Agenda and minutes

Cabinet
Thursday, 13th December, 2018 5.00 pm

Venue: Council Chamber, Penns Place, Petersfield, GU31 4EX

Contact: Penny Milne  Democratic Services Team Leader - 023 9244 6234

Items
No. Item

24.

Apologies for Absence

To receive apologies for absence.

Minutes:

There were no apologies for absence.

25.

Chairman's Announcements

To receive any announcements the Chairman wishes to make.

Minutes:

The Chairman took the opportunity, on behalf of the Cabinet, to extend his gratitude to Sandy Hopkins for her long-standing contribution to the work of the Council as Chief Executive and wished her well in her new position.

26.

Minutes

To approve the minutes of the meetings of the Cabinet held on 5 July and 31 July 2018 (previously circulated).

Minutes:

RESOLVED that the minutes of the meetings of the Cabinet held on 5 and 31 July 2018 be approved.

27.

Declarations of Interest

To receive and record any declarations of interest.

Minutes:

Councillors Butler and Watts each declared an interest in minute 36 below in their capacity as Trustees of the Whitehill and Bordon Community Development Trust.

28.

Delegated Decisions for Noting pdf icon PDF 43 KB

The Cabinet to note the following decisions taken under the Scheme of Delegations to Portfolio Holders:

 

(1)  Proposed Traffic Regulation Order: Gilbert White Way and Wooteys Way;

(2)  Proposed Traffic Regulation Order: Grayshott Village;

(3)  Proposed Traffic Regulation Order: Hill View Chapel St Coombe Road;

(4)  Proposed Traffic Regulation Order: Five Heads Road

(5)  Proposed Traffic Regulation Order: Riverside Close and St Marys Road; and

(6)  Proposed Traffic Regulation Order: Love Lane Petersfield

Additional documents:

Minutes:

RESOLVED that the following delegated decisions be noted:

 

(1)  Proposed Traffic Regulation Order: Gilbert White Way and Wooteys Way;

(2)  Proposed Traffic Regulation Order: Grayshott Village;

(3)  Proposed Traffic Regulation Order: Hill View Chapel St Coombe Road;

(4)  Proposed Traffic Regulation Order: Five Heads Road;

(5)  Proposed Traffic Regulation Order: Riverside Close and St Marys Road; and

(6)   Proposed Traffic Regulation Order: Love Lane, Petersfield.

29.

Response to Consultation on Areas of Natural Beauty and National Parks pdf icon PDF 61 KB

All members of the Council have been invited to attend for this item and the Chairman will suspend Standing Orders in order to allow all Councillors present to contribute to the debate.

Additional documents:

Minutes:

Councillor Glass presented a report to Cabinet setting out a draft response to the Government’s consultation on the future of National Parks and Areas of Outstanding Natural Beauty (AONB), outlining the issues that arise in East Hampshire in respect of Planning in the South Downs National Park (SDNP).

 

At the request of the Leader, all members of the Council had been invited to attend the meeting for this item and, with the agreement of Cabinet, the Chairman suspended Standing Order 50.1(a) in order to allow non-Cabinet members present to contribute to the debate.  Councillors Ayer, Mocatta, Louisson, D Evans, L Evans, Matthews, Ashcroft, Schillemore,  Budden and Williams attended for this item.

 

Whilst fully endorsing the importance of robust protection for the countryside and valuable areas of rural landscape, Councillors present expressed significant concerns around the restriction on new housing development applied by the SDNP Local Planning Authority (LPA) across the whole of the Park.  In particular:

 

·         The need to recognise that some of the less rural areas within the SDNP are suitable for, and in need of, new housing development

·         Sustainable development must be allowed in appropriate areas of the Park in order to allow settlements to thrive and develop

·         Settlements must be able to place-shape themselves through the neighbourhood planning process

·         The requirement for increased housing across the South East generally and the negative impact on neighbouring areas to provide additional housing allocations arising from the limited development within the Park

·         The negative impact on small communities as a consequence of the lack of new housing, leading to the closure of shops, schools and other local amenities

·         The lack of funding for infrastructure for communities that have no access to Developers’ Contributions generated through housing development

·         Where communities are currently split, the SDNP boundary should retreat so as to allow settlements to sit wholly within the District

·         AONB designation would ensure protection for landscape whilst allowing for some development, suggestion that the mix of ANOB/NP might be reviewed and adjusted to facilitate this

·         There should be one Local Planning Authority for the whole area to replace the current joint approach

·         The SDNP should focus more on its role to deliver economic development

 

Councillor David Evans submitted a written representation to Cabinet and this is published on the Council’s website alongside these minutes.

