Agenda and minutes

Prayers were led by Reverend Canon Jill Bentall.

Resolved:

That the apologies of Councillors Cooper, Gidley, Gwynne, Parker, Rowles, Thom and Ward be noted.

No members of the public registered to speak.

There were no declarations of interest.

Resolved:

That the minutes of the meeting of the Council held on 29 January 2020 be confirmed and signed as a correct record.

The Worshipful the Mayor announced that he had attended a WOW! Award Ceremony on Tuesday 25 February to honour and celebrate volunteers and staff of the health service.

On behalf of the Council, the Worshipful the Mayor expressed his thanks and appreciation to the Chief Executive Roger Tetstall, following his announcement that he would be leaving his position at the Council at the end of May 2020 and wished him well in his future endeavours.

To receive and, where necessary, adopt reports of Committees

Minutes of Meetings:

Resolved:

That the minutes of the following Committees and Cabinet meetings be received.

To adopt Recommendations from the following:

Cabinet – 12 February 2020

Revenue Budget and Council Tax Proposals 2020/21

The Finance Portfolio Holder introduced the item by delivering her annual budget speech. Following the introduction by Government of a new law in 2014 relating to certain budget decisions, the council was now required to take a recorded vote on both this item and item 11, To adopt a resolution relating to the Council Tax for 2020/21.

The Head of Legal and Democratic Services took the vote. Members voted as follows;

Resolved:

1.  That the Revised Forecast for 2019/20 as set out in Column 3 of Annex 1 to the report be approved.

2.  That a transfer to the Town Centres Rejuvenation Reserve of £65,600 in 2020/21 be approved as detailed in paragraph 4.10, subject to it not being required to offset any significant changes in the Final Local Government Finance Settlement.

3.  That the Savings Options, Income Generation Proposals and Revenue Pressures as set out in Annexes 2 – 4 to the report be approved.

4.  That subject to recommendation 3 above and taking due regard of the Head of Finance’s comments in Annex 8 to the report, the budget for 2020/21 as set out in Column 6 of Annex 1 be approved.

5.  That subject to recommendations 3 and 4 above, the revenue estimates for each Service contained in Annex 7 to the report be approved.

6.  That a Council Tax Requirement for 2020/21 of £9,360,605 be approved.

7.  That a Special Expenses Levy of £344,513 be made in respect of the area of Andover to cover the cost of providing burial grounds, public halls, sports grounds and playgrounds as detailed in Annex 9 to the report.

8.  That a general precept of £7,299,271 be levied for the year 2020/21.

9.  That the Medium Term Forecast contained in Annex 6 to the report be noted.

10.  That a Band D Council Tax excluding Parishes and Special Expenses of £146.41 in 2020/21 be approved – an increase of £5 on 2019/20 levels.

11.  That delegated authority be given to the Head of Finance in consultation with the Leader, Finance Portfolio Holder and the Chief Executive to make changes to the budget following Cabinet to take account of new issues, changes to figures notified by Parish Councils or any late changes in the final Local Government Finance Settlement.

A copy of the recommendation will be circulated at the meeting as the Council is waiting for confirmation of the latest precept figure.

The Finance Portfolio Holder presented details of the Council Tax for 2020/21.

The Worshipful the Mayor reminded members that a recorded vote was required on this item.

The Head of Legal and Democratic Services took the vote.  Members voted as follows:

Resolved:

1.  That approval is noted of the revised revenue forecast for the year 2019/2020 and the revenue estimates for the year 2020/2021, together with the revised capital programme for the year 2019/2020 and the capital programme for the year 2020/2021.

2.  That for the purposes of Section 35(2)(d) of the Local Government Finance Act 1992, as amended (the Act), the sum of £344,513, being the aggregate sum of expenses in relation to public halls, burial grounds, sports grounds and playgrounds incurred by the Council in performing in the parish of Andover the functions not performed by the Town Council, shall be treated as Special Expenses and any expenditure other than the £344,513 herein specified shall be treated as general expenses.  The Special Expenses sum equates to an amount of £21.12 per Band D Council Tax.

