Agenda and draft minutes

Council - Wednesday 25 January 2023 5.30 pm

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

Contact: Emma Horbury - 01264 368000  Email: ehorbury@testvalley.gov.uk

Items
No. Item

423.

Prayers

Minutes:

Prayers were led by the Reverend McClelland. 

424.

Apologies

Minutes:

Apologies for absence were received from Councillors J Burnage, D Drew, C Ecclestone, K Hamilton, R Meyer and K North.

425.

Federation of Small Businesses: Local Authority Small Business Friendly Awards 2022

Official presentation of the Council’s award for the ‘All Round Business Friendly’ category for the South Central region from Nicola Kildunne, Development Manager for Hampshire, Dorset and Isle of Wight, Federation of Small Businesses.

Minutes:

Rob Dewing from the Hampshire, Dorset and Isle of Wight Federation of Small Businesses presented that Council with the All-Round Small Business Friendly Council Award 2022 for the south central region.

426.

Public Participation

Minutes:

No members of the public had registered to speak.

427.

Declarations of Interest

Minutes:

Councillor Gwynne declared a Personal Interest in respect of Item 8.2 – Allocation of Community Infrastructure Levy (CIL) Funds – Community Projects Reserve as he had been involved in the submission of the Plaza Theatre Stage House Rebuild Project and would be involved in the project going forward and left the room during consideration of the item.

 

Councillor North declared a Personal Interest in respect of Item 8.2 – Allocation of Community Infrastructure Levy (CIL) Funds – Community Projects Reserve due to his public support for the Vernham Dean Parish Council CIL application and left the room during consideration of the item.

428.

To approve the minutes of the meeting of the Council held on 16 November 2022

Minutes:

Resolved:

That the minutes of the meeting of the Council held on 16 November 2022 be confirmed and signed as a correct record.

429.

Mayor's Announcements

Minutes:

The Worshipful The Mayor of Test Valley announced that he would be hosting a charity event at The Lights on 1 March where Matt Le Tissier would be giving a talk on his career.

 

The Mayor would be hosting a music evening at Crosfield Hall on 14 April with Laura Rickard performing. Members were encouraged to attend.

 

The Mayor was pleased to have attended the Andover Cultural Event on 21 January, hosted by the Andover Cultural Sharing Forum which had been very well attended.

 

The Mayor would be hosting an event on Andover on 11 March for Ukrainian Families and would also be hosting a similar event in the south. He encouraged Councillors to attend.

 

The Mayor passed on details of a thank you letter he had received from Janet Mason for the bouquet he presented to her for the 25 years she chaired the Visual Impaired Society.

 

The Mayor welcomed Councillor Jason Sangster to his first full Council meeting following his election to the Borough Council on 15 December 2015.

 

 

430.

To receive and adopt Committee reports pdf icon PDF 230 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.

 

Southern Area Planning Committee – 1 November 2022

 

Overview and Scrutiny Committee – 2 November 2022

 

Northern Area Planning Committee – 17 November 2022

 

Southern Area Planning Committee – 22 November 2022

 

Cabinet – 7 December 2022

 

Audit Committee – 12 December 2022

 

Southern Area Planning Committee – 13 December 2022

 

Overview and Scrutiny Committee – 14 December 2022

 

Southern Area Planning Committee – 10 January 2023

 

Licensing Committee – 12 January 2023

 

Cabinet – 18 January 2023

 

Overview and Scrutiny Committee – 23 January 2023

 

To adopt Recommendations from the following:

 

Cabinet – 7 December 2022

 

Asset Management Plan Update

 

Resolved:

1.  That the revised 2022/23 and original 2023/24 Asset Management Plan, as shown in Annexes 1 and 2 to the report, be approved.

2.  That the Head of Finance and Revenues, after consultation with the Finance & Resources 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 of the report.

 

Capital Programme Update 2022/23 to 2024/25

Resolved:

1.  That the new capital schemes with a total cost of £3,185,500, as shown in Annex 2 to the report, be added to the 2022/23 to 2024/25 Capital Programme.

2.  That the revised estimates and financing for the 2022/23 to 2024/25 Capital Programme, as shown in Annex 1 to the report, be approved.

3.  That up to £80,000 be added to the revenue budget with effect from 2025/26 to reflect the anticipated costs of the East Anton sports facility.

 

Cabinet – 18 January 2023

 

Councillors N Gwynne and P North left the room during consideration of the following item.

 

Allocation of Community Infrastructure Levy (CIL) Funds – Community Projects Reserve

 

Resolved:

1.  That the following projects are approved for CIL funding:

·  Nether Wallop Playing Fields – £101,000

·  Over Wallop Sports Pavilion – £269,766

·  Plaza Theatre, Romsey Additional Funding – £100,000

·  Bury Dene Playing Fields, Vernham Dean – £33,132

2.  That the projects be added to the Council’s Capital Programme, to be funded by the CIL Community Projects Reserve.

 

Council Tax Support Scheme 2023/24

 

Resolved:

1.  That the Council Tax Support scheme for 2023/24, as shown in the Annex to the report, be approved.

2.  That the Head of Finance and Revenues, in consultation with the Finance & Resources Portfolio Holder, be authorised to make any necessary changes to the Scheme that are required by the Council Tax Reduction Schemes (Prescribed Requirements) Regulations 2023 when they are confirmed by the Department for Levelling Up, Housing & Communities.

