Agenda and minutes

Apologies were received from Councillors Carr, Eachus, Grant, Kotecha, Lee, Taylor, Tom and Tomblin.

Councillor Harvey declared an interest in relation to Agenda Item 5 – a question from a member of the public, and left the meeting for that item.

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.

The minutes of the meeting held on 20 July 2023 were confirmed as an accurate record and signed by the Mayor.

The Mayor made two announcements:

·       He had met with Henry Saul, a pupil from Oakley Junior School who won his category in the Destination Basingstoke, Place To Be Proud Of Awards. He suffers from Duchenne Muscular Dystrophy (DMD) but climbed the highest mountain peak in South Wales, Pen Y Fan raising £17,585 for charity.

·       He had also met with Ben Pattison, an 800-metre runner with Basingstoke and Mid Hants Athletic Club, who had achieved a medal at the World Athletics Championship.

To receive and answer any questions from the public.

(Questions must be received in writing by Democratic Services no later than noon on Tuesday 17 October 2023)

From: Iman Maygi

To:     Cabinet Member for Resident Services and Housing

As someone who arrived in the UK as an asylum seeker escaping genocide, in circumstances that were significantly less funded, settling in Basingstoke, I have first-hand experience of the challenges faced by those who seek asylum without automatic refugee status upon arrival. This is something I am deeply passionate about, and my goal, more than anything is to ensure that Basingstoke's increasingly diverse population, which includes our refugees and asylum seekers, is supported sufficiently and effectively.

The June 2023 Home Office statistics indicate 163 asylum seekers, with some transitioning to refugee status due to the streamlined process. Newly recognised refugees have notably distinct needs, requiring more resources than those under better-funded schemes, under which the Basingstoke Borough and Deane Council (the 'Council') has been proudly providing support. The Council's 2020-2024 strategy does not address any plans to deal with newly recognised refugees that have claimed asylum and are currently either homeless or facing homelessness (among other needs). Will the Council adjust its 2020- 2024 strategy to address these varying needs, and when can we expect a detailed plan for this adaptation? Below are links to the pertinent statistics and strategy.

Sources: Recent Statistics: Immigration system statistics quarterly release - GOV.UK (www.gov.uk)

Basingstoke Strategy 2020-24: 2020-24 Housing and Homelessness Strategy final (basingstoke.gov.uk) Housing and Homelessness Strategy 2020 to 2024 (basingstoke.gov.uk)

Answer

Thank you, Iman, for your question. I’d like to begin by recognising the significant contribution settling refugees, asylum seekers and people from abroad make to our community and economy. We absolutely value the diversity they bring. Thank you for sharing your story with us. This highlights the real human cost many people are facing in this distressing situation. We recognise that this is a complex issue that local councils around the country are facing. There is a growing demand from the consequences of the Home Office’s policies and lack of them. We know from the great work carried out in our Borough over the years that we need proper financial support from government. Local governments cannot meet demand on its own and the Local Government Association are lobbying government because they need to step up. We are writing to the Home Office to raise our concerns. We have extended an offer for you to meet with our Housing Needs Manager and our Inclusion and Diversity Officer to discuss in more depth our work with refugees and the community and where there are any identified gaps that might be met. We welcome meeting with you.

Collectively, the Council, our partners and the community have a longstanding tradition of helping people escaping war and persecution from other parts of the world. In 2015, we answered the government’s call to come forward with pledges of accommodation support for refugees from Syria. In 2021, our housing team mobilised at pace, a wraparound support service at the newly operating bridging hotel in our borough, deploying under the government’s Afghan Warm Welcome Programme.  ...  view the full minutes text for item 49/23

To receive petitions.

(Notice of petitions must be received in writing by Democratic Services, no later than noon on Tuesday 17 October 2023)

1)    Indoor Skate Park – Mr S Peach

A petition was received from Mr Peach regarding provision for an indoor skate park.  The petition would be considered by the Director of Regeneration.

a)    to receive resignations from Committees and to make any necessary re-appointments

·       to appoint Parish Councillor Ian Elkins of Overton Parish Council and Parish Councillor Francesca Maritan of Old Basing and Lychpit Parish Council as parish representatives on the Standards Committee.

b)    to receive resignations from Outside Bodies and to make any re-appointments and (ii) fill any existing vacancies.

Parish Councillors Ian Elkins and Francesca Maritan were appointed as parish representatives on the Standards Committee.

Recommendation from the Cabinet meeting held on 5 September 2023:

Cabinet recommend Council to approve recommendations 8 and 9 of the report:

8)    A budget virement as detailed in paragraph 1.5 of the report to move £0.014M from Basing View Plot J Norden House scheme to the Basing View Hotel (Plot W scheme).

