Agenda and draft minutes

Council - Wednesday 7 September 2022 5.30 pm

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

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

Items
No. Item

174.

Prayers

Minutes:

Prayers were led by the Reverend McCelland.

175.

Apologies

Minutes:

Apologies for absence were received from Councillors P Lashbrook, T Burley, D Coole, N Gwynne, V Harber, L Lashbrook, N Matthews and A Ward.

176.

Public Participation

Minutes:

No members of the public had registered to speak.

177.

Declarations of Interest

Minutes:

Councillor Tasker declared a Disclosable Pecuniary Interest in respect of item 12 – Staff Pay Award and left the room during consideration of the item.

 

Councillors Baverstock and Daas declared a personal interest as they were members of Romsey Town Council in respect of item 10 – Test Valley Borough Council Community Governance Review  Romsey Town – Final Recommendations and left the room during consideration of the item.

 

Councillors Burnage, M Cooper and Parker declared a personal interest as they were members of Romsey Extra parish Council and Romsey Town Council in respect of item 10 – Test Valley Borough Council Community Governance Review  Romsey Town – Final Recommendations and left the room during consideration of the item.

 

Councillor Adams-King declared a personal interest as a member of Awbridge Parish Council in respect of item 10 – Test Valley Borough Council Community Governance Review  Romsey Town – Final Recommendations and left the room during consideration of the item.

 

178.

To approve the minutes of the meetings of the Council held on 8 June 2022, 23 June 2022 and 10 August 2022

Minutes:

Resolved:

 

That the minutes of the meetings of the Council held on 8 June 2022, 23 June 2022 and 10 August 2022 be confirmed and signed as a correct record.

179.

Mayor's Announcements

Minutes:

The Worshipful The Mayor of Test Valley advised that Councillor Matthews had given his apologies for this evening’s meeting because he was attending a ceremony to collect a Silver Award from the Employment Recognition Scheme for the Council’s work supporting military veterans and families.

 

The Mayor was pleased to have attended the Goodworth Clatford Village Fete recently which he very much enjoyed. The Mayor noted that it was a well-attended event and expressed his thanks to the organisers.

 

The Mayor was delighted to announce that this coming Friday 9 September he would be hosting a reception in the Mayor’s Parlour for Pippa, the winner of the Test Valley Queen’s Jubilee Card competition. He would be sharing with her a response he received to the card from Her Majesty.

 

The Mayor announced that his civic day would take place on Thursday 22 September at Sir Harrold Hillier Gardens.

 

The Worshipful The Mayor expressed his thanks on behalf of the Council to Carol Moore, Deputy Chief Executive who was leaving the Council today after 25 years of loyal service to pursue new ventures. The Council expressed its gratitude to Carol for her hard work and dedication and wished her well for the future.

 

180.

To receive and adopt Committee reports pdf icon PDF 117 KB

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

Additional documents:

Minutes:

Minutes of Meetings

 

Resolved:

 

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

 

General Purposes Committee – 26 May 2022

 

Southern Area Planning Committee – 7 June 2022

 

Audit Committee – 20 June 2022

 

General Purposes Committee – 22 June 2022

 

Cabinet – 22 June 2022

 

Northern Area Planning Committee - 23 June 2022

 

Northern Area Planning Committee – 14 July 2022

 

Southern Area Planning Committee – 19 July 2022

 

Cabinet – 3 August 2022

 

Northern Area Planning Committee – 4 August 2022

 

Southern Area Planning Committee – 9 August 2022

 

Overview and Scrutiny Committee – 10 August 2022

 

Licensing Committee – 18 August 2022

 

Southern Area Planning Committee – 30 August 2022

 

To adopt recommendations from the following:

 

Cabinet – 22 June 2022

 

Romsey Future – A Vision for Romsey 2022–2042

 

Resolved:

 

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

181.

