Agenda and draft minutes

Cabinet - Thursday, 28th July, 2022 3.30 pm

Venue: Council Chamber, Penns Place, Petersfield, GU31 4EX. View directions

Contact: Jenni Harding  Democratic Services Team Leader - 02392 446234

Link: Watch_The_Meeting

Items
No. Item

1.

Apologies for Absence

To receive apologies for absence.

Minutes:

There were no apologies received.

 

2.

Chairman's Announcements

Minutes:

There were no announcements the Chairman wished to make.

 

3.

Declarations of Interest

To receive and record any declarations of interest from members present in respect of any of the various matters on the agenda for this meeting.

Minutes:

There were no declaration of interest from the members present.

 

4.

Minutes pdf icon PDF 211 KB

To approve the minutes of the meeting of the Cabinet held on 14 April 2022.

 

Minutes:

The minutes of the previous meeting of Cabinet held on 14 April 2022 were agreed as an accurate record.

 

5.

Proposed Council Headquarters, New Barn, Petersfield - Full Business Case pdf icon PDF 503 KB

Additional documents:

Minutes:

The Leader introduced the item and asked Simon Jenkins, Chief Operating Officer to provide members with some detail on this matter. He highlighted the significant ‘green’ credentials and cost savings of the proposed new building. 

 

Proposed by Councillor Millard, seconded by Councillor Louisson, following debate; it was RESOLVED that Cabinet recommended to Council that:

 

1.1.1     the update in respect of New Barn be noted

 

1.1.2     the Full Business Case to establish a new Council Headquarters in New Barn, Petersfield be agreed and the relocation approved.

 

1.1.3     The Council approves release of up to £1.75 million for initial fit out from the Property Financial Resilience and Corporate Planning earmarked reserves.

 

1.1.4     An implementation programme, supported with appropriate governance, be established to oversee the mobilisation to the new building.

 

1.1.5     The Chief Operating Officer be delegated specific authority to approve all necessary project/procurement expenditure and release of funds from budgets/reserves through to completion and delivery.

 

6.

Transition & Transformation Programmes Costs & Benefits pdf icon PDF 743 KB

Minutes:

The Leader asked Gill Kneller, Chief Executive to introduce this item, who provided members with key highlights in the submitted report, in particular the projected Return on Investment.

 

Matthew Tiller, Head of Finance offered to provide the details to Cabinet members on the longer-term Return on Investment.

 

Proposed by Councillor Millard, seconded by Councillor Mocatta, following debate; it was RESOLVED that Cabinet recommended Council:

 

A      To note the progress of Shaping our Future (SOF) transformation programme.

 

B      To note the progress of the transition programme.

 

C      To note the financial projections, costs, and benefits for both programmes.

 

D      To agree to the drawdown of funds from the Corporate Planning Reserve for SOF and Transition costs of £1.532 million and Digital reserve £0.738 million.

 

E      To agree to delegate authority for further drawdown to the Chief Finance Officer on the basis of a recommendation from the SOF Board and signed off by the cabinet members responsible for transformation and corporate governance.

 

7.

Provisional Revenue and Capital Outturn 2021/2022 pdf icon PDF 316 KB

Additional documents:

Minutes:

Councillor Louisson introduced the item as relevant portfolio holder and provided an overview of the submitted report.

 

Councillor Louisson confirmed there is more detail on the website in relation to the budget and further breakdown by department will be contained in the final outturn report.

 

Proposed by Councillor Louisson and seconded by Councillor Glass it was RESOLVED that Cabinet noted:

 

a.          The outturn for the General Revenue Fund, subject to external audit, of a General Fund underspend of £0.363 million

 

b.          Transfers to the General Revenue Fund and Earmarked reserves, as set out in Earmarked Reserve Movements of the report

 

c.           The position of the 2021/22 capital programme as at 31 March 2022.

 

It was further RESOLVED that Cabinet approved:

 

d.          The budget virements in revenue and capital programme, per Appendix B as set out in paragraph 18

 

8.

Disabled Facilities Grant (DFG) Policy pdf icon PDF 357 KB

Additional documents:

Minutes:

Councillor Glass introduced the item as relevant Portfolio Holder and proposed the recommendations.  She further highlighted the importance of such a grant in supporting residents, particular elderly, disabled and vulnerable residents, who need alternations to their home to maintain their independence.

