Cabinet - Tuesday, 8th August, 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 4th July, 2023 (copy attached).

The Minutes of the meeting of the Cabinet held on 4th July, 2023 were confirmed and signed by the Chairman.

To consider Report No. FIN2313 (copy attached), which sets out the Council’s anticipated financial position for 2023/24, based on a monitoring exercise carried out with Head of Service and Service Managers during June 2023.

The Cabinet considered Report No. FIN2313, which set out the anticipated financial position for 2023/24, based on the initial budget monitoring carried out with Heads of Service and Service Managers during June 2023. Members were informed that the Council faced a number of external budget pressures that would have  an impact on the 2023/24 budget and the Council’s finances over the medium term. These included higher than expected interest rates and the rate of inflation. It was reported that, at this early stage of the financial year, the projected General Fund net adverse variation was £0.693 million. The Report set out the reasons for this variance and it was confirmed that the risks and pressures would be closely monitored by budget holders during the year. The Cabinet was supportive of the approach proposed and it was confirmed that Portfolio Holders would continue to closely monitor budgets within their areas of responsibility.

The Cabinet RESOLVED that

(i)           the revenue budget forecast and impact on reserve balances, as set out in Section 3 of Report No. FIN2313, be noted;

(ii)          the Capital Programme forecast, as set out in Section 5 of the Report, be noted, along with the additional items and slippage from 2022/23; and

(iii)         the release of the income risk provision using business rates income that was built into the budget as part of the budget set in February 2023, along with the adjustments to the budget for the amounts approved as carry forward as part of the outturn report consider by the Cabinet at its meeting on 4th July, 2023, as set out in the Report, be approved.

To consider Report No. ACE2307 (copy attached), which sets out performance monitoring information in relation to the Council Plan for the first quarter of 2023/24.

The Cabinet received Report No. ACE2307, which set out progress in delivering the Council Plan projects during the first quarter of 2023/24. Members were informed that progress against key activities and 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 first quarter, 80% of projects/activities were on track, with the remainder showing an amber status. No project had a red status.

The Cabinet NOTED the progress made towards delivering the Council Plan, as set out in Report No. ACE2307.

To consider Report No. PG2324 (copy attached), which seeks approval to consult upon and, if there are no substantive changes, adopt the Character Appraisal and Management Plan in respect of the South Farnborough Conservation Area.

The Cabinet considered Report No. PG2324, which set out a proposed Conservation Area appraisal and management plan, following a review of the South Farnborough Conservation Area.

Members were informed that it was proposed to remove from the Conservation Area several properties that had been identified in the appraisal as having little or no intrinsic architectural or historic interest or making little or no positive contribution to local character and appearance. It was explained that the proposed changes would help to preserve and enhance the character and appearance of the South Farnborough Conservation Area going forward. It was confirmed that the proposals would be subject to a public consultation exercise around early Autumn.

Members felt that, when considering all of the available information, it was right to make the changes proposed in the Report to demonstrate a consistent approach to Conservation Areas across the Borough.

The Cabinet RESOLVED that

(i)           the publication for public consultation of the draft South Farnborough Conservation Area Appraisal and Management Plan, as set out in Appendix 1 of Report No. PG2324, be approved; and

(ii)          the Executive Head of Property and Growth, in consultation with the Planning and Economy Portfolio Holder, be authorised to make any necessary minor revisions to the document before being finally adopted, subject to no substantive objections having been received.

To consider resolving:

That, subject to the public interest test, the public be excluded from this meeting during the discussion of the undermentioned items to avoid the disclosure of exempt information within the paragraphs of Schedule 12A to the Local Government Act, 1972 indicated against such items:

Item                Schedule      Category

Nos.               12A Para.

                        No.

7, 8 & 9          3                      Information relating to financial or business affairs

RESOLVED: That, taking into account the public interest test, the public be excluded from the meeting during the discussion of the under mentioned items to avoid the disclosure of exempt information within the paragraph of Schedule 12A to the Local Government Act, 1972 indicated against the items:

Minute           Schedule      Category

Nos.               12A Para.

