Agenda, decisions and minutes

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

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

Items
No. Item

53.

Apologies

Minutes:

Apologies for absence were received from Councillors Jeffrey and Tasker.

54.

Public Participation

Minutes:

There was no public participation.

55.

Declarations of Interest

Minutes:

There were no declarations on interest.

56.

Urgent Items

Minutes:

There were no urgent items.

57.

Minutes of the meeting held on 11 May 2022

Minutes:

Resolved:

 

That the minutes of the meeting held on 11 May 2022 be confirmed and signed as a correct record.

 

58.

Recommendations of the Overview and Scrutiny Committee: None

Minutes:

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

59.

Revenue Outturn 2021/22 pdf icon PDF 255 KB

Finance and Resources

To report the Council’s revenue outturn position, explain reasons for variances between the original estimate and the outturn and recommend how the surplus in the year should be treated.

Additional documents:

Decision:

Resolved:

 

1.  That the Council’s Revenue outturn for 2021/22, as shown in Annexes 1 and 2 to the report, be noted.

 

2.  That the reasons for the budget variances, as shown in paragraph 3 of the report, be noted.

 

3.  That the transfers to reserves of £3.373M detailed in paragraph 3.15 of the report be approved.

 

4.  That the items shown in paragraph 3.18 of the report, totalling £23,100, be approved for carry forward into the 2022/23 revenue budget.

 

5.  That the transfers to reserves as detailed in paragraph 4 of the report be approved.

 

6.  That the Head of Finance and Revenues be authorised to make necessary adjustments through the Regeneration Reserve, should any additional variances be identified in finalising the Statement of Accounts for 2021/22.

Minutes:

 

Consideration was given to the report of the Finance and Resources Portfolio Holder which presented the Council’s Revenue outturn position for the year ended 31 March 2021.

 

The report showed a net General Fund expenditure of £4.251M. Following completion of revenue outturn work there was a surplus on the general fund of £1.637M. The reasons for budget variances and proposals for utilisation of the variance was set out in the report.

 

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

 

Resolved:

1.  That the Council’s Revenue outturn for 2021/22, as shown in Annexes 1 and 2 to the report, be noted.

2.  That the reasons for the budget variances, as shown in paragraph 3 of the report, be noted.

3.  That the transfers to reserves of £3.373M detailed in paragraph 3.15 of the report be approved.

4.  That the items shown in paragraph 3.18 of the report, totalling £23,100, be approved for carry forward into the 2022/23 revenue budget.

5.  That the transfers to reserves as detailed in paragraph 4 of the report be approved.

6.  That the Head of Finance and Revenues be authorised to make necessary adjustments through the Regeneration Reserve, should any additional variances be identified in finalising the Statement of Accounts for 2021/22.

60.

Project Enterprise Outturn Report pdf icon PDF 143 KB

Finance and Resources

To review the financial performance of Project Enterprise activities in the 2021/22 financial year.

Decision:

Resolved:

 

That the outturn position for Project Enterprise investments in 2021/22 be noted.

Minutes:

Consideration was given to a report of the Finance and Resources Portfolio Holder which summarised the return on investment made during the 2021/22 financial year from Project Enterprise projects.

 

The amount of investment in completed Project Enterprise acquisitions at 31 March 2022 was £29.602M, of which £255,000 related to projects that were completed in 2021/22. Two further development projects had been approved, with the first expected to reach practical completion by summer 2022.

 

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

 

Resolved:

That the outturn position for Project Enterprise investments in 2021/22 be noted.

61.

Treasury Management Outturn 2021/22 pdf icon PDF 387 KB

Finance and Resources

To review the performance of the Treasury Management function in 2021/22.

Additional documents:

Decision:

Resolved:

 

That the Annual Treasury Management Report for 2021/22 and the Prudential Indicators for the year, as shown in the Annex to the report, be noted.

 

Minutes:

Consideration was given to a report of the Finance and Resources Portfolio Holder which reviewed the performance of the Treasury Management function in 2021/22 compared with the forecasts and policies set out for last year. Investment income for the year was £14,800 higher than included in the forecast.

