Agenda and draft minutes

Venue: The Haymarket, Wote Street, Basingstoke, RG2 7NW

Contact: Democratic Services Team 

Media

Items
No. Item

19/21

Apologies for absence

Minutes:

Apologies were received from Councillors Follett Maitland, Hussey, McCormick, Mellor, Peter and Vaux

20/21

Declarations of interest

Minutes:

There were no declarations of interest.

21/21

Minutes of the meetings held on 27 May 2021 pdf icon PDF 210 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.

Additional documents:

Minutes:

The minutes of the meetings held on 25 May 2021 were confirmed as an accurate record and signed by the Mayor.

22/21

Announcements

Minutes:

The Mayor made the following announcements:

 

1.    She thanked Matthew Cleaver and the staff at the Haymarket for enabling the council meeting to be held at the Haymarket Theatre.

 

2.    She highlighted some of the civic events she had attended over the last few weeks such as the Armed Forces Flag raising ceremony and the NHS and Frontline workers’ Day.  She also thanked the Events team and volunteers for the success of Basingstoke Festival.

 

3.    She thanked the following past councillors for their dedication to public service:

 

Chloe Ashfield, Michael Bound, Tony Capon, Ruth Cooper, Jack Cousens, Jane Frankum, Paul Frankum, Roger Gardiner, Dave George, Ryan Hickling, Sean Keating, Claire Kinnear, Warwick Lovegrove, Colin Regan, Terri Reid, David Potter, Clive Sanders, Elaine Still, Kim Taylor, Mark Taylor, Michael Westbrook, Janet Westbrook

 

Public Service certificates would be sent out at the end of the month.

 

The Leader of the Council informed Council that an Equality, Diversity and Inclusion Forum had been set up which would be chaired by Councillor Putty.  The aim of the forum was to engage with partners to facilitate an understanding of all challenges, ensure the borough was more inclusive and to improve community action.

 

23/21

Questions from members of the public

To receive and answer any questions from the public.

(Questions must be received in writing by Democratic Services no later than noon on Tuesday 13 July 2021)

Minutes:

From:    Francesca Maritan

To:        Cabinet Member for Homes and Housing Regeneration

 

At the cabinet meeting 9 March 2021, when the covenant maintaining 180 Culver Road for child services was over-turned unanimously by Cabinet, Cllr Simon Bound stated that “we are not in the game of moving problems about but in the game of solving problems”.

 

Two Saints, the likely operator of the proposed new homeless shelter at 180 Culver Road, has confirmed in correspondence with me that that “we need to work alongside a wide range of agencies including police, community safety teams, drug and alcohol services, mental health teams and community groups to enable our clients to access the support they need”. 


Could the cabinet member explain how moving a hostel from the town centre - with its close proximity and easy access to all such services - to a residential community further away, populated by older more vulnerable adults and young families helps to solve the underlying causes of homelessness and the challenges that it poses in our Borough?

 

Answer

 

Thank you for your question.  The proposed new supported housing scheme at Culver Road, I completely understand, is a concern to local residents.  It’s a key component to this council’s strategy to prevent homelessness and prevent rough sleeping.  It’s one of the measures that the council and its Social Inclusion Partnership partners are taking to maintain the incredible record achieved in 2020 of having no rough sleepers on our streets and to support our most vulnerable residents to achieve independence.  The proposals at Culver Road follow careful consideration of a number of alternative options in recent years.  As I mentioned at Cabinet over eight sites have been considered over the last eight to ten years and none of them fitted the bill unfortunately.  Some of those sites were in the council’s ownership and others were owned by partners.  Culver Road is indeed an established residential area and it is right that we should locate new supported living schemes within integrated communities rather than excluding vulnerable residents from living in residential areas simply because they may have become homeless.  The location and the attributes at Culver Road were among the factors that led to a decision taken with partners and it is ideally located and connected giving its close proximity to the town centre but not being on top of it.  I think it is also worth noting that the current homeless facility we have at May Place, while much loved, is no longer fit for purpose.  It is in close proximity to drinking establishments and the anti-social behaviour and disturbance caused to hostel residents as a result.  The physical limitations of that site prevent any adaptations or retro fit improvements to be undertaken.  There is no outside amenity space and the building abuts immediately on to the road.  As a result the site at Culver Road has been taken forward by the council, the planning application has been submitted by Two Saints Housing Association and we believe it  ...  view the full minutes text for item 23/21

24/21

Petitions

To receive petitions.