 

During the course of the debate, concern was expressed by some Councillors around a perceived lack of dialogue between the two authorities in relation to SDNP planning applications.  It was agreed that this be referred to the Governance, Audit and Scrutiny Committee for consideration as part of a wider review of all the issues raised at this meeting.

 

RESOLVED that

 

(1)          Councillors’ comments be incorporated in the East Hampshire District Council response to the Government consultation and call for evidence  and the draft response to be circulated to all Councillors; and

(2)          The Governance, Audit and Scrutiny Committee be asked to undertake a thorough scrutiny exercise of the issues raised in the debate at this Cabinet meeting.  ...  view the full minutes text for item 29.

30.

Place-Making East Hants - Developing a Regeneration Strategy for East Hampshire pdf icon PDF 79 KB

Report to be circulated separately.

Minutes:

Councillor Cowper presented a report to Cabinet seeking approval for the development of Regeneration Strategy for East Hampshire. 

 

Cabinet members supportive of the draft strategy and its vision for place-making in local communities and investment in infrastructure to support growth.  In order to move forward with the first phase of the strategy, the first step would be to undertake a gap analysis, to identify and target infrastructure needs and inform Local Enterprise Partnership and other external funding bids in the new year.

 

RESOLVED that

 

(1)  The development of a Regeneration Strategy for East Hampshire be approved; and

(2)   The use of existing budgets up to £25,000 be approved to support the delivery of this work.

31.

Community Transport Services pdf icon PDF 602 KB

Minutes:

Councillor Butler presented a report and recommendation seeking approval to enter into a Deed of Agreement with Hampshire County Council for the provision of Community Transport Services.

 

Subject to Cabinet approval to enter into a further two-year funding commitment, it was agreed that the Governance, Audit and Scrutiny Committee be requested to work with the Portfolio Holder in undertaking a review to ensure that the services best reflect local needs going forward and that the findings of that review be brought back to Cabinet at the appropriate time.

 

RESOLVED that

 

(1)  East Hampshire District Council (EHDC) enters into a Deed of Agreement with Hampshire County Council for the provision of Community Transport Services (East Hampshire Call & Go, Alton Dial-a-Ride, Havant Call & Go and East Hampshire Group Hire) for an initial 2-year period covering 2019/20 and 2020/21;

(2)  EHDC commits to £30,600 for 2019/20 and £31,300 for 2020/21. Subject to approval of the final 2019/20 budget at Full Council;

(3)  Authority be delegated to the Head of Housing and Community Engagement, in consultation with the Chief Finance Officer and the Portfolio Holder for Welfare and Communities, to review the service provision from year three onwards of the contract to determine if efficiencies can be made; and

(4)  The Governance Audit and Scrutiny Committee be asked to assist the Portfolio Holder in the review of service provision with a view to ensuring East Hampshire achieves the optimum future service provision.

32.

Review of Rural Play Areas Project (RAPP) pdf icon PDF 132 KB

Additional documents:

Minutes:

Councillor Butler presented a report and recommendation to Cabinet outlining several proposals seeking to develop a sustainable business model and to build resilience within the Council’s Rural Area Play Project (RAPP).

 

The Cabinet was also shown a promotional video demonstrating the success and popularity of the RAPP sessions among young people across the District.  The Leader was pleased to report that the video had been produced and edited in house by the Council’s communications team and he congratulated Josh Abbott for leading on this excellent piece of work.

 

Cabinet members were supportive of the proposal for a moderate rise in charges and the provision of longersessions as outlined in the report, whilst maintaining the overarching principle ofproviding the sessions in rural communities and ensuring accessibility for families onlower incomes.  

 

RESOLVED that the following be approved:

 

(1)   the adoption of an incremental two-year pricing structure, with an initial review after the first twelve months of implementation;

(2)   an extension of the existing programme to deliver the ‘RAPP+’ initiative;

(3)   work with partners to establish five sessions which will be free at the point of contact for vulnerable and disadvantaged families, whilst exploring other options to support our more vulnerable children;

(4)   the appointment of three part–time play workers who will be offered annualised hours contracts on a three-year, fixed-term basis, (rather than ‘zero-hour’ contracts) to assist with staff retention and to allow the project to accommodate both traditional RAPP sessions, new opportunities in after-school provision and support longer-day, holiday activity sessions (RAPP+);

(5)   the utilisation of a one-off payment of £10,135 from RAPP’s community-raised reserves to support the proposed operating changes of RAPP in year 1.  These funds were raised by the ‘Friends of RAPP’, a voluntary organisation which formed to provide support and assistance for the development of RAPP; and

(6)   in years 2 and 3, to use the £11,000 grant currently paid for the rent for Community First at accommodation in Tilmore Road, Petersfield.

33.

Grants Review pdf icon PDF 111 KB

Additional documents:

Minutes:

Councillor Butler presented a report and recommendation to Cabinet seeking a decision on the future of Grants awarded by East Hampshire District Council (EHDC).