3.  That it be noted that the Head of Revenues, in consultation with the Head of Finance, calculated the Council Tax Base for 2020/2021 for the whole Borough area as 49,855 (Item T in the formula in Section 33(1) of the Act) and, in those parts of its area to which a Parish/Town precept relates, as per the table below:

4.  That the following amounts be now calculated by the Council for the year 2020/2021 in accordance with Sections 32 to 34 and 36 of the Act and subsequent regulations:

4(a)  £115,948,415  being the aggregate of the amounts which the Council estimates for the items set out in Section 32(2) of the Act taking into account all  ...  view the full minutes text for item 331.

To adopt recommendations from the following:

Cabinet – 12 February 2020

Treasury Management and Annual Investment Strategies 2020/21

Resolved:

1.  That the Treasury Management Strategy Statement and the Annual Investment Strategy for 2020/21 as set out in the report be approved.

2.  That the Minimum Revenue Provision (MRP) policy be approved.

3.  That the Prudential Indicators as set out in Annex 1 to the report be approved

Portersbridge Street Properties

Resolved:

1.  That the budget set out in paragraph 1.9 of the confidential annex to the report be added to the Capital Programme for works to Portersbridge Street properties.

2.  That the expenditure be financed from the budget allocated in the Capital Programme to Project Enterprise projects identified in the year.

Councillor Alan Dowden asked a question regarding the movements in the Pest Control and Legal Service summary estimates.

Councillor North confirmed that a written response would be provided to Councillor Alan Dowden outside of the meeting.  

Councillor Ecclestone submitted a question asking the Leader "How closely does TVBC monitor trustees at community centres, like Burghclere Down, as to whether they are fairly treating potential users of the centres that TVBC leases to them?"

The Leader responded that Community Associations operated independently of the Council and in accordance with their Constitutions which would clearly outline their area of benefit and aims and objectives. The Leader encouraged Councillor Ecclestone to speak with officers if he had any particular concerns.

Councillor Ecclestone submitted a question asking the Leader "Does TVBC support policies that restrict teens from using the community centres for events?"

The Leader responded that the Council did not support the restriction of teens or any other groups from using community centres and requested that Councillor Ecclestone to speak with officers if he had concerns regarding instances where this may have occurred.

Councillor Ecclestone submitted a question asking the Leader "With the inclusion of Burghclere Down into Millway Ward has TVBC requested that the Trustee base be widened to include individuals from the rest of the ward (mindful that Millway hitherto not has a community centre)?"

The Leader responded that the Council did not have the authority to  request that Burghclere Down Community Association actively seek to increase their Trustee base as a result of the Boundary changes but that the Council had offered support to the Association including help to increase their volunteer base.

Councillor Ecclestone submitted a question asking the Leader  “Does TVBC monitor the financial filings of trustees and ensure that they are current with the Charities Commissioner?”

The Leader responded that the Council not monitor the financial affairs of Community Associations other than if they submitted a Councillor Community Grant or CAF application when sight of financial details was a requirement. Charities were required to submit their annual accounts to The Charity Commission as part of their legal requirements.

Councillor Ecclestone asked a supplemental question regarding action being taken by the Council with regard to the financial statement 2018/19 for Burghclere Down Community Association not having been filed with the Charity Commission to date which was past the ten month deadline.

The Leader responded that this was a matter for the Charity Commission to investigate but that the Council would support the Association should they request assistance.

There were no motions to consider.

To approve the Pay Policy Statement for 2020/21 which has been prepared in accordance with the requirements of the Localism Act 2011.

Consideration was given to a report of the Leader which gave details of the Council’s Pay Policy Statement 2019/20. 

Section 38 (1) of the Localism Act 2011, required English and Welsh local authorities to produce and publish a pay policy statement for each financial year. The Pay Policy Statement assembled the required statutory information from the Council’s existing policies and presents them as a single document to meet the requirements of the Localism Act.

Resolved:

That the Pay Policy Statement attached at Annex 1 to the report be approved.

To consider the introduction of new procedure rules to the Council’s Constitution, regarding non-committee Members and additional parishes making a statement to Area Planning Committees on items of business.

Consideration was given to the report of the Planning Portfolio Holder which gave details of proposed changes to the Council’s Public Participation Scheme to make specific provision for Ward Members to address Area Planning Committees in their role as ward advocates.

The report also considered a provision for the Chairman of all Committees and Sub-Committees to extend the time allowed for public speaking in exceptional circumstances and again in exceptional circumstances, to extend Parish Council contributions to Planning Committee.

Resolved:

That the Council’s Public Participation Scheme is amended as set out in the Annex to this report.