(Notice of petitions must be received in writing by Democratic Services, no later than noon on Tuesday 13 July 2021)

 

Councillor P Harvey - Increased Parking Permit Charges

Minutes:

1.    Councillor Harvey presented a petition regarding increased parking permit charges.   The Mayor stated it would be passed to the Portfolio Holder for Recycling, Waste and Regulatory Services, Councillor Eachus who has responsibility for the matter.

 

2.    Mr Orchard presented a petition regarding 180 Culver road.  The Mayor stated it would be passed to the Portfolio Holder for Homes and Housing Regeneration, Councillor T Robinson who has responsibility for the matter.

25/21

Resignations and appointments pdf icon PDF 7 KB

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

 

 

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

 

Minutes:

There were no changes to committees or appointments made to outside bodies.

26/21

Malls Lifts Replacement and Refurbishment pdf icon PDF 323 KB

Recommendation from the Cabinet Meeting held on 6 July 2021

 

That council approve the addition to the council’s capital programme of a scheme to replace lifts 4 & 5 at the Malls with approval to spend in 2021/22 and 2022/23 to be funded from capital in the sum of £0.3m.

 

Additional documents:

Minutes:

Council considered a report which sought approval to fund the replacement of two lifts at the council owned shopping centre, The Malls.  The Cabinet Member for Economic Development explained that the lifts were not robust enough to serve the residents and visitors to the town that used them, with too many breakdowns in the recent past.  Replacing the lifts would also enable larger capacity lifts to be installed to help maintain the peak flow before and after performances at the Anvil.

 

Resolved: Council approve the addition to the council’s capital programme of a scheme to replace lifts 4 & 5 at the Malls with approval to spend in 2021/22 and 2022/23 to be funded from capital in the sum of £0.3m.

 

27/21

Capital Programme Outturn for 2020/21 pdf icon PDF 1013 KB

Recommendation from the Cabinet Meeting held on 6 July 2021

 

That Council approve recommendations 1.9 to 1.11 as set out in the report.

 

1.9      The capital programme changes as detailed in Appendix 3 including scheme virements detailed in paragraph 4.6 relating to the Aquadrome, further detailed in paragraph 4.3; Open Space Improvements; and Wade Road Washdown Facility.

 

1.10    An increase in the Aquadrome Scheme of £0.524M giving a scheme total of £1.663M in 2021/22. This will be funded from a virement of £0.383M future years funding from the Sport & Recreation (S106) scheme, with a further £0.141M to be funded from capital receipts.

 

1.11    The revised capital programme for 2021/22 to 2024/25 as shown in Appendix 4 and the programme financing as shown in paragraph 5.1.

Minutes:

The Cabinet Member for Finance and Major Projects introduced the report which provided the final capital outturn position for 2020/21 which was £4.584M or 12.40% lower than the latest budget much of which had been caused by delays arising from the pandemic.  He highlighted budget virements for open space improvements, the Aquadrome and Wade Road Washdown Facility and an increase in expenditure for asset management works relating to the Aquadrome.  He further highlighted a number of proposed budget changes to the capital programme including Section 106 contributions for the extension project at St Luke’s Hall, £23,000 from the Office for Zero Emission Vehicles for the completion of electric vehicle charging points in Whitchurch and Overton, and additional capital grants for Disabled Facility Grants.

 

Members discussed the report and were generally supportive of the recommendations.  Comments made welcomed the additional funding for electric vehicle charging points, open space improvements, and Disabled Facility Grants, however concern was raised regarding the increased demand for Disabled Facility Grants and whether there were sufficient resources to deal with the level of applications. Assurance was given that staff had risen to the challenges faced and the situation would be monitored.

 

Resolved:

 

Council note:

 

1.1         That the actual capital spending in 2020/21 was £32.391M as shown in section 3 of the report. This is £4.584M less than the latest agreed capital programme budget of £36.975M and £4.561M less than the forecast outturn of £36.952M in quarter three.

