Agenda, decisions and minutes

Venue: Being held virtually by Microsoft Teams . The Public can listen to the live stream here: http://www.audiominutes.com/p/player/player.html?userid=tvbc

Contact: Emma Horbury - 01264 368001  Email: ehorbury@testvalley.gov.uk

Note: The meeting will start streaming below at 5:30pm. 

Items
No. Item

286.

Public Participation

Minutes:

There was no public participation.

287.

Declarations of Interest

Minutes:

Councillor North declared a personal interest in Item 10, Capital Programme Update 2020/21 to 2022/23 as a regular user of the Charlton Leisure Centre car park.

288.

Urgent Items

Minutes:

There were no urgent items.

289.

Minutes of the meeting held on 4 November 2020

Minutes:

Resolved:

 

That the minutes of the meeting held on 4 November 2020 be confirmed and signed as a correct record.

290.

Recommendations of the Overview and Scrutiny Committee: None

Minutes:

There were no recommendations to consider from the Overview and Scrutiny Committee.

291.

Fees and Charges 2021/22 pdf icon PDF 223 KB

Finance

To consider the level of charges for services provided by the Council in 2021/22.

 

Additional documents:

Decision:

Resolved:

 

1.  That the Fees and Charges for 2021/22, as set out in the Annexes to the report, be approved.

 

2.  That Heads of Service be authorised to increase relevant fees and charges in line with statutory levels should they change following this report.

Minutes:

Consideration was given to a report of the Finance Portfolio Holder which presented the proposed Fees and Charges for 2021/22.

 

The majority of proposed Fees and Charges had remained at the same level as 2020/21 or increased broadly in line with inflation.

 

Having considered the options and for the reasons set out in the report, Cabinet agreed to the following:

 

Resolved:

 

1.  That the Fees and Charges for 2021/22, as set out in the Annexes to the report, be approved.

 

2.  That Heads of Service be authorised to increase relevant fees and charges in line with statutory levels should they change following this report.

292.

Asset Management Plan Update pdf icon PDF 157 KB

Finance

To provide an update on the progress of the 2020/21 Asset Management Plan and to consider the items to be included in the Asset Management Plan for 2021/22.

 

Additional documents:

Decision:

Recommended to Council:

 

1.  That the revised 2020/21 and original 2021/22 Asset Management Plan is approved and funded as set out in paragraph 9.5 and Annex 1 and 2 to the report.

 

2.  That the Head of Finance and Revenues, after consultation with the Finance Portfolio holder and Head of Service responsible for any project, be authorised to amend the Asset Management Plan during the year, as discussed in paragraph 7.3.

Minutes:

Consideration was given to a report of the Finance Portfolio Holder which provided an update on the approved 2020/21 Asset Management Plan (AMP) and recommended projects to be included in the 2021/22 budget.

 

The Plan provided an update on the financing of AMP projects, including a forecast of the balance on the Asset Management Reserve at 31 March 2022.

 

Having considered the options and for the reasons set out in the report, Cabinet agreed to the following:

 

Recommended to Council:

 

1.  That the revised 2020/21 and original 2021/22 Asset Management Plan is approved and funded as set out in paragraph 9.5 and Annex 1 and 2 to the report.

 

2.  That the Head of Finance and Revenues, after consultation with the Finance Portfolio holder and Head of Service responsible for any project, be authorised to amend the Asset Management Plan during the year, as discussed in paragraph 7.3.

293.

Medium Term Financial Strategy 2021/22 - 2023/24 pdf icon PDF 601 KB

Finance

To consider the financial framework within which the 2021/22 budget will be prepared.

 

Additional documents:

Decision:

Recommended to Council:

 

1.  That the Medium Term Financial Strategy (MTFS) for 2021/22 to 2023/24 be approved.

 

2.  That the Medium Term Financial Forecast outlined in Annex 3 to the report be noted.

Minutes:

Consideration was given to a report of the Finance Portfolio Holder which set out the Medium Term Financial Strategy 2021/22 – 2023/24.

 

The Medium Term Financial Strategy sets out the framework within which the 2021/22 budget would be prepared as well as setting out the Medium Term Financial Forecast for the General Fund Revenue Budget, which would form the basis of the 2021/22 budget.

 

The strategy reviewed the impact that COVID-19 has had on the Council’s finances in 2020/21 and considered the ongoing effects this would have on budget planning in the medium term.

 

Having considered the options and for the reasons set out in the report, Cabinet agreed to the following:

 

Recommended to Council:

 

1.  That the Medium Term Financial Strategy (MTFS) for 2021/22 to 2023/24 be approved.

 

2.  That the Medium Term Financial Forecast outlined in Annex 3 to the report be noted.

294.

Capital Programme Update 2020/21 to 2022/23 pdf icon PDF 242 KB

Finance

To consider the Capital Programme Update for 2020/21 to 2022/23.

 

Additional documents:

Decision:

Recommended to Council:

 

1.  That the new capital schemes with a total cost of £1,150,000 as shown in Annex 1 to the report, be added to the 2020/21 to 2022/23 Capital Programme.

 

2.  That the revised estimates and financing for the 2020/21 to 2022/23 Capital Programme as shown in Annex 2 to the report, be approved.

 

Minutes:

Consideration was given to a report of the Finance Portfolio Holder which provided an updated on the Capital Programme 2020/21 to 2022/23.

 

The Capital Programme update included a summary of the progress of the existing 2020/21 Capital Programme as well as forecast changes to its timescale and total cost.

 

Proposals for new capital schemes recommended to be added to the Capital Programme over the period 2020/21 to 2022/23 were included. The total cost of new projects recommended for inclusion in the Capital Programme was £1.15M. After taking into account external funding, the net cost of these bids was £300,000 and recommended to be funded from the Capital Receipts Reserve.