9)    Additions to the capital programme to support the delivery of Council Plan Priorities as set out in section 9 of the report to fund:

·       the installation of HVO Fuel Tanks at depots £0.062M in 2023/24;

·       additional vehicles for the Street Cleansing and Grounds Maintenance Teams of £0.225M in 2024/25; and

·       an increase to the Local Authority Housing Fund scheme of £0.780M in 2023/24.

Council considered recommendations from Cabinet to approve a budget virement to enable the completion of the Basing View Hotel scheme and additions to the capital programme of £1.067 million to support the delivery of Council Plan Priorities.

Resolved:    To approve

1)      A budget virement as detailed in paragraph 1.5 of the report to move £0.014M from Basing View Plot J Norden House scheme to the Basing View Hotel (Plot W scheme).

2)      Additions to the capital programme to support the delivery of Council Plan Priorities as set out in section 9 of the report to fund:

·       the installation of HVO Fuel Tanks at depots £0.062M in 2023/24;

·       additional vehicles for the Street Cleansing and Grounds Maintenance Teams of £0.225M in 2024/25; and

·       an increase to the Local Authority Housing Fund scheme of £0.780M in 2023/24.

Recommendation from the Cabinet meeting held on 10 October 2023.

Cabinet recommend Council to approve and adopt the Housing and Homelessness Strategy 2023-2027 for immediate implementation.

The Cabinet Member for Residents’ Services and Housing presented the Housing and Homelessness Strategy for Council approval.  The Strategy was a significant statutory document which set out key strategic priorities and delivery framework to enable the council to address the affordable housing needs of the borough.  She thanked officers for their hard work to produce the strategy and councillors and partners who had provided comments on the draft document.  She referred to the work of the Social Inclusion Partnership to support the most vulnerable residents, particularly when faced with financial pressures.  She added that partnership working was fundamental to the success of the housing strategy.  The delivery of affordable homes was a key priority of the strategy, with focus on the delivery of social rented homes and greater emphasis on regeneration.  The strategy built on the success of the work of the housing team and partners to prevent homelessness and rough sleeping.  Climate change,  energy efficient, cost effective homes and the importance of where people live were also important factors in the formation of the strategy.

Members were generally supportive of the strategy.   During debate comments were made which included:

·       The strategy lacked ambition and detail, particularly in relation to May Place and help for care leavers.

·       The strategy should detail how improvements could be made to existing housing stock to improve living conditions and to tackle anti-social behaviour.

·       There should be more work with the council’s partners and the private sector to ensure delivery of diminishing housing stock.

·       The previous accomplishments of the council to reduce homelessness and rough sleeping, reduce the use of bed and breakfast accommodation, significant housing register achievements, high number of social housing vacancies, delivery of new affordable homes above the target and achieving external funding for initiatives was recognised.

·       Concern that the move towards council house construction may inadvertently overlook vital considerations and undermine the council’s past achievements.

·       There was a lack of detail regarding the acquisition of land for housing projects without incurring significant costs, supportive measures such as direct loans or land price reductions or financial implications related to construction compliance.

·       Concern regarding the reducing pipeline of affordable homes and the impact that has for residents.

·       The focus on place was important to create a sense of community and belonging which could have a positive impact on resident’s quality of life and mental health.

·       Regeneration of areas in the borough was welcomed.

·       Planning for the future, tackling climate change and working with housing partners to reduce emissions and retrofit current housing stock was important.

·       The strategy set out objectives of high-level proposals that would lead to action plans that flow to fill in the considerable detail of a significant amount of policy that would come from the strategy. It was important to get the fundamentals right.

·       A commitment to additional affordable homes was welcomed.

·       Building council houses was the only way to combat the acute housing shortage.

·       Affordable homes may be the right product for some residents but are not always affordable  ...  view the full minutes text for item 53/23

Recommendation from the Cabinet meeting held on 10 October 2023.

Cabinet recommend Council to approve the updated Council Plan 2023-2027.

Council were presented with an updated Council Plan 2023-2027 for approval.  The updated Council Plan had been amended to provide an up-to-date overarching policy framework for the Council that fully reflected the priorities of the new administration.

The Leader of the Council set out the three key priorities of the plan, pride in our place, climate and ecology emergency and delivery of high-quality council services.   He provided a summary of the main areas the plan focused on: delivering a Local Plan that reduces the housing number within national government policy; the delivery of affordable homes with emphasis on socially rented homes;  delivering a university for the town; and the delivery of Manydown.  He highlighted focus on the regeneration of the Top of Town as a start of plans for the future of the town centre, working with partners to deliver regeneration to South Ham, Buckskin and Winklebury, delivery of a new Aquadrome and wider renewal of the Leisure Park.  He further highlighted commitment to supporting the work of the CSPO’s and partnership with the police, climate change and the ecological emergency with the delivery of solar power on council buildings, ambition to deliver a biodiversity strategy, protection of the borough’s rivers and chalk streams, improved parks, open spaces and play areas and investment in street cleansing and enhanced grounds maintenance services.  He also referred to the delivery of a new anti-poverty strategy and focus on empowerment and inclusion in the borough.