 

1.2         The 2020/21 significant outturn variations and explanations for them are shown in Appendices 1 and 2 of the report.

 

1.3         The actual capital financing in 2020/21 as shown in paragraph 3.2 f the report.

 

1.4         The addition of £0.078M to the programme and rephasing since the last reported position in February 2021, under delegated powers as shown in paragraphs 4.4 and 4.5 of the report.

 

1.5         The impact of scheme variances for 2020/21 on future year’s capital expenditure has been reported to the Capital Programme Board and has been included in the revised capital programme to 2024/25 aligned to Council Plan Priorities and Outcomes.

 

1.6         The revised capital programme for 2021/22 to 2024/25, adjusted for slippage, rephasing, additions and virements contained within section 4 of the report and detailed in Appendices 3 and 4 of the report.

 

1.7         Note that the capital programme remains fully funded up to 2024/25 based on the latest forecast of available resources.

 

1.8         Note the performance of against the prudential indicators for capital finance that were set at the start of the financial year, as detailed in Appendix 5 of the report.

 

Council approve:

 

1.9         The capital programme changes as detailed in Appendix 3 of the report including scheme virements detailed in paragraph 4.6 of the report relating to the Aquadrome, further detailed in paragraph 4.3 of the report; Open Space Improvements; and Wade Road Washdown Facility.

 

1.10      An increase in the Aquadrome Scheme of £0.524M giving a scheme total of £1.663M in 2021/22. This will be funded from a virement  ...  view the full minutes text for item 27/21

28/21

Revenue Outturn Report and Covid-19 Financial Impact Update 2020/21 pdf icon PDF 799 KB

Recommendation from the Cabinet meeting held on 6 July 2021

 

That Council approve recommendation 7 as set out in the report.

 

7.         The transfer of the outturn surplus of £2.55M to earmarked reserves  Covid-19 Grants Reserve £0.89M; Budget Carry Forward Reserve £0.46M; and MTFS Risk Reserve £1.20M as detailed in section 3.

Minutes:

The Cabinet Member for Finance and Major Projects introduced the report which presented the revenue outturn position for 2020/21 with a favourable variance of £2.55M.  He highlighted the fluctuations that had to be dealt with during a difficult year due to the pandemic such as increased expenditure of £1.37 million, reduced income of £4.69 million including £620,000 lower than expected parking income and £8.05 million of additional costs. Although a majority had been offset by government grants of £11.56 million the pandemic had resulted in a cost pressure of £1.18 million.  He further added that some of the revenue surplus would be allocated to two key priorities, climate change and economic recovery fund reserves.  He thanked the officer team for their excellent work throughout the pandemic.

 

The recommendations were debated.  The boost to the climate change and economic recovery reserve was welcomed.  It was commented that the budget forecasting had been poor and rather than transferring surplus outturn to reserves it should be used to reverse cuts such as the shuttle bus, reduction in grass cutting and increases in charges and council tax.  In response other comments referred to the difficulty in forecasting over the year given the changing challenges of the pandemic and that whilst making cuts were difficult decisions, ongoing savings needed to be found.

 

Resolved:

 

Council approve the transfer of the outturn surplus of £2.55M to earmarked reserves – Covid-19 Grants Reserve £0.89M; Budget Carry Forward Reserve £0.46M; and MTFS Risk Reserve £1.20M as detailed in section 3 of the report.

29/21

Treasury Management Annual Report 2020/21 pdf icon PDF 532 KB

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

Minutes:

Council considered a report which presented the activity within the council’s treasury management for the year ending 31 March 2021. 

 

Resolved:

 

The Treasury Management Annual Report 2020/21 be noted.

30/21

Amendments to and Development of the Constitution pdf icon PDF 278 KB

Report of the Monitoring Officer

Additional documents:

Minutes:

Council considered a report which set out proposed amendments to the Constitution in order to ensure it was up to date and details of a constitution review supported by a Councillor Constitution Working Group.  The Monitoring Officer highlighted a further minor amendment to 19.1 of the Contract Standing Orders.