To consider postponing the review of the New Development Management Committee Structure.

Consideration was given to a report of the Planning Portfolio Holder which gave details of proposals to delay the review of the Area Planning Committees due to the impact of nitrate neutrality.

Due to advice issued by Natural England regarding the impact in the Solent of nitrates from new developments, the number and type of applications considered by the Committees did not accurately reflect typical business.

Resolved:

1.  That the review of the performance of the new Development Management Committee Structure be postponed.

2.  The review be undertaken once the Committees have received ‘business as usual’ for a period of 12 months after the date at which in the opinion of the Head of Planning and Building Service in consultation with the Planning Portfolio Holder, measures have been established to adequately address the issue of nitrate neutrality in planning applications.

To consider a change to the delegation to the Head of Planning and Building Services.

Consideration was given to a report of the Planning Portfolio Holder which presented details of a suggested change tothe delegated powers of the Head of Planning and Building Services which would allow Ward Members to request that applications which the Head of Planning and Building Services recommended for refusal solely on the basis of nutrient neutrality be submitted to the relevant Area Planning Committee for determination.   

Resolved:

That the Delegation to the Head of Planning and Building Services contained in the Council’s Scheme of Delegations to Officers be amended as set out in the Annex to this report. 

To consider a change to the membership of the Council’s Southern Area Planning Committee, Overview and Scrutiny Committee and General Purposes Committee.

Consideration was given to a report of the Corporate Portfolio Holder which gave details of replacement appointments to a number of the Council’s Committees.

Resolved:

1.  That Councillor Sandra Gidley is replaced by Councillor Neil Gwynne as a member of the Council’s Southern Area Planning Committee.

2.  That Councillor Sandra Gidley is replaced by Councillor Alan Warnes as a member of the Council’s Overview and Scrutiny Committee.

3.  That Councillor Neil Gwynne is replaced by Councillor Alan Dowden as a member of the Council’s General Purposes Committee

To consider a change to the Overview & Scrutiny Committee membership.

Consideration was given to a report of the Corporate Portfolio Holder which gave details of a change of membership to the Overview and Scrutiny Committee and appointment of the Chairman of the Overview and Scrutiny Committee.

Resolved:

1.  That Councillor Nick Matthews is appointed to the Overview and Scrutiny Committee.

2.  That Councillor Zillah Brooks is appointed as Chairman of the Overview and Scrutiny Committee.

3.  That Overview and Scrutiny undertake a review of the appointment of the Chairman of OSCOM, with a view to put forward a recommendation to Council on the future selection process.

To consider a delegation to the Council’s General Purposes Committee.

Consideration was given to a report of the Corporate Portfolio Holder which set out details of the requirement for the Council to formally declare a vacancy in certain circumstances where the office of Borough Councillor becomes vacant.

Resolved:

That authority is delegated to the Council’s General Purposes Committee to declare vacancies of office in accordance with section 87 of the Local Government Act 1972. 

The following items are confidential.

Resolved:

That, pursuant to Regulation 4 of the Local Authorities (Executive Arrangements) (Meetings and Access to Information) (England) Regulations 2012, the public be excluded from the meeting for the consideration of the following report on the following matters on the grounds that they involve the likely disclosure of exempt information as defined in the following Paragraphs of Part 1 of Schedule 12A of the Local Government Act 1972, as amended, indicated below. The public interest in maintaining the exemption outweighs the public interest in disclosing the information for the reason given below:

CCTV System  Paragraph 3

It is considered that this report contains 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 of the need to conclude a contract with the preferred bidder and safeguard the Council’s position until a contact has been concluded, and also to maintain security of the Council’s assets.

To consider the renewal of Town Centre CCTV Systems.

Consideration was given to a report of the Finance Portfolio Holder regarding CCTV Systems.

Resolved:

1.  To approve the option shown at paragraph 5.1 in the report.

2.  To approve the acceptance of the tender from the contractor recommended for approval in paragraph 5.1.4 of the report.

3.  To approve that this scheme is added to the Council’s Capital Investment Programme at a cost as set out in paragraph 7.2 of the report and is financed from the Council’s Revenue contingency budget.

4.  To grant delegated authority to either of the Corporate Directors (in consultation with the Finance Portfolio Holder and the Head of Legal and Democratic Services) to consider any issues arising from the public consultation exercise referred to in the report and take such action as is considered appropriate to deal with them.