Questions under Rule 11.1

Minutes:

Councillor Burnage asked a question in relation to page 36 of the Minute Book, Minute number 66 – Review of Waste and Recycling Service in light of the Environment Act 2021. Councillor Burnage asked whether the research being undertaken by the Council with Solent University with regards to resident’s views on recycling had been completed and what the key findings were.

 

Councillor Adams-King, Recycling, Environmental Services and Car Parking Portfolio Holder, advised that the research had not yet been completed but that he would share the findings with all Councillors once the work was concluded. At present he was not able to provide an update on any key findings but would do so as soon as they were available. 

182.

Questions under Rule 11.2

Minutes:

No questions were submitted under Rule 11.2.

183.

Test Valley Borough Council Community Governance Review Romsey Town - Final Recommendations pdf icon PDF 245 KB

To consider the final recommendations of the Test Valley Community Governance Review for Romsey Town.

Additional documents:

Minutes:

Councillors Adams-King, Baverstock, Burnage, M Cooper, Daas and Parker who had declared an interest with respect to the Test Valley Borough Council Community Governance Review Romsey Town - Final Recommendations left the room before the consideration of this item commenced.

 

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

Holder which set out proposed Final Recommendations for the Romsey Town

Community Governance Review (CGR).

 

Two stages of public consultation had been undertaken in respect of proposals, with representations received having been reviewed and considered by the Community Governance Review Members Group.

 

The recommendations proposed that the whole of Romsey Extra Parish be transferred to Romsey Town Council, with the exception of a small part of Romsey Extra immediately adjacent to Awbridge. That part of Romsey Extra would be transferred to Awbridge.

 

The outcome of the review would be implemented by a Reorganisation Order, taking effect on 1 April 2023, with parish councillors being elected to the revised parish councils of Romsey and Awbridge in May 2023.

 

Resolved:

 

1.  That the Proposed Final Recommendations set out in Annex 1 to the report be adopted by the Council as Final Recommendations for the purposes of the Community Governance Review.

 

2.  That the Final Recommendations be published and arrangements be made by the Head of Legal and Democratic Services to inform those persons who may have an interest in them.

 

3.  That the consent of the Local Government Boundary Commission for England (LGBCE) be sought where required in respect of those Final Recommendations before a reorganisation order is made.

 

4.  That, following receipt of any necessary LGBCE consents, delegated authority be given to the Chief Executive to give effect to the Final Recommendations.

 

5.  That following the decision in 4 above, details of that decision and the reasons for it be published and arrangements be made by the Head of Legal and Democratic Services to inform those persons who may have an interest in the review of the decision and the reasons for the decision.

 

6.  That delegated authority be given to the Chief Executive, in consultation with the Democracy and Governance Portfolio Holder, to take decisions in respect of the transfer of property, liabilities, funds and staff arising from the Final Recommendations.

 

7.  That the Head of Legal and Democratic Services be given delegated authority to prepare and make an order under Section 86 of the Local Government and Public Involvement in Health Act 2007 to implement the above.

 

Following the vote, Councillors Adams-King, Baverstock, Burnage, M Cooper, Daas and Parker returned to the room.

 

184.

Test Valley Borough Council Community Governance Review Valley Park - Final Recommendations pdf icon PDF 237 KB

To consider the final recommendations of the Test Valley Community Governance Review for Valley Park.

 

Additional documents:

Minutes:

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

Holder which set out proposed Final Recommendations for the Valley Park

Community Governance Review (CGR).

 

Following a request from Valley Park Parish Council for dewarding of the Valley Park Parish the Council undertook a CGR of arrangements to consider the request. The CGR included including public consultation, with representations received having been reviewed and considered by the Community Governance Review Members Group.

 

The recommendations proposed that the parish should be dewarded as requested. The outcome of the review would be implemented by a Community Governance Order, taking effect on 1 April 2023.

 

Resolved:

 

1.  That the Proposed Final Recommendations set out in Annex 1 to the report be adopted by the Council as Final Recommendations for the purposes of the Community Governance Review.

 

2.  That the Final Recommendations be published and arrangements be made by the Head of Legal and Democratic Services to inform those persons who may have an interest in them.

