Extraordinary Council Meeting, Council - Thursday, 25th September, 2025 7.00 pm - Agenda and draft minutes

To receive a report from the Cabinet (copy attached – Annex 1) which recommends approval of the proposal ‘Close Enough to be Local, Big Enough to Stay Strong’ for submission to government and confirming the Council’s preferred option. Cllr Gareth Williams, Leader of the Council, will introduce this item.

Cllr Gareth Williams introduced the Report of the Cabinet meeting held on 16th September, 2025, which recommended the approval of the proposal ‘Close Enough to be Local, Big Enough to Stay Strong’ for submission to government, and confirmation of the Council’s preferred option.

It was MOVED by Cllr Gareth Williams; SECONDED by Cllr Gaynor Austin – That approval be given to the proposal ‘Close Enough to be Local, Big Enough to Stay Strong’ for submission to government by the 26th September 2025 deadline as detailed below:

(1)  a five-unitary Council structure, with four new mainland unitary councils plus the Isle of Wight would best meet the Government’s criteria and provide the most effective solution for local government reorganisation in Hampshire and the Isle of Wight;

(2)  a unitary council based on the areas of Rushmoor, Hart and Basingstoke & Deane is the recommended option for Rushmoor as, in line with the assessment criteria, it represents the best balance of a council large enough to deliver high quality services and value for money, but small enough to be connected the place and the needs of the people the council serves; and

(3)  the Council’s preferred option in the proposal that brings together entire existing Council areas is Option 1. The Council would though request the Secretary of State to make a modification to that option involving a range of boundary changes as shown in Option 1A in the proposal, using the modification powers under the Local Government and Public Involvement in Health Act 2007, as this represents a stronger case for change.

In PROPOSING the recommendations, Cllr Williams spoke to the opportunity Local Government Reorganisation (LGR) would give to Rushmoor through having local representatives with a strong voice to get matters resolved in the local area. It was noted that a one tier authority allowing residents to have one point of contact for all matters and services could be shaped to address the needs of residents. Cllr Lyon stressed the importance of understanding the financial implications and what this would mean for residents. He also addressed the importance of engagement with the community and that if the process was slowed down it would give residents more opportunity to have their say. It was advised that further opportunity for engagement would be available as the process progressed. It was also felt that the principles behind the decision to go ahead with LGR were correct, but the way things had been delivered to date and the uncertainties around efficiencies were in question. In SECONDING the proposals, Cllr Austin advised that nothing was yet set in stone and the recommendation supported a clear and compelling vision for Rushmoor, Hart and Basingstoke residents.

Following debate, the Motion was put to the meeting. In a recorded vote, there voted FOR: Cllrs Gaynor Austin, C.W. Card, Leola Card, Jules Crossley, Thomas Day, K. Dibble, C.P. Grattan, Lisa Greenway, Christine Guinness, Julie Hall, Rhian Jones, Halleh Koohestani, Nadia Martin, Bill O’Donovan, Sophie Porter, M.J. Roberts, Dhan Sarki, Sarah Spall,  ...  view the full minutes text for item 15.

To receive a report which has been prepared by the Monitoring Officer (copy attached – Annex 2) which sets out the results of the first-round consultation in respect of the Community Governance Review approved by the Council and recommends that the Council proceed to the second stage consultation. Cllr Bill O’Donovan, Chair of the Corporate Governance, Audit and Standards Committee will introduce this item.

Cllr Bill O’Donovan introduced the Report as Chair of the Corporate Governance, Audit and Standards Committee, which set out the results of the first round consultation in respect of the Community Governance Review approved by Council on 10th July 2025.

It was MOVED by Cllr Bill O’Donovan; SECONDED by Cllr Lisa Greenway – That the Council be recommended to:

(1)  proceed to a second-round Community Governance Review consultation; and

(2)  ask the Corporate Governance, Audit and Standards Committee* to consider the second-stage consultation results report and provide recommendations for consideration by Council.

*It was proposed that this would be carried out by the Licensing and Corporate Business Committee if proposals for the committee structure were approved.