 

As agreed at the Council meeting in February 2018, Councillor Butler, supported by Councillor Williams, had visited the various partner funded organisations to look at financial sustainability going forward, and the feedback from these visits was presented at a workshop held for all councillors to consider future grant provision.

 

In response to a query from a Cabinet member, Councillor Butler gave an assurance that any organisation would be able to apply for revenue and project grant funding, subject to meeting the criteria set out in the Appendix to the report, with each application to be determined on individual merit.

 

In reviewing the criteria for Councillor Grants, Cabinet members were keen to ensure that the scheme remained flexible enough so as to retain Councillors’ discretion to award grant funding to smaller local projects of particular merit in their wards.

 

RESOLVED that

 

(1)          Approval be given in principle, and subject to the

budget process being agreed, Option 2 as set out in the report, a three-tier programme of grants for community, charities and voluntary organisations.  Which include:

 

·         Councillor Grants – remaining the same at £4,500 per councillor.  Criteria to be in line with other grant schemes, see Appendix

·         Revenue Grants - organisations bid for funding of up to £10,000 per year (Annual budget to be confirmed) for a period of up to three years. This enables an organisation to consider the best way to use the funding to achieve its strategic vision and current business plans, which will be in line with EHDC’s corporate priorities, to forward plan effectively and to develop in a more sustainable way. 

·         Project Grants – organisations bid for one off grants of up to £25,000 for specific projects in one year.

 

(2)          The Criteria for Councillor Grants, set out at Appendix 1 to the report be amended as follows:

 

(a)  Additional wording to the introductory paragraph “Every project will be treated on its individual merit by the Panel led by the Portfolio Holder for Welfare and Communities in consultation with Ward Councillors and the relevant officers”; and

(b)  Under ‘Your Project or Service Must’, point 7 to be amended to read “Not be the statutory precepting responsibility of another organisation”.

34.

Council Tax Support Scheme 2019-20 pdf icon PDF 87 KB

Minutes:

Councillor Butler presented a report to Cabinet seeking a recommendation to full Council on the 2019/20 Council Tax Support Scheme.

 

RECOMMENDED to full Council that

 

(1)             The 2018/19 Council Tax Support Scheme be retained for 2019/20 but with the following amendments:

(a)      the Allowances and Premiums used in determining entitlement for working age claims are changed as set out in paragraph 4.6 of the report; and

(b)      the Non-Dependent deductions used in determining entitlement for working age claims are changed as set out in paragraph 4.7 of the report; and

(2)             the necessary arrangements are made to the Council Tax Support Scheme document and that it is then published in accordance with Local Government Finance Act 1992 Section 13A(2).

35.

Design and System Implementation Programme pdf icon PDF 145 KB

Additional documents:

Minutes:

Councillor Thomas presented a report to Cabinet seeking the release of funding set aside within the Capital Budgets for the procurement and mobilisation of a new IT system(s) for Regulatory Services including Planning, Planning Compliance, Land Charges and Environmental Health to enable delivery of transformational change and services vision.

 

In supporting the proposal, and in view of the present review of senior management structures, it was agreed that the delegation to proceed be given to the appropriate Director.

 

RESOLVED that

 

(1)  The release of planned funds from Capital funds be approved; and

(2)   Authority be delegated to the Director, in consultation with the Portfolio Holders, to allocate at Programme Level and spend the funds on completion of the procurement processes.

36.

Whitehill and Bordon S106 Developer Contributions Recommendations for Funding Award and Allocation pdf icon PDF 100 KB

Additional documents:

Minutes:

Having declared an interest in this item by virtue of their position as Trustees of the Whitehill and Bordon Community Development Trust, Councillors Butler and Watts both withdrew from the meeting and took no part in the debate on this item.

 

Councillor Cowper presented a report and recommendation to Cabinet seeking a decision on the award of non-specified S106 developer contributions over £50,000 as per the process approved by Cabinet in October 2017.

 

Rob Allerston, Director of the Phoenix Theatre, was invited to address the Cabinet in support of the organisation’s application for funding as set out in the report.  Mr Allerston extended an invitation to all members of the Cabinet to visit the theatre in the new year and meet with Trustees to understand their aspirations and challenges.

 

RESOLVED that

 

(1)  The officer delegated decisions as set out at Appendices 1, 2 and 3 be noted;

(2)  The recommended allocation and award for projects seeking over £50,000 S106 developer contributions awards as at Appendix 4 be approved;

(3)  The clarified approval process for distribution of S106 developer contributions as set out at Table 3 be approved; and

(4)   Authority be delegated to the Monitoring Officer to amend Table 3 at any time to reflect changes in job titles / portfolio designations.