 

3.  That the consent of the Local Government Boundary Commission for England (LGBCE) be sought in respect of those Final Recommendations where required before a reorganisation order is made.

 

4.  That, following receipt of any necessary LGBCE consents, delegated authority be given to the Chief Executive to give effect to the Final Recommendations.

 

5.  That following the decision in 5  above, details of that decision and the reasons for it be published and arrangements be made by the Head of Legal and Democratic Services to inform those persons who may have an interest in the review of the decision and the reasons for the decision.

 

6.  That the Head of Legal and Democratic Services be given delegated authority to prepare and make an order under Section 86 of the Local Government and Public Involvement in Health Act 2007 to implement the above.

185.

Staff Pay Award pdf icon PDF 134 KB

To consider the budgetary implications of a second interim 2022/23 pay award for staff.

Minutes:

Consideration was given to a report of the Finance and Resources Portfolio Holder which considered the budget implications of a second interim pay award to Council staff in respect of the 2022/23 financial year. 

 

The General Purposes Committee had met earlier in the day on 7 September and approved a second interim pay award, equivalent in value to the national offer, to be implemented for Council staff and back-dated to 1st April 2022.

 

The recommendation of that report has a financial implication that cannot be met from the existing budget. It is therefore necessary for Council to consider the required budget before the pay award can be implemented.

 

Resolved:

 

That the draws from Budget Equalisation Reserve, as set out in paragraphs 8.3 and 8.4 to the report, be approved for the purposes of funding a second interim staff pay award for 2022/23

 

186.

Amendments to the Council's Constitution pdf icon PDF 225 KB

To consider the amendment to the Council’s Constitution.

Additional documents:

Minutes:

Consideration was given to a report of the Democracy and Governance Portfolio Holder seeking amendments to the Council’s Constitution.

 

From time to time it becomes necessary to make amendments to the Council’s constitution as job-titles, posts and legislation change. Authority is delegated to the Council’s Monitoring Officer to make such changes to the Constitution subject to reporting the changes to full Council which this report does.

 

The Council is in the midst of a comprehensive recruitment process to appoint to the post of Deputy Chief Executive. To mitigate against the possibility that the Chief Executive might become unexpectedly unavailable in any period before a Deputy takes up post, it was recommended that the Head of Planning Policy and Economic Development in consultation with the section 151 Officer and Monitoring Officer be delegated authority to exercise the powers of the Chief Executive and the Deputy Chief Executive should the need arise.

 

Resolved:

 

1.  That the amendments made to the Council’s Constitution by the Monitoring Officer under delegated authority as shown in the Annex to the report be noted.

 

2.  That in the absence, incapacity or unavailability of the Chief Executive in circumstances where the post of Deputy Chief Executive remains vacant, the Head of Planning Policy and Economic Development in consultation with the s151 Officer and Monitoring Officer be authorised to exercise such powers as are delegated to the Chief Executive or Deputy Chief Executive as circumstances may reasonably require.

 

3.  That the Monitoring Officer makes the necessary changes to the Constitution to give effect to recommendation 2 above.

 

187.

Appointments to Committees, Panels and Outside Bodies pdf icon PDF 232 KB

To consider a number of appointments to Committees, Panels and Outside Bodies.

Minutes:

Consideration was given to a report of the Democracy and Governance Portfolio Holder which sought to appoint representatives to a number of Committees, Panels and Outside Bodies.

 

The recommended appointments provide for the discharge of Council functions which contribute to the Council’s Corporate Objectives.

 

Resolved:

 

1.  That Councillors A Dowden, Drew, Flood, Gwynne and P North be appointed to the Member Panel to be consulted by the Head of Property and Asset Management in respect of proposed property investments.

 

2.  That Councillor Johnston be appointed to the Southern Area Planning Committee.

 

3.  That Councillor Matthews be appointed as the Council’s Representative to Miss Gale’s Education Foundation Trust.

 

4.  That Mr Mark Leech be appointed to the Andover Charities Trustees for a term of four years.

188.

