Cabinet - Tuesday, 6th June, 2023 7.00 pm - Agenda and minutes

Under the Council’s Code of Conduct for Councillors, all Members are required to disclose relevant Interests in any matter to be considered at the meeting.  Where the matter directly relates to a Member’s Disclosable Pecuniary Interests or Other Registrable Interest, that Member must not participate in any discussion or vote on the matter and must not remain in the room unless they have been granted a dispensation (see note below). If the matter directly relates to ‘Non-Registrable Interests’, the Member’s participation in the meeting will depend on the nature of the matter and whether it directly relates or affects their financial interest or well-being or that of a relative, friend  or close associate, applying the tests set out in the Code.

NOTE:

On 27th May, 2021, the Council’s Corporate Governance, Audit and Standards Committee granted dispensations to Members appointed by the Council to the Board of the Rushmoor Development Partnership and as Directors of Rushmoor Homes Limited.

Having regard to the Council’s Code of Conduct for Councillors, no declarations of interest were made.

To confirm the Minutes of the meeting held on 18th April, 2023 (copy attached).

The Minutes of the meeting of the Cabinet held on 18th April, 2023 were confirmed and signed by the Chairman.

To consider Report No. FIN2309 (copy attached), which sets out measures relating to local retail and hospitality businesses adversely affected by the Lynchford Road Improvement Scheme.

The Cabinet considered Report No. FIN2309, which set out a proposed local policy to enable the Council to award business rates relief to local businesses that had been adversely affected by Hampshire County Council’s North Camp Accessibility Scheme, along with further measures to support the local business community.

Members were informed that the policy would allow for up to 100% business rate relief, backdated to the commencement of the works in October, 2022. It was also proposed that parking charges in the Peabody Road and Napier Gardens Car Parks should be amended to encourage visitors into the area, which would boost local trade. The Council would also carry out a marketing campaign to attract visitors to the area.

In discussing this, Members reported that meetings had been held with both Hampshire County Council, where action points had been agreed, and with local businesses. The purpose of this Report had been to enable the delivery of the agreed action points that were under Rushmoor Council’s control. It was reported that the County Council had agreed to produce a project plan for the scheme and that this was due to be received by the Council imminently. The Cabinet was supportive of the measures set out in the Report and considered it important that support to the local business community should be continued through to the conclusion of the scheme.

The Cabinet RESOLVED that

(i)           the establishment of a local Business Interruption Relief – Lynchford Road Policy, to reduce business rates payable by those businesses on Lynchford Road most affected by Hampshire County Council’s North Camp Accessibility Scheme, as set out in Report No. FIN2309, be approved;

(ii)          the amendments in car parking charges at Peabody Road and Napier Gardens Car Parks to increase footfall in North Camp and to boost local trade, as set out in the Report, be approved; and

(iii)         the endorsement of a marketing campaign to promote the area’s diverse small and independent businesses, encourage visitors into the area and highlight ways in which the disruption and inconvenience imposed by the works could be managed, as set out in the Report, be approved.

To consider Report No. ACE2304 (copy attached), which sets out performance monitoring information in relation to the Council Business Plan and Risk Register for the fourth quarter of 2022/23 and includes an end of year report.

The Cabinet received Report No. ACE2304, which set out progress in delivering the Council Plan projects during the fourth quarter of 2022/23 and included an end of year report. Members were informed that progress against thirteen key projects was included in the Report, along with the Council’s business performance monitoring information and the Council’s Corporate Risk Register. It was reported that, at the end of the fourth quarter, 61% of live projects were on track or had been completed, with the remainder showing an amber status.

The Cabinet NOTED the progress made towards delivering the Council Plan, as set out in Report No. ACE2304.

To consider Report No. ACE2305 (copy attached), which seeks approval of an update to the three year Council Plan, for submission to the Council on 6th July, 2023.

The Cabinet considered Report No. ACE2305, which set out proposed updates to the Council’s three year Council Plan and a proposed Customer, Digital and Technology Plan for 2023/24.

Members were informed that the plan would build on the priorities that had been identified by the Cabinet and that supported the Council’s longer-term vision set out in the document ‘Your Future, Your Place - A vision for Aldershot and Farnborough 2030’. Members heard that the plan continued to be structured around the two themes of People and Place. The plan would be presented at the Council Meeting on 6th July, 2023.

The Cabinet was informed that the Customer, Digital and Technology Plan was a key policy that contributed towards the Council being able to deliver the priorities set out in the Council Plan. It was reported that the ways that customers accessed the Council’s services had changed significantly in recent years and that the plan would enable to the Council to coordinate the activities required to ensure that suitable and efficient channels were available as required.

The Cabinet

(i)           RECOMMENDED TO THE COUNCIL that the Rushmoor Borough Council Plan 2023-26, as set out in Report No. ACE2305, be approved; and

(ii)          RESOLVED that the Customer, Digital and Technology Plan 2023/24, as set out in the Report, be approved.

To note a decision made under the Council’s arrangements for urgency and exceptions relating to the entering into a contract in respect of the Council’s IDOX Cloud solution (Report No. IT2305 and Record of Executive Decision attached).

The Cabinet received Report No. IT2305 and a Record of Executive Decision, which set out a decision made on 22nd May, 2023 by the Head of IT, Facilities and Projects to engage in a contract with IDOX Software Limited for an initial five-year term to use the IDOX Cloud solution, transitioning from the IDOX on-premise solution over the following twelve months.

In response to a query, it was explained to Members that the decision had not been made under urgency powers contained within the Council’s constitution, but that the decision was considered to be a key decision and, as such, had not been advertised for a period of 28 days prior to being taken, as required by regulations. It was for this reason that the matter had been presented to the Cabinet for noting.

The Cabinet NOTED the action taken, as set out in Report No. IT2305 and the Record of Executive Decision dated 22nd May, 2023.

To consider Report No. DEM2302 (copy attached), which sets out the appointments to the Cabinet Working Groups for the 2023/24 Municipal Year.

The Cabinet RESOLVED that

(i)            the following appointments be made to groups for the 2023/24 Municipal Year:

(ii)          the Corporate Manager - Democracy, in consultation with the Leader of the Council, be authorised to make appointments to these groups during the 2023/24 municipal year, in order to fill vacancies.