 

The Council managed all investments in-house during 2021/22. Most investments during the year were placed in call-accounts or fixed-term deposits for durations of up to one year, with the exception of investments to three Local Authorities totalling £15M, for periods of up to five years.

 

The Council achieved an average investment income rate of 0.42% in the year compared with an average benchmark figure of 0.17%.

 

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

 

Resolved:

That the Annual Treasury Management Report for 2021/22 and the Prudential Indicators for the year, as shown in the Annex to the report, be noted.

62.

Capital Outturn 2021/22 pdf icon PDF 250 KB

Finance and Resources

To summarise the actual expenditure on capital projects in 2021/22, providing explanations for variations between estimated and actual expenditure and to review the funding of the capital programme and present a revised programme for 2022/23 to 2023/24.

Additional documents:

Decision:

Resolved:

 

That the updated Capital Programme, as shown in Annex 1 to the report, be approved.

Minutes:

Consideration was given to a report of the Finance and Resources Portfolio Holder which summarised the Council’s Capital expenditure for 2021/22 and explained the reasons for variances from the forecast, including a summary of the total budget slippage within the Capital Programme.

 

The report contained recommendations for the carry forward of certain unspent capital budgets into 2022/23 as detailed throughout the report and provided an updated capital programme for 2021/22 to 2023/24.

 

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

 

Resolved:

That the updated Capital Programme, as shown in Annex 1 to the report, be approved.

63.

Asset Management Outturn 2021/22 pdf icon PDF 158 KB

Finance and Resources

To report the actual expenditure against budget for the Asset Management Plan in 2021/22 and to update the AMP requirement for 2022/23.

Additional documents:

Decision:

Resolved:

 

1.  That the expenditure for the year on Asset Management projects, as shown in Annex 1 to the report, be noted.

 

2.  That the updated budget for Asset Management projects in 2022/23, as shown in Annex 2 to the report, be approved.

Minutes:

Consideration was given to the report of the Finance and Resources Portfolio Holder, which compared the actual expenditure on Asset Management Plan (AMP) projects with the approved budget for 2021/22.

 

The total revised AMP budget in 2021/22 was £3.750M. Actual expenditure in the year was £2.102M, leaving an overall positive variance of £1.648M. The outturn position for 2021/22 had been reviewed, following which the AMP requirement for 2022/23 had been updated.

 

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

 

Resolved:

1.  That the expenditure for the year on Asset Management projects, as shown in Annex 1 to the report, be noted.

2.  That the updated budget for Asset Management projects in 2022/23, as shown in Annex 2 to the report, be approved.

64.

Valley Housing Ltd Outturn and Business Plan Update pdf icon PDF 230 KB

Finance and Resources

To review the activity of Valley Housing Ltd in 2021/22 and receive an updated business plan for 2022/23 to 2024/25.

Decision:

Resolved:

 

1.  That the Directors’ annual report, as shown in Annex 1 to the report, be noted.

 

2.  That the updated Business Plan for 2022/23 to 2024/25, as shown in Annex 2 to the report, be approved.

 

3.  That the Head of Property and Asset Management be appointed as a director of Valley Housing Ltd.

 

Minutes:

Consideration was given to a report of the Finance and Resources Portfolio Holder which presented the directors’ report on the activity of the company in the 202/22 financial year and updated its business plan for 2022/23 to 2024/25.

The company’s property portfolio had increased to twenty-three properties during the year. It was recommended that a third director, the Head of Property and Asset Management, be appointed to the company board.

 

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

 

Resolved:

1.  That the Directors’ annual report, as shown in Annex 1 to the report, be noted.

2.  That the updated Business Plan for 2022/23 to 2024/25, as shown in Annex 2 to the report, be approved.

3.  That the Head of Property and Asset Management be appointed as a director of Valley Housing Ltd.

 

65.

Romsey Future - A Vision for Romsey 2022-2042 pdf icon PDF 230 KB

Strategic Regeneration Partnerships (South)

To consider the updated Romsey Future Vision document.