 

Having considered the options and for the reasons set out in the report, Cabinet agreed to the following:

 

Recommended to Council:

 

1.  That the new capital schemes with a total cost of £1,150,000 as shown in Annex 1 to the report, be added to the 2020/21 to 2022/23 Capital Programme.

 

2.  That the revised estimates and financing for the 2020/21 to 2022/23 Capital Programme as shown in Annex 2 to the report, be approved.

 

295.

Future of Housing Options Service Provision pdf icon PDF 179 KB

Housing and Environmental Health

To consider the current short-term funding arrangements for the Council’s Housing Service and to consider the recommendation that the Council continues to invest ring fenced Homelessness Grant Funding to ensure the continuity of services during 2021/22.

Additional documents:

Decision:

Resolved:

 

1.  That the financial position with regard to the Homelessness Reserves and resourcing the front line housing options service be noted.

 

2.  That the potential consequences associated with making radical changes to local provision for the housing options service in the current climate be noted.

 

3.  That Option 3 as set out in 5.8 to the report be approved.

 

4.  That any items shown in Annex 1 to the report, which are unspent by 31 March 2022, be approved for carry forward into the 2022/23 revenue budget.

Minutes:

Consideration was given to a report of the Housing and Environmental Health Portfolio Holder which gave details of future Housing Options service provision.

 

The Council was subject to a complex range of legal duties associated with allocations and homelessness, and experienced a high demand for front line housing services locally.

 

The report provided details of the ongoing demands on the housing service, the challenges to delivering homelessness services during a global pandemic, and how the Council could continue to meet costs within the service through the ring fenced homelessness reserve.

 

Having considered the options and for the reasons set out in the report, Cabinet agreed to the following:

 

Resolved:

 

1.  That the financial position with regard to the Homelessness Reserves and resourcing the front line housing options service be noted.

 

2.  That the potential consequences associated with making radical changes to local provision for the housing options service in the current climate be noted.

 

3.  That Option 3 as set out in 5.8 to the report be approved.

 

4.  That any items shown in Annex 1 to the report, which are unspent by 31 March 2022, be approved for carry forward into the 2022/23 revenue budget.

296.

Funding enhancements to the sports and recreational facilities under construction at Ganger Farm, Romsey pdf icon PDF 245 KB

Planning

To consider funding enhancements to the sports and recreational facilities under construction at Ganger Farm, Romsey.

Additional documents:

Decision:

Recommended to Council:

 

That in order to secure enhancements to sports and recreational facilities at Ganger Farm:

 

1.  £207,705 of capital spend be included in the Council’s Capital Programme for 2020/21.

 

2.  That recommendation 1 be funded as follows:

a.  £82,426 from unallocated section 106 Developer contributions

b.  £125,279 from the Capital Receipts Reserve pending receipt of and recoupment from further Section 106 Developer contributions and external funding.

 

Minutes:

Consideration was given to a report of the Planning Portfolio Holder which provided details of potential enhancements to the sports and recreational facilities under construction at Ganger Farm, Romsey.

 

The development would provide 9 hectares of floodlit grass and 3G football and rugby pitches with a two storey pavilion, car parking, overflow car park, 4 play areas, ecology trail and landscaped open space.

 

The opportunity has arisen to improve the specification of the facility beyond that which was originally agreed with the developer. Authority was sought to provide further funding, derived from developer public open space contributions, from Romsey Wards, towards specified additional works and enhancements to the sports and recreational infrastructure to ensure that the pavilion and sports hub had the capacity to better serve multiple user groups and sports activities

 

Having considered the options and for the reasons set out in the report, Cabinet agreed to the following:

 

Recommended to Council:

 

That in order to secure enhancements to sports and recreational facilities at Ganger Farm:

 

1.  £207,705 of capital spend be included in the Council’s Capital Programme for 2020/21.

 

2.  That recommendation 1 be funded as follows:

a.  £82,426 from unallocated section 106 Developer contributions

b.  £125,279 from the Capital Receipts Reserve pending receipt of and recoupment from further Section 106 Developer contributions and external funding.

 

297.

Abbotswood on site public art commission pdf icon PDF 144 KB

Community and Leisure

To consider the public art commission at Abbotswood.

Additional documents:

Decision:

Recommended to Council:

 

1.  That £56,000 be allocated from Section 106 contributions for on-site public art in respect of the public art commission for Abbotswood in Romsey.

 

2.  That £5,869 be allocated from Section 106 contributions for on-site public art in respect of the future maintenance.

 

3.  To award the contract to Thrussells (Thomas and Gary Thrussell).

Minutes:

Consideration was given to a report of the Community and Leisure Portfolio Holder which set out details of the procurement process to select an artist to carry out on site public art at Abbotswood.

 

Test Valley Borough Council had secured a contribution of £61,869 for on-site public art at Abbotswood through Section 106 agreements. A procurement process had been undertaken to select an artist for the commission.

 

The recommended artist proposed a trail made up of pointer way markers, sculptural way markers and feature sculptures. A detailed programme of community engagement would be undertaken by the artist to develop the proposal. It was anticipated that the project would be completed in January 2022.

 

Having considered the options and for the reasons set out in the report, Cabinet agreed to the following:

 

Recommended to Council:

 

1.  That £56,000 be allocated from Section 106 contributions for on-site public art in respect of the public art commission for Abbotswood in Romsey.

 

2.  That £5,869 be allocated from Section 106 contributions for on-site public art in respect of the future maintenance.

 

3.  To award the contract to Thrussells (Thomas and Gary Thrussell).