Members debated the Council Plan.  Comments made included:

·       Several members felt that the plan had changed very little from the plan previously agreed by Council in February.

·       Investment in frontline services was a key priority of the new administration with investment in additional staff to enhance grounds maintenance and street cleansing services, play area improvements and housing services.

·       The plan contained a lot of new promises to residents, but lacked new ideas, particularly in relation to the environment.  It contained all the strengths of the previous plan. 

·       Bringing together the streams of work to address poverty in the borough was welcomed.

·       Referring to the delivery of the Local Plan, concern was raised that there was no immediate investment or activity to address overstretched infrastructure with future infrastructure linked only to future developments, not addressing the current shortfalls.  The Cabinet were urged to rethink the approach and address the infrastructure pressures as a priority.

·       Reassurance was sought that plans for public access to toilet facilities, at various locations around the borough to support activity in sport, referred to in the previous council plan, remained in place for delivery.

·       The Council Plan aimed to reflect resident’s priorities and those that have been raised by all councillors.

·       The challenges faced by the previous administration during the pandemic were acknowledged.

·       Concern was raised regarding the challenges ahead.  The number of people on the housing waiting list, the difficulty for residents to obtain a doctors or dentist appointment, and lack of a 5 year land supply were given as examples.  The proposed  ...  view the full minutes text for item 54/23

Report of the Executive Director of Corporate Services & Assets (Section 151 Officer)

Council considered a report which set out the activity within the council’s treasury management function from 1 April 2022 to 31 March 2023.

Resolved: To note the Treasury Management 2022/23 Annual Report.

Report of the Head of Law and Governance and Monitoring Officer

Council considered a report which recommended appointments to fill vacant positions of Independent Persons and Independent Standards Assessors.

Resolved: That Council agree to:

1)      Appoint Melvin Kenyon and Ray Tomkinson as Independent Persons for the purposes of section 28 Localism Act 2011 for the period of two years from the 1 November 2023 with one two-year period of extension if required.

2)      Appoint Amanda Lewis as Independent Standards Assessor for the period of two years from the 1 November 2023 with one two-year period of extension if required.

3)      Appoint Amanda Lewis as an advisory non-voting member of the Standards Committee for the duration of her tenure as an Independent Standards Assessor.

There are no motions.

There were no motions.

Question 1

From: Cllr Mummalaneni

To:     Cabinet Member for Residents Services and Housing

Sinclair Drive play area has remained partially closed for an extended duration, despite the relatively young age of this housing estate, which is not yet twenty years old. Despite a thorough investigation and surveys leading to the allocation of a capital budget for the much needed repairs, it's concerning that we are now well into the budget year without any visible progress on the ground.

The prolonged nature of this situation naturally raises questions about the reasons behind the delay. It would be greatly appreciated if the portfolio holder could provide insight into the causes of this prolonged inaction. Additionally, we kindly request a clear timeline for the commencement of the repair work, an estimate of the duration required for the repairs, and a date when the play area will be fully operational for the benefit of our community. Your response to these queries would be highly valued.

Answer

Thank you, Councillor, I can understand residents’ frustration with this as we had a very similar situation to this in Oakridge. The play area has been closed for safety reasons and a budget has been allocated for its replacement. The issues are with below ground drainage systems which need replacing. The procurement of a suitable contractor to undertake this specialist work is underway. In terms of a timetable, the drainage work will be undertaken before the end of March 2024, which will enable the play area upgrade to commence on site early in the new financial year.

Supplementary Question

Thank you very much Councillor. It is clear from this incident that there was a lapse in our meticulous adoption process. In light of this case, I would like to know the additional safeguards that have been implemented to prevent a reoccurrence of similar issues in the Borough. Thank you.

Answer

I can’t give you a reassurance that it won’t happen in another area. It relates to collapsed drains. It happened in Oakridge and it does happen. I’m sure that if you want to know the detail as to why that happened, I’m more than happy to give you a written response to that but I can reassure you that it won’t happen in this area and we’re looking at how and where we site the play area. It didn’t happen in relation to the Oakridge Play Area and we had an even more difficult situation in relation to the drains there and the water, and we had to slightly move the play area, but I can reassure you it won’t happen again in relation to this area, but I’m more than happy to give you a detailed response as to why this happened. I think you’ve had many emails from us on this matter and I’ve been forwarded in and copied into all of those and there’s been a lot of correspondence with officers with you in regard to this.

Question 2

From: Cllr Tustain

To:     Cabinet Member  ...  view the full minutes text for item 58/23

To receive questions from members in relation to the minutes of the meetings detailed below:

There were no questions.