Additional documents:

Decision:

Recommended:

 

That the Romsey Future Vision 2022-2042 document attached as the Annex to the report be endorsed.

 

Minutes:

Cabinet considered a report of the Strategic Regeneration and Partnerships (South) Portfolio Holder which presented a refreshed Romsey Future Vision Document.

 

Romsey Future is a community partnership that brings together the town’s key stakeholders from the voluntary, business and statutory sectors. The refreshed Vision document had been developed following a comprehensive consultation process that had been supported throughout by the Borough Council. The refreshed Vision document set out the partnership’s priorities for the next twenty years. A number of key stakeholders had already formally endorsed the document.

 

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

 

Recommended:

 

That the Romsey Future Vision 2022-2042 document attached as the Annex to the report be endorsed.

 

66.

Review of Waste and Recycling Service in light of the Environment Act 2021 pdf icon PDF 336 KB

Recycling, Environmental Services and Car Parking

To review changes to the Council’s waste and recycling collection service.

Additional documents:

Decision:

Resolved:

 

1.  That, in order to respond to the Environment Act 2021 and the recently approved Joint Municipal Waste Management Strategy, the Council makes the necessary changes and subsequent investment in its waste and recycling collection service.

 

2.  That the future of waste and recycling collections will take the direction as introduced in section 5.4 – Option B and described in section 6 of the report, but specifically the introduction of a weekly collection of food waste and an alternating collection of ‘fibres’ (paper, magazines and cardboard), ‘containers’ (glass bottles and jars, plastic bottles, plastic pots, tubs and trays, cans and tins, aerosols, cartons) and ‘non-recyclable household waste’ from as early as 2024.

Minutes:

Cabinet considered a report of the Recycling, Environmental Services and Car Parking Portfolio Holder which set out details of the proposed response to the Environment Act 2021 in respect of waste and recycling services.

 

Due to the changes in legislation, the Council was required to make significant changes to its waste and recycling collection service which would need to align with the availability of infrastructure being developed and delivered by Hampshire County Council in their capacity as the Waste Disposal Authority.

 

The proposal was for twin stream alternating; residents would have their black bin emptied on week 1, their brown bin emptied on week 2, and their blue bin emptied on week 3. Food waste would be collected weekly. This option would give the Council the opportunity to maximise its recycling rate.

 

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

 

Resolved:

 

1.  That, in order to respond to the Environment Act 2021 and the recently approved Joint Municipal Waste Management Strategy, the Council makes the necessary changes and subsequent investment in its waste and recycling collection service.

 

2.  That the future of waste and recycling collections will take the direction as introduced in section 5.4 – Option B and described in section 6 of the report, but specifically the introduction of a weekly collection of food waste and an alternating collection of ‘fibres’ (paper, magazines and cardboard), ‘containers’ (glass bottles and jars, plastic bottles, plastic pots, tubs and trays, cans and tins, aerosols, cartons) and ‘non-recyclable household waste’ from as early as 2024.

67.

Partnership working with Hampshire County Council pdf icon PDF 145 KB

Leader

To amend the approved Partnership Board structure with Hampshire County Council.

Decision:

Resolved:

 

To amend the previously approved Partnership Board structure and parameters as outlined in section 6 with Hampshire County Council and other key stakeholders as appropriate in order to facilitate the delivery of the Andover and Romsey masterplans and other appropriate strategic proposals within the Borough.

Minutes:

Consideration was given to a report presented by the Leader which proposed an amendment to the previously approved Partnership Board Structure.

 

It was proposed to amend the structure to form a single overarching Partnership Board for the whole of the Test Valley Borough area. Reporting to the Partnership Board would be two Strategy Groups which would cover Andover and Romsey respectively. Other groups could be convened as necessary to deal with appropriate opportunities within the Borough.

 

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

 

Resolved:

 

To amend the previously approved Partnership Board structure and parameters as outlined in section 6 with Hampshire County Council and other key stakeholders as appropriate in order to facilitate the delivery of the Andover and Romsey masterplans and other appropriate strategic proposals within the Borough.

68.