Notices of Motion - Rule 12 pdf icon PDF 180 KB

To consider motions proposed by Councillors Gidley, Daas and G Cooper.

Minutes:

Motion 1

 

Council considered the following motion moved by Councillor Gidley and seconded by Councillor Daas:

 

‘This Council should aim to improve democracy and accountability by live streaming and recording all Council meetings that are held in public.’

 

Councillor Jeffrey proposed the following amendment to the Motion which was seconded by Councillor P North:

 

‘This Council agrees to investigate ways by which it can improve democracy and accountability by live streaming and recording all Council meetings that are held in public. It further asks that the cross-party Member and Community Development Group look into the practical and financial implications of doing so and report backs its findings without delay.’

 

Upon being put to the vote the amendment was carried.

 

Upon being put to the vote the Substantive Motion was carried.

 

 

Motion 2

 

Council considered the following motion moved by Councillor Daas and seconded by Councillor Gidley:

‘This Council Notes:  

·  As a result of the increased energy price cap of 54% in Apr 2022, the average energy tariff bill will increase by £693 P/Y. The average pre-pay meter bill will increase by £708 P/Y (Ofgem).

·  The Government has suspended the pension ‘triple lock’ for the period 2022/3, meaning that pensioners will see an increase of 3.1% this year (instead of 8.3% under the triple lock formula). This year, this will cost a Test Valley pensioner on the full new state pension an average of £487, and a pensioner on the full basic state pension an average of £373 (Gov.uk). 

·  BoilerJuice, which is the UK’s number one heating oil provider underlined the fact that the price of heating oil has risen from 45p per litre to 91p between Aug 2021 to Aug 2022. A 2000 litre tank of heating oil will now cost a family in our rural community, £920 more than this time last year.  

·  The British Beer & Pub Association has stated that on average hospitality business faces a 300% rise in its energy bills. A small business that spent £3000 on energy earlier this year will now spend £9000.

This Council therefore declares a ‘Cost of Living Emergency’ in Test Valley and will write to the local MPs calling on them to put pressure on the Government to:

1.  Reduce the standard rate of VAT from 20% to 17.5% for one year, saving the average household a further £600 this year.

2.  Ensure the government honours its commitment to reinstating the pensions triple lock to support Test Valley pensioners. 

3.  Implement an energy price cap on heating oil, where this currently disproportionately affects rural families. 

 

4.  Put in place an energy price cap for energy bills of Test Valley businesses, where they currently face uncapped energy bills.’

 

Councillor Daas proposed an alteration to the Motion to change the wording in point 1 of the motion to read: ‘Reduce the standard rate of VAT for one year, saving the average household a further £600 this year.’ The meeting’s consent was signalled without discussion.

 

Under Procedure Rule  ...  view the full minutes text for item 188.

189.

Exclusion of the Public pdf icon PDF 97 KB

The following item is confidential.

Minutes:

Resolved:

 

That, pursuant Section 100(A) of the Local Government Act 1972, the public be excluded from the meeting during consideration of the following report 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:

 

 

Estates Property Matters  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 the report and annexes necessarily disclose commercially sensitive financial information, relating to the Council and its partners and may fetter the Council’s ability to achieve best value from the project.

190.

Estates Property Matters

To consider an Estates Property Matter.

Minutes:

Consideration was given to a report of the Finance and Resources Portfolio Holder in respect of Estates Property Matters.

 

Resolved:

 

1.  That the capital expenditure requirement, as set out in paragraph 7.6 and 7.7 to the report, be approved and funded from the Capital Receipts Reserve.

 

2.  That the voluntary Minimum Revenue Provision, as set out in paragraph 7.20 to the report, be approved.

 

3.  That the Head of Property & Asset Management be given delegated authority to issue all Notices required to progress the transaction, subject to consultation with the Finance & Resources Portfolio Holder, Head of Legal & Democratic Services and Head of Finance & Revenues.