 

Resolved:

 

1.     That Council endorse the amendments to the constitution proposed in Appendix 1 of the report in order to ensure that the Council’s constitution remains up to date and effective.

 

2.     That Council adopt the Contract Standing Orders in Appendix 2 of the report to take into account technical changes following Britain’s exit from the EU, accepting the amendments highlighted in 2.3 of the report.

 

3.     That Council adopt the amendments highlighted in 2.4 of the report to reflect new Cabinet Portfolio positions.

 

4.     That Council adopt the proposed amendments to the Councillor’s Code of Conduct in Appendix 3 of the report.

 

5.     That Council note the detail of the constitution review and agree to the appointment of the Constitution Working Group with membership to be agreed by Group Leaders as outlined in 3.7 of the report.

31/21

Interim Arrangements for the Role of Returning Officer and Electoral Registration Officer pdf icon PDF 236 KB

Report of the Chief Executive

Minutes:

Resolved:

 

That Sue Cuerden, Executive Director of Corporate Services and Section 151 Officer be appointed as Interim Returning Officer and Electoral

Registration Officer for the period of Rebecca Emmett’s maternity leave.

32/21

Ombudsman Decision 20 003 006 pdf icon PDF 236 KB

Report of the Monitoring Officer

Additional documents:

Minutes:

Council received a report detailing the decision of the Ombudsman in relation to Mr X in compliance with the Monitoring Officers statutory duty under section 5(2)(b) of the Local Government and Housing Act 1989.

 

Resolved:

 

To note:

 

1.     The Ombudsman Decision on complaint 20 003 006 of Mr X that the council was at fault and that the fault caused injustice.

 

2.     The remedial actions taken to address the injustice as set out in the report in paragraph 4.2.

33/21

Standards Committee Annual Report pdf icon PDF 228 KB

Report of the Monitoring Officer

Additional documents:

Minutes:

Council received the Annual Report of the Standards Committee which summarised the main areas of work of the committee over the last municipal year and complaints made during that year.

 

Thanks were given to the past Chair of the committee, Chris Evans, for his commitment, contribution and hard work over a number of years to the borough.

 

Resolved: That the Standards Committee Annual Report be noted.

34/21

Adjourned Motion from the Council meeting held on 18 March 2021 - Protection and enhancement of the North Hampshire Downs

Proposer:       Councillor Ruffell

Seconder:      Councillor McCormick

 

The North Hampshire Downs need to have a protected designation to conserve and enhance its natural beauty for the benefit of the natural environment, its residents and the surrounding communities. The North Hampshire Downs stretches from Dummer in the West to Ewshot in the east. It is rich in ancient woodland and provides undisturbed habitats for wildlife and fauna and has 4 SSSI’s. It is the source of tributaries that feed the rivers Itchen, Hart, Loddon, Lyde, Wey and Whitewater. Its landscape value has being recognised in part by the designation of Grade 1 parkland at Hackwood and the protection of trees at Queen’s View in Ewshot. It remains remote in terms of having dark skies, lack of connection to mains gas and drainage, and landscapes where no buildings or roads can be seen. The landscape is enjoyed by walkers, cyclists and horse riders from those who live in and near to the North Hampshire Downs. It is regarded as a green lung for the residents of Basingstoke. The North Wessex Downs AONB has reached out to the North Hampshire Downs with a view to exploring designation so that the chalk landscapes can become connected to those of the South Downs National Park. The beautiful landscape of the North Hampshire Downs and the natural environment that it sustains is under threat from expanding populations around its edges. The natural environment within the North Hampshire Downs is in urgent need of protection and restoration. Therefore, this Council requests:

 

1.    That the Council urgently asks Officers and the EPH Committee to examine working with residents, neighbouring designated areas, neighbouring district and county councils and other interested bodies to seek designation from Natural England for the North Hampshire Downs as an Area of Outstanding Natural Beauty.

 

2.    That the Council asks Officers and the EPH Committee to examine working with residents, neighbouring designated areas, neighbouring district and county councils, Natural England and other interested bodies to establish a nature recovery network for the North Hampshire Downs area.

 

 

Minutes:

The Motion was withdrawn.

