Agenda and minutes

Prayers were led by Minister Jonathan Beer.

Resolved:

That the apologies of Councillors Anderdon, Beesley, Cosier, Hope, Lovell and Tupper be noted.

Resolved:

That the minutes of the meetings of the Council held on 25 February 2019 and 13 March 2019 (less exempt minute) be confirmed and signed as a correct record.

The Worshipful the Mayor made mention to his Charity Ball to be held on Saturday 4 May at the Andover Flying Museum from 7pm.  Tickets are still available from Councillor Lynn.

To receive and, where necessary, adopt reports of Committees

The Leader gave thanks on behalf of members and residents of the Borough to Councillor Carr who was retiring.  He has been a member for 32 years, 18 years as Leader of the Council and twice as Mayor.  The Mayor was recognised for his presence, commitment and stability and will leave a great legacy.  Thanks were also given to all retiring members this year for their dedication and resilience and to officers and staff for all their help and support.

Councillor C Dowden wished to ask questions on Item 11 – Review of Area Planning Committees which the Mayor took under that item.

To consider a recommendation to revise the Area Planning Committee structure.

Consideration was given to a report by the Planning and Corporate Portfolio Holders which advised that in October 2018 the Planning Advisory Service had carried out a Peer Review of the operation of Planning Committees at Test Valley Borough Council, culminating in their report of 22 November 2018.

The Planning Advisory Service report recommended abolition of the current Northern Area, Southern Area and Planning Control Committees and recommended that the Council adopt alternative arrangements.

The report recommended establishing two new Development Management Committees; one for each of the North and South of the Borough each comprising thirteen members and dispensing with Planning Control Committee.

Councillor C Dowden proposed an amendment to the motion - ‘To refer this matter to the Overview & Scrutiny Committee for them to consider the Planning Advisory Service Review Report and to make their comments and recommendations to the Cabinet or directly back to this Council’.  The amendment was seconded by Councillor Cooper.  Upon being put to the vote the motion fell.

Resolved:

1.  With effect from 9 May 2019 the existing Development Management Committee system of Northern Area Planning Committee, Southern Area Planning Committee and Planning Control Committee shall be abolished.

2.  It will be replaced by two politically balanced Development Management Committees; Northern Area and Southern Area with each Committee comprising thirteen Members.

3.  Meeting frequency will remain unchanged.

4.  The Northern Area Committee will cover the area to the North of the new Mid-Test Ward.

5.  The Southern Area Committee will cover the area to the South of and including the new Mid-Test Ward.

6.  The Planning Control Committee shall not be replaced.

7.  The Leader, Deputy Leader and Planning Portfolio Holder will not be permitted to sit on either of the new Committees.

8.  Performance of the new Committee structure will be reviewed prior to Annual Council 2020.

To consider a proposal to change the starting time of Full Council Meetings.

Consideration was given to a report of the Corporate Portfolio Holder which recommended changing the start time of meetings of Full Council from 4pm to 5.30pm.

This would bring the time of Full Council meetings in line with the other meetings of the Council.

Resolved:

That from the date of Annual Council on 13 May 2019, ordinary meetings of Full Council will begin at 5.30pm.

To consider recommended amendments to the Council’s Petition Scheme and Scheme of Public Participation.

Consideration was given to a report of the Corporate Portfolio Holder which requested a change to the Council’s Petition Scheme to ensure that a petition would be considered by the Council decision-making body with power to make a decision on the subject-matter of the petition. 

A small change to the Council’s Scheme of Public Participation was proposed to ensure the public may speak under the Public Participation Scheme in relation to petitions presented to Full Council.

Resolved:

1.  That the Council’s Petition Scheme be amended as set out at Annex 1 to this report.

2.  That the Council’s Scheme of Public Participation be amended as set out at Annex 2 to this report.

The following item is confidential.

Resolved:

That, pursuant Section 100(A) of the Local Government Act 1972, the public be excluded from the meeting during consideration of the following item of business on the grounds that it involves the likely disclosure of exempt information as defined in the following Paragraphs of Part 1 of Schedule 12A of the Act, as amended, indicated below. The public interest in maintaining the exemption outweighs the Public interest in disclosing the information for the reason given below:

To approve the exempt minute of the meeting of the

Council held on 13 March 2019  Paragraph 3

It is considered that the minute contained exempt information within the meaning of paragraph 3 of Schedule 12A of the Local Government Act 1972, as amended.  It is further considered that the public interest in maintaining the exemption outweighs the public interest in disclosing the information because the information related to the financial or business affairs of the Council and third parties who were necessarily identified, which information was commercially sensitive and which by its disclosure would have an adverse effect upon the interests of those third parties and the Council as they seek to settle agreed terms of business.

Resolved:

That the exempt minute of the meeting of the Council held on 13 March 2019, be approved.