Member Champions pdf icon PDF 173 KB

Leader

To appoint Member Champions for 2022/23.

Decision:

Resolved:

 

That the Councillors as set out below be appointed to the following Member Champions roles for 2022/23:-

 

Councillor Matthews

Armed Forces

Councillor Gwynne

Climate Emergency

Councillor P Lashbrook

Community Safety and Resilience

Councillor Baverstock

Culture and Heritage

Councillor Hamilton

Equality and Diversity

Councillor Donnelly

Member Development/Community Councillor Role

Councillor Andersen

Voluntary and Third Sector

 

Minutes:

Consideration was given to the report of the Leader which set out proposals for the appointment of Member Champion roles for 2022/23.

 

Member Champions were introduced in 2017 to act in an advisory capacity to Cabinet and have been involved with a number of projects and initiatives that have provided valuable research and insight into policy development and working practices.

 

It was noted that the Council had now be awarded Silver for the Defence Employers Recognition Scheme further to the bronze award as set out in the report.

 

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

 

Resolved:

That the Councillors as set out below be appointed to the following Member Champions roles for 2022/23:-

Councillor Matthews

Armed Forces

Councillor Gwynne

Climate Emergency

Councillor P Lashbrook

Community Safety and Resilience

Councillor Baverstock

Culture and Heritage

Councillor Hamilton

Equality and Diversity

Councillor Donnelly

Member Development/Community Councillor Role

Councillor Andersen

Voluntary and Third Sector

 

69.

Cabinet Appointments to Outside Bodies and Sub-Committees pdf icon PDF 153 KB

Democracy and Governance

To appoint Members to various Outside Bodies and Sub-Committees.

Decision:

Resolved:

 

1.  ThatCouncillors Bundy, A Dowden, Swain and Hatley be appointed to the Eastleigh Borough Council/Test Valley Borough Council Liaison Group.

 

2.  The Councillor Adams-King be appointed to PATROL.

 

3.  That the Deputy Leader be appointed to the Partnership for South Hampshire Committee.

 

4.  That Councillor Adams-King be appointed to South East Councils.

 

5.  That the membership of the Scrap Metal Dealers Hearing Sub-Committee consist of three members drawn by the Head of Legal and Democratic Services from the membership of the Cabinet.

 

Minutes:

The Leader presented the report of the Governance and Democracy Portfolio Holder which sought to appoint members to a number of outside bodies that the Council works with in order to share information and knowledge on matters of mutual interest in order to better fulfil its obligations and to establish a Scrap Metal Dealers Hearing Sub-Committee to deal with hearing representations.

 

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

 

Resolved:

1.  ThatCouncillors Bundy, A Dowden, Swain and Hatley be appointed to the Eastleigh Borough Council/Test Valley Borough Council Liaison Group.

2.  The Councillor Adams-King be appointed to PATROL.

3.  That the Deputy Leader be appointed to the Partnership for South Hampshire Committee.

4.  That Councillor Adams-King be appointed to South East Councils.

5.  That the membership of the Scrap Metal Dealers Hearing Sub-Committee consist of three members drawn by the Head of Legal and Democratic Services from the membership of the Cabinet.

 

70.

Scheme of Delegations to Officers pdf icon PDF 120 KB

Democracy and Governance

To approve the Council’s Scheme of Delegations to Officers.

Decision:

Resolved:

 

That the Scheme of Delegations to Officers as set out in Annex 1 to the report to Annual Council, in so far as it applies to the powers and duties of the Cabinet, be approved.

Minutes:

The report of the Democracy and Governance Portfolio Holder sought approval of the Council’s Scheme of Delegations to Officers in so far as it applied to the powers and duties of Cabinet.

 

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

 

Resolved:

 

That the Scheme of Delegations to Officers as set out in Annex 1 to the report to Annual Council, in so far as it applies to the powers and duties of the Cabinet, be approved.

71.

Exclusion of the Public pdf icon PDF 7 KB

The following items are confidential.

Minutes:

There was no reference made to the information contained within the confidential annexes and therefore no exclusion of the public was required.