35/21

Notice of Motion - Flytipping

Proposer:       Councillor Donohoe

Seconder:      Councillor Tustain

 

Council notes:

 

·           The continuing increase in fly tipping and concerns raised by many residents in both rural and urban areas of Basingstoke about the apparent unchecked growth of this criminal activity.

 

·           The widespread upset caused by the effect this has on their environment, the associated health and safety issues, and the dangers of a further acceleration of this problem.

 

·           The connection residents make between this growing problem, and increased charges/reduced availability of bulky waste collection/household waste recycling centres.

 

·           The high costs incurred by the borough in managing this problem, the lack of clarity over those costs, any income received from prosecutions, and any correlation with HWRC’s and the bulky waste service.

 

Council requests Cabinet:

 

·           To introduce clear financial tracking of the costs of clearing up fly tipping and any associated works, and the enforcement of fly tipping offences.

 

·           To produce a statement detailing any monies returned to the borough through enforcement measures, and the impact of increased charges and decreased availability of HWRC access and bulky waste collections.

 

·           To move swiftly to implement a credible and effective enforcement strategy. This will include an expansion of the use of CCTV cameras, both fixed and mobile. Officers will work with local councillors to help identify and prioritise target sites across the whole borough.

 

·           To ask the new Cabinet portfolio-holder to draw up a new plan to reduce fly-tipping, including proposals to enhance access to local recycling facilities.

 

Council resolves:

 

·           To ask the Scrutiny committee to review the insufficient progress made by the previous Cabinet portfolio-holder and CEP Committee to deal with the problem of fly tipping.

Minutes:

Councillor Donohoe proposed and Councillor Tustain seconded the following motion:

 

Council notes:

 

           The continuing increase in fly tipping and concerns raised by many residents in both rural and urban areas of Basingstoke about the apparent unchecked growth of this criminal activity.

 

           The widespread upset caused by the effect this has on their environment, the associated health and safety issues, and the dangers of a further acceleration of this problem.

 

           The connection residents make between this growing problem, and increased charges/reduced availability of bulky waste collection/household waste recycling centres.

 

           The high costs incurred by the borough in managing this problem, the lack of clarity over those costs, any income received from prosecutions, and any correlation with HWRC’s and the bulky waste service.

 

Council requests Cabinet:

 

           To introduce clear financial tracking of the costs of clearing up fly tipping and any associated works, and the enforcement of fly tipping offences.

 

           To produce a statement detailing any monies returned to the borough through enforcement measures, and the impact of increased charges and decreased availability of HWRC access and bulky waste collections.

 

           To move swiftly to implement a credible and effective enforcement strategy. This will include an expansion of the use of CCTV cameras, both fixed and mobile. Officers will work with local councillors to help identify and prioritise target sites across the whole borough.

 

           To ask the new Cabinet portfolio-holder to draw up a new plan to reduce fly-tipping, including proposals to enhance access to local recycling facilities.

 

Council resolves:

 

           To ask the Scrutiny committee to review the progress made by the previous Cabinet portfolio-holder in dealing with the problem of fly tipping.

 

The motion was fully debated with a range of views expressed which included:

 

·         Some Members felt that CEP was a more appropriate committee to look forward at how improvements could be made to reduce fly-tipping and continue the work of the committee with more collaborative and joint working.

 

·         Other Members considered that it was the role of scrutiny to review the fly-tipping policy in order to identify where improvements to the policy could be made and to ensure there was continuous improvement.

 

·         The use of CCTV cameras was not viable in rural areas.

 

·         Identifying land ownership was a problem and officers were thanked for the amount of work they undertake to identify who owns land where there is fly-tipped material, however it can be a lengthy process and there is a need to investigate how this could be accelerated.

 

·         Communication with residents was identified as vitally important.  A positive piece of work had been undertaken to look at how to better communicate with residents regarding issues of fly-tipping and land ownership to better sign post residents to those with responsibility for the land.  It was queried what had happened to that work as Members had not seen sight of anything.  An update was requested.

 

·         Fly-tipping is not just a financial cost but also in terms of damage to the environment,  ...  view the full minutes text for item 35/21

Recorded Vote
TitleTypeRecorded Vote textResult
Fly-tipping Motion Motion Rejected
  • View Recorded Vote for this item
  • 36/21

    Questions from Members of the Council on notice

    1)     From Cllr McKay

     

    The future of the Haymarket Theatre. 

