 

Council be recommended to note:

 

1)     That forecast capital expenditure for 2020/21, as at the end of quarter one is£43.427M as shown in section 4 of the report. This is £0.300M less or 0.69% below thelatest agreed capital programme budget;

 

2)     The 2020/21 significant outturn variations and explanations for them areshown in section 5 of the report;

 

3)     The addition of £0.067M to the programme and rephasing since the lastreported position in July 2020, under delegated powers as shown in section 3and Appendix 1 of the report;

 

4)     The rephasing of £1.230M within the capital programme since the lastreported position in July 2020, under delegated powers as detailed in section3 and Appendix 1 of the report;

 

5)     The quarter one forecasts and impact of scheme variances for 2020/21 onfuture year’s capital expenditure were reported to the Capital ProgrammeBoard in July 2020;

 

6)     The latest forecast of capital receipts, grants and contributions for 2020/21 insection 6 of the report;

 

7)     The risks associated with the capital forecasts are as detailed in section 9 of the report; and

 

8)     The capital programme remains fully funded up to 2023/24 based on the latestforecast of available resources.

 

Council be recommended to approve:

 

9)     The proposed creation of a new capital scheme, addition and spend of£0.196M in respect of converting 4 x 1 bedroom shared ownership units into4 x 1 bedroomsocial rented units within the upcoming Park Heights, WellaRoad, Basingstokedevelopment, to be funded from unspent S106 developers’contributions foraffordable housing.

 

10)  The revised capital programme for 2020/21 to 2023/24 and its financing asshown in section 7 and detailed in Appendix 2 of the report.

 

Minutes:

The Cabinet Member for Finance and Service Improvement introduced a report which informed Cabinet of any major changes in the capital programme for the period 2020/21 to 2023/24 and highlighted changes in the programme since the last reported outturn position to Council in July 2020.  The report also presented the forecast capital outturn position for 2020/21 and compared it with the latest agreed budget providing explanations for the significant variances.  She stated that as in common with the revenue budget, Covid-19 had affected the delivery of the capital programme.  Further delayed spending was expected during the year which would be monitored closely through the Capital Programme Board and regular updates to Cabinet.  She added that the capital programme was integral to the delivery of the overall council strategy and would need constant review in light of operational impacts this year and in future years.  She concluded that the programme was broadly as agreed at the budget setting with a rephasing and proposed addition to the programmes.

 

Recommendation to Council

 

Council be recommended to note:

 

1)     That forecast capital expenditure for 2020/21, as at the end of quarter one is £43.427M as shown in section 4 of the report. This is £0.300M less or 0.69% below the latest agreed capital programme budget;

 

2)     The 2020/21 significant outturn variations and explanations for them are shown in section 5 of the report;

 

3)     The addition of £0.067M to the programme and rephasing since the last reported position in July 2020, under delegated powers as shown in section 3 and Appendix 1 of the report;

 

4)     The rephasing of £1.230M within the capital programme since the last reported position in July 2020, under delegated powers as detailed in section 3 and Appendix 1 of the report;

 

5)     The quarter one forecasts and impact of scheme variances for 2020/21 on future year’s capital expenditure were reported to the Capital Programme Board in July 2020;

 

6)     The latest forecast of capital receipts, grants and contributions for 2020/21 in section 6 of the report;

 

7)     The risks associated with the capital forecasts are as detailed in section 9 of the report; and

 

8)     The capital programme remains fully funded up to 2023/24 based on the latest forecast of available resources.

 

Council be recommended to approve:

 

9)     The proposed creation of a new capital scheme, addition and spend of £0.196M in respect of converting 4 x 1 bedroom shared ownership units into 4 x 1 bedroom social rented units within the upcoming Park Heights, Wella Road, Basingstoke development, to be funded from unspent S106 developers’ contributions for affordable housing.

 

10)  The revised capital programme for 2020/21 to 2023/24 and its financing as shown in section 7 and detailed in Appendix 2 of the report.

 

18/20

Local Plan Update - Issues and Options Consultation pdf icon PDF 380 KB

The Issues and Options consultation is an important next step in the progression to update the current adopted Local Plan.  The consultation will give the opportunity to consider keys issues for the update and outline suitable options for consideration.  This report presents a proposed consultation document and sets out a revised timetable for the overall LPU process, taking into account the impacts of the Covid-19 Pandemic.

Recommendation from the Cabinet Member for Planning, Infrastructure and the Natural Environment

Additional documents:

Decision:

 Agree that:

1)  The Issues and Options consultation for the Local Plan Update (LPU) takes place in Autumn 2020;

2)  The proposed consultation document (appendix 1) is published as part of the Issues and Options consultation, subject to final additions and amendments which are delegated to the Portfolio Holder for Planning and Infrastructure for agreement;

3)  The Local Development Scheme is updated to reflect the revised timetable for the Local Plan Update process, outlined in paragraph 3.6 of the report;

4)  The proposed temporary revisions to the Statement of Community Involvement (as outlined in appendix 2 of the report) be adopted.

Minutes:

Cabinet considered a report that set out a proposed consultation document to consider key issues and options as the next step in the progress of the Local Plan (LP) update.  The Cabinet Member for Planning, Infrastructure and Natural Environment stated that the consultation would involve residents, developers, land owners, specialist consultees and all those who would have an interest in how the LP was shaped, would involve making sure current policies were robust and introduce new policies in relation to climate change, air pollution and the natural environment.  He added that it was the first stepping stone to the LP update and stated that whilst there was a planning white paper under consideration, it was important to continue with the LP update. He also referred to the appendix of sites proposed that demonstrated that more sites were being put forward than any realistic housing number for dwellings per annum would require to be built.

Cabinet considered the report and made a number of comments which included:

·         It was important to provide sufficient land to enable development to provide jobs for the future.

·          the consultation was welcomed to enable residents to have a say on what future planning should look like.

·         It was important that Parish Councils did not feel that their efforts to produce Neighbourhood Plans were undermined and their plans remain robust.

·         The principle that local people make better local decisions should be a thread throughout the LP update.

·         The climate change agenda and biodiversity targets are fully conversant with the best in the country.

·         The right sites are promoted in the right places affecting the least people and villages are protected to retain the village feel.

The Cabinet Member for Planning, Infrastructure and Natural Environment gave reassurance to Neighbourhood Planning Groups and Parish Councils that he was firmly committed to the plans and achievements of the local communities.

Resolved: Cabinet agree that:

1)  The Issues and Options consultation for the Local Plan Update (LPU) takes place in Autumn 2020;

2)  The proposed consultation document (appendix 1) is published as part of the Issues and Options consultation, subject to final additions and amendments which are delegated to the Portfolio Holder for Planning and Infrastructure for agreement;

3)  The Local Development Scheme is updated to reflect the revised timetable for the Local Plan Update process, outlined in paragraph 3.6 of the report;

4)  The proposed temporary revisions to the Statement of Community Involvement (as outlined in appendix 2 of the report) be adopted.

Reasons for the decision:

The council has agreed to progress a LPU and the next key step is to undertake an Issues and Options consultation in autumn 2020 to consider the key issues for the update and outline suitable options for consideration.