 

Members noted that the report was approved by Councillor Butler who was portfolio holder at the time the report was written.

 

Seconded by Councillor Butler, following debate; it was RESOLVED that Members approved the implementation of the draft Disabled Facilities Grant (DFG) Policy.

 

9.

Allocation of Community Infrastructure Levy (CIL) Funds pdf icon PDF 509 KB

Additional documents:

Minutes:

Councillor Glass introduced the item as relevant portfolio holder and proposed the recommendations.  She further provided an outline of the applications that had submitted successful bids and were awarded funding.

 

Members thanked officers for their work on processing the many applications that were submitted.

 

Seconded by Councillor Louisson, following debate; it was RESOLVED that Members approved:

 

a.       the recommendations for the allocation of Community Infrastructure Levy funding, in accordance with the CIL Spending Protocol and as set out at paragraphs 5.7 to 5.15, along with appendices A and B.

 

b.       In the case of Woolmer Hill 3rd Generation Artificial Turf Pitch and Pavilion Extension Project, delegate the Chief Operating Officer and the S151 officer to fund up to £350,000 in total, further to clarification on costs and deliverability from Waverley Borough Council. 

 

10.

Urgent Matters pdf icon PDF 9 KB

To note the following urgent decisions taken in accordance with the Council’s Standing Orders and reported to the Cabinet for information:

 

·        Energy Rebate - £150 Discretionary Scheme

 

·        Approve the Discretionary Covid-19 Additional Relief Fund Scheme

 

·        Alton Station Forecourt Project - Community Infrastructure Levy Contribution To Funding

 

·        EHDC GARDEN WASTE COLLECTION CAPACITY

 

·        EHDC Waste Remuneration

 

Additional documents:

Minutes:

RESOLVED that the following urgent decisions be noted:

 

  • Energy Rebate - £150 Discretionary Scheme

 

  • Approve the Discretionary Covid-19 Additional Relief Fund Scheme

 

  • Alton Station Forecourt Project - Community Infrastructure Levy Contribution To Funding

 

  • EHDC Garden Waste Collection Capacity

 

  • EHDC Waste Remuneration

 

11.

Delegated Decisions pdf icon PDF 109 KB

RECOMMENDED that the following Delegated Decisions be noted:

 

1.     Traffic Regulation Order Proposals - Vicarage Hill Alton

 

2.     Mill Lane Alton

 

3.     Manor Road, Jenner Way, Alton

 

4.     Proposed TRO in London Road Holybourne

 

5.     Church Fields Headley

 

Additional documents:

Minutes:

RESOLVED that the following decisions taken under the scheme of delegations be noted:

 

1                 Traffic Regulation Order Proposals - Vicarage Hill Alton

 

2                 Mill Lane Alton

 

3                 Manor Road, Jenner Way, Alton

 

4                 Proposed TRO in London Road Holybourne

 

5                 Church Fields Headley

 

6                 Costs / Savings of the EHDC Standalone staffing Structure

 

12.

Confirmation of Shareholders Sub-Committee Membership

In accordance with Part Two, Section D1 of the Council’s Constitution, Cabinet is requested to confirm the membership of the Shareholder Sub-Committee for 2022/23.

 

The proposed membership is below:

 

· Cllr Richard Millard (Leader)

· Cllr Charles Louisson (Portfolio Holder for Finance)

· Cllr Julie Butler;

· Cllr Tony Costigan; and

· Cllr Nick Drew

 

Please note that the Shareholders Sub-Committee may only comprise of members of the Cabinet and must include of the Leader and the Cabinet Member with portfolio responsibility for finance.

 

Minutes:

The Leader introduced the item.

 

Proposed by Councillor Millard and seconded by Councill Drew, it was RESOLVED that the following members be appointed to the Shareholder’s Sub-Committee:

 

·       Cllr Richard Millard (Leader)

·       Cllr Louisson (Portfolio Holder with responsibility for Finance)

·       Cllr Julie Butler

·       Cllr Tony Costigan

·       Cllr Nick Drew

 

13.

Renewal of Cabinet Liaison Panels and membership pdf icon PDF 19 KB

Minutes:

Proposed by Councillor Millard and seconded by Councillor Louisson, it was
RESOLVED that the appointments to Cabinet Liaison Panels as set out in the report be approved.