Agenda and draft minutes

Council - Thursday, 28th July, 2022 6.00 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

11.

Apologies for Absence

To receive and record any apologies for absence.

 

 

                                       

Minutes:

Apologies were received from Councillors Bentley, Evans, Gottlieb, Hunt, Johnson, McKinney, Thomas, May and Taylor.

 

12.

Declarations of Interests

To receive and record any declarations of interest.

 

 

                                       

Minutes:

There were no declarations of interest from the members present.

                                       

13.

Confirmation of Previous Minutes pdf icon PDF 335 KB

To confirm the minutes of the last meeting held on 19 May 2022.

 

Minutes:

The minutes of the previous meeting held on 19 May 2022 were agreed as a correct record.

 

14.

Chairman's Announcements

To receive any reports the Chairman wishes to make.

Minutes:

The Chairman updated members to events that she attended as Chairman of the Council since the last meeting.

 

Councillor Sear joined the meeting at 18:07.

 

15.

Public Questions (Standing Order 27.5) pdf icon PDF 212 KB

To deal with any public questions notified no later than 12 noon three working days before the meeting and in accordance with the Council’s protocol for public questions.

 

https://easthants.moderngov.co.uk/documents/s14523/ProtocolforPublicQuestionsatEHDCCouncilJanuary2020.docx.pdf

Minutes:

Questions from members of the public received under Standing Order 27.5 were received and answered in turn by the respective portfolio holder to the resident present at the meeting.

 

Responses for those residents who were unable to attend the meeting are provided in writing and a full list of public questions with the associated answers are attached as Appendix A to these minutes.

                                       

16.

Cabinet and Committee Recommendations pdf icon PDF 503 KB

To consider the following recommendations to Council from Committees.

 

     I.    Proposed Council Headquarters - New Barn, Petersfield - Full Business Case

 

   II.    Transition & Transformation Update

 

To consider the recommendations arising from the meeting of Cabinet held on 28 July 2022.  The agenda and reports for this meeting can be viewed via the following link:

 

Agenda for Cabinet on Thursday, 28th July, 2022

 

 III.     Hackney Carriage Fare Increase

To consider the following recommendation arising from the meeting of Licensing Committee held on 18 July 2022.  The agenda and reports for this meeting can be viewed via the following link:

 

Agenda for Licensing Committee on Monday, 18th July, 2022

 

RECOMMENDED that Council:

            (1)    agree that the following increase in the Hackney Carriage Fares be advertised under Section 65 of the Local Government (Miscellaneous Provisions) Act 1976:

 

                     i)      an increase in the ‘flag drop’ from £3.00 to £4.00.

 

            (2)    agree that any objections to the above proposals following the advertisement be considered by the Licensing Committee; and

 

             (3)   agree that, if there are no objections, then the increase(s) set out in (1) above the change be implemented 28 days from the date the proposed fare increases were first advertised.

 

IV.    Draft Housing Outside Settlement Boundaries Supplementary Planning Document

 

To consider the following recommendation arising from the meeting of Planning Policy Committee held on 25 July 2022.  The agenda and reports for this meeting can be viewed via the following link:

 

      Agenda for Planning Policy Committee on Monday, 25th July, 2022

 

  V.    Overview & Scrutiny Annual Report

 

To consider the following recommendation arising from the meeting of Overview & Scrutiny Committee held on 26 July 2022.  The agenda and reports for this meeting can be viewed via the following link:

 

      Agenda for Overview and Scrutiny Committee on Tuesday, 26th July, 2022

 

Additional documents:

Minutes:

Cabinet – 28 July 2022

 

 I.   Proposed Council Headquarters – New Barn, Petersfield – Full Business Case

 

Councillor Millard introduced the item as Leader of the Council.

 

Members raised generally in relation to the amount of detail in the business case and the speed at which this decision has been brought before Council to consider. 

 

The Leader responded that there are elements of the work that has been undertaken that is commercially sensitive and offered to discuss these matters in an exempt session with the Chairman and Vice-Chairman of Overview & Scrutiny Committee to reassure members. 

 

Members further supported the ‘Green’ credentials of the proposed new building and acknowledged the benefit to residents to have some Council meetings being held more locally, at various locations around the district.

 

Proposed by Councillor Millard and seconded by Councillor Drew, following debate and vote in which there were 4 abstentions; Council RESOLVED 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.

 

 

II.    Transition & Transformation Update

 

Councillor Millard asked Gill Kneller, Chief Executive to introduce this item.

 

Proposed by Councillor Millard, seconded by Councillor Williams, following debate and a vote in which there were 5 abstentions; it was RESOLVED that Council:

 

a)     noted the progress of Shaping our Future (SOF) transformation programme.

 

b)     noted the progress of the transition programme.

 

c)     noted the financial projections, costs, and benefits for both programmes.

 

d)     agreed 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)     agreed 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.

 

 

Licensing Committee – 18 July 2022

 

 III.   Hackney Carriage Fare Increase

 

Councillor Mouland introduced this item as Chairman of the Licensing Committee.

 

Proposed by Councillor Mouland, seconded by Councillor Ashcroft, following debate, it was RESOLVED that Council:

 

(1)         agree that the following increase in the Hackney Carriage Fares be advertised under Section 65 of the Local Government (Miscellaneous Provisions) Act 1976:

 

             i)      an increase in the ‘flag drop’ from £3.00 to £4.00.