In PROPOSING the recommendations on the next steps of the Community Governance Review (CGR), Cllr O’Donovan advised that the second round of consultation would provide residents with the opportunity to comment on three options; parish councils, local area committees or do nothing. It was advised that both Hart and Basingstoke and Deane already had parishes and therefore already had that local level of representation in place. By agreeing to parish councils, this would allow local assets to be transferred from Rushmoor to the appropriate parish. In SECONDING the recommendations, Cllr Greenway stated that it was important to understand that CGR was not a requirement. Parish councils came at a cost to residents, whereas local area committees incurred no additional precept. It was essential that the second round of consultation provided a clear outline of the costs of each option to allow residents to make an informed decision. During discussions, it was noted that it was important to be in-line with our neighbours should Local Government Reorganisation (LGR) go ahead to ensure local representation for the residents of Rushmoor.

There voted FOR: 35; AGAINST: 0; ABSTAINED: 0 and the Recommendations were DECLARED CARRIED.

At its meeting on 10th July 2025 the Council considered and approved updates to the Constitution. In accordance with Council Procedure Rule 29 (1), the proposed amendments to the Standing Orders for the Regulation of Business stood adjourned without discussion. A copy of the revised Standing Orders is attached and recommended for approval (Annex 3). Cllr Bill O’Donovan, Chair of the Corporate Governance, Audit and Standards Committee will introduce this item.

At its meeting on 10th July 2025, the Council considered and approved updates to the Constitution. In accordance with Council Procedure Rule 29 (1) the proposed amendments to the Standing Orders for the Regulation of Business stood adjourned, without discussion, until this meeting.

It was MOVED by Cllr Bill O’Donovan; SECONDED by Cllr S.J. Masterson – That the Council be recommended to adopt the revised Standing Orders for the Regulation of Business for inclusion in Part 4 of the Constitution.

There voted FOR: 35; AGAINST: 0; ABSTAINED: 0 and the Recommendation was DECLARED CARRIED.

Further to changes to the political balance on the council, a review of the seats on committees has been carried out and shared with Group Leaders. The Council is recommended to approve the changes to appointments to committees in accordance with the allocations to achieve political balance as set out in Annex 4 (copy to follow).  

Further to changes to the political balance on the Council, a review of the seats on committees had been carried out and shared with Group Leaders. A report setting out the revised allocation of seats to political groups and the updated memberships of the committees and bodies had been circulated (Annex 3). It was noted that each committee in the next cycle of meetings would either reconfirm its current Chair and Vice-Chair or appoint a new Chair or Vice-Chair.  

It was MOVED by Cllr Gareth Williams; SECONDED by Cllr G.B. Lyon – That the Council be recommended to:

(1)  note that a review of the political balance on committees had been carried out and confirm the revised allocation of seats to political groups as set out in paragraph 1 of the report;

(2)  confirm the updated memberships of the committees and bodies as set out in paragraphs 2 and 3; and

(3)  note that each committee in the next cycle of meetings will either reconfirm its current Chair and Vice-Chair or appoint a new Chair or Vice-Chair.

There voted FOR: 35; AGAINST: 0; ABSTAINED: 0 and the Recommendation was DECLARED CARRIED.

To receive a report from the Corporate Governance, Audit and Standards Committee (copy attached – Annex 5) which recommends extensions to the  designations of the statutory posts of Head of Paid Service and Monitoring Officer. Cllr Bill O’Donovan, Chair of the Corporate Governance, Audit and Standards Committee will introduce this item.

At its meeting on 10th April 2025, the Council approved the appointment of Ian Harrison as the Council’s Interim Managing Director and Head of Paid Service for an initial period of six months with effect from 11 April 2025. At the same meeting, the post of Corporate Manager – Legal Services be designated as the Council’s Monitoring Officer for the same period.

It was MOVED by Cllr Bill O’Donovan; SECONDED by Cllr S.J. Masterson – That subject to consideration by the Corporate Governance, Audit and Standards Committee, the Council be recommended to approve that:

(1)  Ian Harrison, Interim Managing Director continued to be designated as the Council’s Head of Paid Service until the Annual Council in May 2026, or until alternative arrangements were agreed by the Council if that was sooner. The role would include the statutory responsibilities of Electoral Registration Officer and Returning Officer; and

(2)  The post of Corporate Manager – Legal Services continued to be designated as the Council’s Monitoring Officer until otherwise designated by the Council.

There voted FOR: 35; AGAINST: 0; ABSTAINED: 0 and the Recommendation was DECLARED CARRIED.