     

    At a time when there is great concern in the community about its future it is very fitting that tonight’s meeting of the Council should be happening right here in the Haymarket Theatre.  The Haymarket Theatre is undeniably a valuable cultural community asset and essential to the arts in Basingstoke and to the regeneration of the Top of the Town. With the current funding and management arrangement having less than a year to run; it is time to ensure all options for the future are considered. 

     

    Members may be aware that the New Horseshoe Theatre Company has recently been formed with the express purpose of giving this our much-loved Haymarket Theatre a new vision and a new lease of life. 

     

    Can the portfolio holder confirm that due consideration will be given to the New Horseshoe, The Anvil Trust and all other parties that may be interested in operating the Haymarket Theatre and outline the process to be followed from identifying interested parties through to implementation of new arrangements and terms of reference? 

     

    Minutes:

    1)            From:  Cllr McKay

     

    To:     The Cabinet Member for Communities, Planning and         Infrastructure

     

    The future of the Haymarket Theatre. 

     

    At a time when there is great concern in the community about its future it is very fitting that tonight’s meeting of the Council should be happening right here in the Haymarket Theatre.  The Haymarket Theatre is undeniably a valuable cultural community asset and essential to the arts in Basingstoke and to the regeneration of the Top of the Town. With the current funding and management arrangement having less than a year to run; it is time to ensure all options for the future are considered. 

     

    Members may be aware that the New Horseshoe Theatre Company has recently been formed with the express purpose of giving this our much-loved Haymarket Theatre a new vision and a new lease of life. 

     

    Can the portfolio holder confirm that due consideration will be given to the New Horseshoe, The Anvil Trust and all other parties that may be interested in operating the Haymarket Theatre and outline the process to be followed from identifying interested parties through to implementation of new arrangements and terms of reference? 

     

    Answer

     

    I would like to thank Councillor McKay for his question.  I agree that we should consider all options given the importance of this wonderful venue as far as the Haymarket is concerned in the borough’s cultural offer and to the vibrancy and prosperity of the town centre. 

     

    As Members will know we are doing much great work to think about this for the future of the town centre.  The first stage is to understand the level of interest from all organisations that have not only have the vision to provide a varied artistic and community programme, but also the resources to invest in programming and the venue itself, and the expertise to operate and maintain the building.    We will be interested to hear ideas on how organisations could work in partnership, for example so that smaller local groups can benefit from the resources and expertise of a larger operator.  That exercise, which is about to commence, will inform decisions on the next stage.   I anticipate bringing a report to the Community, Environment and Partnerships Committee and to Cabinet in the autumn outlining the process when we have the feedback from the current stage.  I will keep everyone informed on that.

     

    Supplementary Question

     

    I welcome that all organisations who could reliably bid to run this place will be considered particularly the reference to smaller groups and users that use the Haymarket who often need 2 to 3 years to plan what they are doing and uncertainty in the process is a problem to those groups.  Given that the current arrangements expire next March and there is such a tight timescale, I would like to understand what contingencies if any have been made should the process take longer than the period between now and March.

     

    Supplementary Answer

     

    Just to make sure everyone is aware, we have a new Chair that  ...  view the full minutes text for item 36/21

    37/21

    Questions to the Chair of Cabinet and/or a committee

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

     

    Committee

    Meeting Date

    Council

    25 February 2021

    Human Resources

    1 March 2021

    Economic, Planning and Housing

    4 March 2021

    Cabinet

    9 March 2021

    Development Control

    10 March 2021

    Standards

    15 March 2021

    Community, Environment, Partnerships

    17 March 2021

    Council

    18 March 2021

    Scrutiny

    23 March 2021

    Audit and Accounts

    29 March 2021

    Development Control

    7 April 2021

    Development Control

    28 April 2021

    Council (Mayor Making)

    27 May 2021

    Council (Selection)

    27 May 2021

    Development Control

    9 June 2021

    Economic, Planning and Housing

    10 June 2021

    Manydown Overview

    16 June 2021

     

    Minutes:

    There were no questions.