Agenda and minutes

Council - Wednesday 5 April 2023 5.30 pm

Venue: Crosfield Hall, Broadwater Road, Romsey, Hampshire SO51 8GL

Contact: Emma Silverton - 01264 368000  Email:

No. Item




Prayers were led by Reverend McClelland.




Apologies for absence were received from Councillors Z Brooks, N Daas, V Harber, M Hatley, R Meyer, K North and T Ward.


Public Participation


No members of the public had registered to speak.


Declarations of Interest


There were no declarations of interest.


To approve the minutes of the meeting of the Council held on 23 February 2023



That the minutes of the meeting of the Council held on 23 February be confirmed and signed as a correct record.


Mayor's Announcements


The Worshipful The Mayor reminded Councillors that the Mayor’s Charity Concert would be held on Friday 14 April at Crosfield Hall. Tickets would be available at the door.


The Mayor and Mayoress would be hosting a Tea Party in the Mayor’s Parlour for members of St Francis School Council to thank them for organising a non-uniform day to raise money for the Mayor’s charities.


The Mayor and Mayoress would be welcoming Ukrainian families living in the south of the Borough to Crosfield Hall on Wednesday 10 May for an early evening informal gathering.


The Mayor attended Houghton Lodge on 19 March to presented the Guinness World Record Certificate for the widest Espalier Pear Tree and officially opened the gardens.


The Mayor expressed his thanks to the Mayor of Romsey, Councillor Gwynne for his invitation to the Mixing it Up charity concert held at Romsey Abbey on 24 March which had been an enjoyable event.


The Mayor attended the Hawk Conservancy on 30 March for the launch of their new display ‘Masters of the Skies’. The Mayor had enjoyed the new display which involved a variety of birds of prey and recommended visiting the Hawk Conservancy.


The Mayor noted that the next Council meeting taking place on 24 May would be the first meeting of a new 4 year term for Test Valley Borough Council. Some existing Councillors would not be standing for re-election. The Mayor expressed his thanks on behalf of the Council to Councillors Baverstock, Coole, Ecclestone, Harber, Hatley and Ward for their service.


The Mayor in particular thanked Councillor Baverstock who had first been elected to the Borough Council in 2003. Councillor Baverstock had been a ward councillor for Cupernham for 20 years and had served as Mayor in 2012/13. She had also served as both a town and parish councillor and was granted a British Empire Medal for civil service worthy of recognition by the Crown. The Mayor commended Councillor Baverstock for her service to residents.


The Worshipful The Mayor was pleased to say how much he had enjoyed his year as Mayor of Test Valley and the opportunities he and the Mayoress had enjoyed meeting the communities across the borough. The Mayor thanked officers and councillors for their support during his mayoral year. 


To receive and adopt Committee reports pdf icon PDF 62 KB

To receive and, where necessary, adopt reports of Committees.

Additional documents:


Minutes of Meetings:




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


Northern Area Planning Committee – 16 February 2023


Cabinet – 22 February 2023


Overview and Scrutiny Committee – 1 March 2023


Southern Area Planning Committee – 14 March 2023


Audit Committee – 27 March 2023


Northern Area Planning Committee – 30 March 2023



To adopt recommendations from the following:


General Purposes Committee – 27 March 2023


Annual Governance Statement 2022/23



That the Annual Governance Statement for 2022/23 be approved and that the Leader and Chief Executive be authorised to sign it on behalf of the Council.









Questions under Rule 11.1


Councillor Parker asked a question in relation to the minutes from Council held on 23 February, minute number 485. Councillor Parker asked if details had been circulated yet with an update on the work being undertaken to consider a broadcasting system for democratic meetings.


Councillor Jeffrey responded to say that an update had not yet been circulated but would be sent in the coming weeks. It was further clarified that work to look at the options was being undertaken following responses from suppliers at the start of March. Following an update to members in the coming weeks, the next steps would be presented to the Member and Community Development Group at its meeting in May.


Questions under Rule 11.2


There were no questions under Rule 11.2.


Corporate Plan 2023-2027 pdf icon PDF 142 KB

To consider the draft Corporate Plan 2023 to 2027.


Additional documents:


Consideration was given to a report of the Leader which presented the Corporate Plan 2023-2027.


The Corporate Plan outlined the Council’s priorities for the next four years and provided a focus for the services provided by the Council, informing decisions and the allocation of resources. The Plan had been prepared using a robust evidence base which included extensive public engagement and a full analysis of the external environment to shape the Council’s strategic priorities.



1.  That the Corporate Plan 2023 to 2027, as shown in Annex 1 to the report, be approved.

2.  That the Head of Strategy and Innovation, in consultation with the Leader, be authorised to make changes of a minor nature prior to publication. 

3.  That the Council places on record its thanks to the residents who took part in the deliberative engagement workshops, the outcomes of which have played a key role in informing the priorities of the Corporate Plan.


Waste Service Changes pdf icon PDF 130 KB

To consider the capital and revenue funding required in order to deliver the strategic direction for the waste service changes approved by Cabinet in June 2022.


Consideration was given to a report of the Recycling, Environmental Services and Car Parking Portfolio Holder which set out the next steps for the Council in order to deliver the waste service changes approved by Cabinet on 22 June 2022.


Significant changes to the waste and recycling collection service must be made as a result of the Environment Act. The Council was working to introduce these changes in 2024, procurement needed to commence in order to secure the vehicles, bins and caddies ready for the waste service changes. Recruitment was also required, in order for the team to properly assess the borough’s needs and plan for the waste service changes.



1.  That the funding as detailed in section 8 of this report be approved in order to deliver the waste service changes referred to in this report.

2.  That £3.25M be added to the capital programme as set out in paragraph 8.8.1.

3.  That £278,000 be added to the Environmental Services revenue budget as set out in paragraph 8.8.2.



Rural England Prosperity Fund pdf icon PDF 80 KB

To consider incorporating the Rural England Prosperity Fund projects identified in the report within the Council’s Capital Programme.


Consideration was given to a report of the Climate Emergency and Countryside Portfolio Holder which presented details of the Rural Prosperity Fund and proposals to incorporate the projects to the Council’s Capital Scheme.


The Rural Prosperity Fund offered an opportunity to support rural business and communities. Incorporating the fund within the Capital Programme would facilitate grant applications to be released in a timely way and follows the same approach of other grants the Council issues.



That the Rural England Prosperity Fund projects be incorporated within the Council’s Capital Programme for 2023/24 and 2024/25.



Reporting of Urgent Decision pdf icon PDF 82 KB

This report contains details of an urgent decision made by the Chief Executive and the Leader, which Council is asked to note.


Additional documents:


Consideration was given to a report of the Democracy and Governance Portfolio

holder which set out details of an urgent decision taken.


The need had arisen for an urgent decision to be taken by the Chief Executive in consultation with the Leader associated with the targeting and spending of the Local Authority Housing Fund and S106 affordable housing contributions.


The Council was required to sign up to the Memorandum of Understanding by 15 March 2023 to receive the first tranche of funding by 31 March and therefore an urgent decision was required.



That Council notes the urgent decisions set out in the Annex to this report, which were taken by the Chief Executive, in consultation with the Leader.


Notice of Motion - Rule 12

There are no Motions to consider submitted under Council Procedure Rule 12.



There were no motions to consider.