 

(2)         agree that any objections to the above proposals following the advertisement be considered by the Licensing Committee; and

 

 (3)        agree that, if there are no objections then the increase(s) set out in (1) above the change be implemented 28 days from the date the proposed fare increases were  ...  view the full minutes text for item 16.

17.

Appointment of Chief Finance Officer (Section 151 Officer) pdf icon PDF 119 KB

Minutes:

Following the short adjournment, the meeting resumed at 20:00.

 

Councillor Louisson introduced the item as the relevant portfolio holder.

 

Proposed by Councillor Louisson and seconded by Councillor Drew, following debate; it was RESOLVED that Council approved the appointment of Matthew Tiller to act as the Council’s Chief Finance Officer and the Designated Officer responsible for the administration of the Council’s financial affairs under Section 151 Local Government Act 1972.

 

18.

Appointment of Returning Officer and Electoral Registration Officer pdf icon PDF 212 KB

Minutes:

Councillor Louisson introduced the item as the relevant portfolio holder.

 

Proposed by Councillor Louisson, seconded by Councillor Drew, following debate; it was RESOLVED that Council approved the appointment of Daniel Toohey, with immediate effect, as the Returning Officer and Electoral Registration Officer for East Hampshire District Council.

 

19.

Portfolio Holder Reports to Council pdf icon PDF 539 KB

Additional documents:

Minutes:

Portfolio Holders answered questions from Members present in the meeting.

 

Councillor Woodard and Schillemore raised questions in relation to actions being taken to resolve the waste collection issues, which was responded by Councillor Mocatta and agreed that it was an unacceptable situation, but that the shortage of drivers was a national situation. 

 

The Leader further apologised to residents for the current situation and assured members that this matter is a high priority for the Council, but it will take time to resolve and assured members that the suggested actions to resolve the issues would be taken to members.

 

Councillor Carew asked why Council contractors had mowed areas that were part of ‘No Mow May’, which was responded to by Councillor Mocatta, who agreed to meet with Councillor Carew to discuss the issues.  Councillor Mocatta further thanked the GIS Team for their work on identifying sites of ‘No Mow May’.

 

Councillor Langley thanked the residents in and around Alton and staff for their support of Ukrainian families.

 

Councillor Langley asked her question around the timescales for setting up the new ‘Green Team’ and raised the importance of mowing some areas to aid Hay fever sufferers.  Councillor Millard responded that the team is in the process of being set up currently, but it has taken a little longer than expected. Councillor Mocatta thanked Councillor Langley for her questions and noted her concern for allergy suffers.

                                               

Councillor Butler congratulated the team who worked on the ‘Green Loop’ that won the ‘Best Project’ award and queried what would happen with the Shared Prosperity Fund to aid ‘green’ initiatives.  The Leader confirmed a proposal to create a Community Farm and outlined the benefits to the community that could be generated with the project.  The Leader offered a cross-party meeting with members who wish to input in the project.

 

20.

Questions under Standing Order 27.4.1

To deal with any questions from Councillors submitted by 12 noon three working days before the meeting.

 

Minutes:

There were no questions received under Standing Order 27.4.1.

 

21.

Questions under Standing Order 27.4.2

To deal with any urgent questions received no less than two hours prior to the start of the meeting and in accordance with standing order 27.4.2.

Minutes:

There were no urgent questions received under Standing Order 27.4.2.

 

22.

Motions Received under Standing Order 14.1 pdf icon PDF 126 KB

To deal with any motions from Councillors received by 12 noon, at least six clear working days before the meeting in accordance with standing order 14.1.

Minutes:

The Monitoring officer advised members that a point of order under SO14.11 had been raised during the adjournment in relation to this item, on the basis that the motion submitted contained a proposal that would increase capital and/or revenue expenditure. In such circumstances, SO 14.11 stipulated that the motion should first be referred to Cabinet with a full report prior to any consideration by Full Council.

 

This point raised was agreed by the Chief Finance Officer.

 

The Chairman invited Councillor Langley to speak, as Councillor Gottlieb, who had submitted the motion, was unable to attend this meeting in person and the motion would not now be debated at this meeting.

 

Councillor Langley expressed her disappointment that the motion could not be debated at this meeting but appreciated that the matter would be considered by Cabinet. Councillor Langley encouraged members to continue to support changes in the law that would allow Councillors like Councillor Gottlieb to participate virtually in Council meetings without a physical presence.

 

The Leader confirmed that Councillor Gottlieb would be invited to make representations to Cabinet in a virtual capacity to assist the Cabinet in its deliberations.

 

23.

Special Urgency Decisions

Minutes:

Proposed by Councillor Hill and seconded by Councillor Oppenheimer, Members NOTED the special urgency decisions.

 

24.

Appointments

Council is asked to agree the appointment of Councillor Blossom Gottlieb to the Councillor Development Panel for the municipal year 2022-2023.

 

Minutes:

Proposed by Councillor Langley and seconded by Councillor Carew, it was RESOLVED that Councillor Gottlieb be appointed to the Councillor Development Panel for the municipal year 2022-2023.

 

25.

Committee Minutes

To receive the minutes of the following Committees held since the last meeting of the Council:

 

1.     Agenda for Overview and Scrutiny Committee on Tuesday, 3rd May, 2022

 

2.     Human Resources Committee on Tuesday, 24th May, 2022

 

3.     Planning Committee on Thursday, 26th May, 2022

 

4.     Standards Committee on Tuesday, 14th June, 2022

 

Minutes:

Proposed by Councillor Carew and seconded by Councillor Ashcroft, it was RESOLVED that the minutes of Committees held since the last meeting of the Council were noted.