3.  In the event that any new government initiatives are introduced relating to the cost of living crisis that results in receipt of a grant or an increase in Universal Credit or other government benefits, that the Head of Finance and Revenues, in consultation with the Finance & Resources Portfolio Holder, be authorised to disregard these awards as income.

431.

Questions under Rule 11.1

Minutes:

There were no questions under Rule 11.1.

432.

Questions under Rule 11.2

Minutes:

Councillor Gwynne asked the Countryside Portfolio Holder the following question:

 

"Following on from the motion that was passed by Council on 16th November 2022 to protect the Rivers Anton, Blackwater, Dunn and Test - can the Countryside Portfolio Holder please provide an update on the progress re the 8 actions associated with this motion. The update to include whether responses have been received re letters sent, and anything further that is yet to take place".

 

Councillor Johnston confirmed that the letters had been sent. In writing those letters, Councillor Johnston advised that she had ensured that reference was made to the current picture in terms of legislation and Government initiatives. In writing to the regional director of the National Farmers Union, Councillor Johnston asked specifically about the Government’s Slurry Infrastructure Grant, intended to help limit run off into water courses from slurry heaps, and requested that the Council be informed of any successful applications within the Borough.

 

In addition to the letters as set out in the motion, Councillor Johnston intended to establish a dialogue with the two local river charities and work with officer to publicise good practice. Councillor Johnston would keep members updated on any further responses to the letters.

 

Councillor Parker asked the Democracy and Governance Portfolio Holder the following question:

 

“I note and am grateful for the various briefing notes from Frances Cleland concerning the government’s requirement for photographic voter ID at the May elections. Can you advise me of the plans to acquire further equipment and to recruit and train polling station staff to support the government’s requirements for photographic voter ID for this May’s elections and confirm whether all the plans are on track?”

 

Councillor Jeffrey reported that the electoral services team had been working hard to ensure that everyone who wished to vote in May’s elections were able to do so. There is an extensive project plan in place to ensure that all key milestones are reached and he confirmed that these were currently all being met. An audit of polling stations to ascertain what facilities they have in place for the private checking of ID should it be requested had been carried out and, where there was not a suitable alternative space available, privacy screens will be provided at those stations. These had already been purchased, along with mirrors so that anyone who needs to replace a religious face covering would be easily able to do so. 

 

All polling station staff would receive full training on these changes, to help them understand the new requirements and processes that they will be carrying out in May. Polling station staff will also be supported by additional resources from the Electoral Commission, such as their polling station handbook, as well as being able to contact the electoral services team throughout polling day with any queries they may have.

 

Funding to cover the additional costs of any equipment and training is being provided by central government.

 

Councillor Parker asked a supplementary question enquiring as to  ...  view the full minutes text for item 432.

433.

Appointments to Committees pdf icon PDF 127 KB

To consider changes to the membership of Committees and to appoint a Vice Chairman to the Southern Area Planning Committee.

Minutes:

Consideration was given to a report of the Democracy and Governance Portfolio Holder which set out details of alterations to the membership of a number of the Council’s Committees following the change in the political make-up of the Council resulting from the By-election held on 15 December 2022.

 

Changes were required in order to ensure that, as far as is possible, each of the committees’ reflect the overall political balance of the Council and vacancies are filled which will allow the committees to operate in an effective manner.

 

Resolved:

1.  That Councillor Harber be appointed to the Northern Area Planning Committee to replace Councillor Andersen.

2.  That Councillor Sangster be appointed to the Overview and Scrutiny Committee to replace Councillor Harber.

3.  That Councillor Bailey be appointed as the Vice Chairman of the Southern Area Planning Committee to replace Councillor Hatley.

 

434.

Notice of Motion - Rule 12 pdf icon PDF 228 KB

To consider a motion proposed by Councillor G Cooper.

Minutes:

Council considered the following motion moved by Councillor G Cooper and seconded by Councillor Sangster:

 

This council is concerned by the lack of appropriate legislation to require developers to build estate roads to adoptable standards. At present local planning authorities have to grant planning permission to developments that include inadequate roads and pavements which do not meet the quality standards required by highway authorities such as Hampshire County Council for adoption. 

 

This council requests that the government introduce legislation to ensure that future developments are built with roads, highways and paths that meet councils’ minimum standards for adoption.

 

Councillor Bundy proposed, and Councillor Adams-King seconded, an alteration

to the Motion as set out below:

This council is concerned by the lack of appropriate legislation to require developers to build estate roads to adoptable standards. At present local planning authorities have to grant planning permission to developments that include inadequate roads and pavements which do not meet the quality standards required by highway authorities such as Hampshire County Council for adoption. 

 

This council requests via its response to the current National Planning Policy Framework consultation, that the government introduce measures to ensure that future developments are built with roads, highways and paths that meet councils’ relevant standards.

 

Members of the Council agreed that a cross party working group be established to consider the response to the consultation in respect of the above.

 

Upon being put to the vote the amendment was carried.

 

Upon being put to the vote the Motion was carried.