                        No.

18, 19 & 20   3                      Information relating to financial or business affairs

To consider Exempt Report No. ACE2308 (copy attached), which sets out the Council’s  governance arrangements and match funding solution in relation to the second round of the Local Authority Housing Fund.

The Cabinet considered Exempt Report No. ACE2308, which set out proposed governance arrangements in relation to the second round of the Local Authority Housing Fund. Before this item was discussed, a sheet was circulated that proposed two amendments to the contents of the Exempt Report and added an additional recommendation.

Members were informed that the Local Authority Housing Fund had been established by the Government to reduce housing pressures on local authorities arising from the conflicts in Afghanistan and Ukraine. In March, 2023, the Government had announced that there would be a second round of funding, with an additional £250 million being made available. The majority of this would be used to house those on Afghan resettlement schemes that were currently in bridging accommodation, with the remainder being used to ease wider homelessness pressures. A match funding solution had been put together in order to secure the maximum available funding across both rounds of the fund.

The Cabinet

(i)           RESOLVED that:

(a)          the announcement, in June, 2023,  of the Local Authority Housing Fund Round 2 be noted;

(b)          the governance arrangements associated with the purchase of individual properties, as set out in paragraph 3.4 of Exempt Report No. ACE2308, as amended at the meeting, and delegated authority for the Council to provide grant funding to Rushmoor Homes Limited for the purchase of three properties to be used for the resettlement of Afghan families, be approved;

(c)          the process whereby the detail of match funding sources for Rounds 1 and 2 of the Local Authority Housing Fund would be reported to the Cabinet in September, 2023, once advice had been obtained on the most suitable match funding source for each round, as set out in paragraph 3.6 of the Exempt Report, be noted; and

  (ii)        RECOMMENDED TO THE COUNCIL that the Capital Programme be amended accordingly.

NOTE:  Cllr P.G Taylor declared a personal and non-pecuniary interest in this item in respect of his involvement as a Council appointed Director of Rushmoor Homes Limited and, in accordance with the Members’ Code of Conduct, remained in the meeting during the discussion but abstained from the voting process.

To consider Exempt Report No. REG2306 (copy attached), which sets out an update on regeneration in Farnborough town centre and seeks Cabinet approval on several matters.

The Cabinet considered Exempt Report No. REG2306, which set out an update on regeneration in Farnborough town centre and sought approval on several matters in relation to progressing capital projects in relation to the Civic Quarter and Block 3, The Meads.

The Exempt Report set out the latest position in relation to the Farnborough Civic Quarter and The Meads projects. The Cabinet supported the suggested approach to progress the regeneration of these key sites in Farnborough town centre.

The Cabinet RESOLVED that

(i)           the update in relation to the role of the Rushmoor Development Partnership joint venture and proposed next steps, as set out in Exempt Report No. REG2306, be noted;

(ii)          the drawdown against the Civic Quarter Capital Programme allocation for 2023/24 be approved as follows:

-              up to the sum stated in Exempt Report No. REG2306 to cover the scope of fees set out within paragraphs 3.6 and 3.7 of the Exempt Report to progress feasibility and pre-planning cost associated with the delivery of Plot 1 and the T-junction as part of the Civic Quarter masterplan

-              up to the sum stated in the Exempt Report to cover the scope of fees set out within paragraph 3.13 of the Exempt Report associated with meeting planning conditions for the Civic Quarter outline planning application/permission

-              up to the sum set out in the Exempt Report to cover the scope of fees set out within paragraphs 3.17 and 3.18 of the Exempt Report to progress initial feasibility associated with the delivery of Plot D and its associated infrastructure of the Civic Quarter masterplan

(iii)         the establishment of a capital budget of up to the sum set out in the Exempt Report to cover the scope of fees set out within  paragraph 3.20 of the Exempt Report to progress feasibility of development options with regard to Block 3 of The Meads be approved, with the budget being created through virement from the Civic Quarter Capital Programme allocation, with the release of the funds subject to a further delegated decision by the Executive Director, in consultation with the Major Projects and Property Portfolio Holder;

(iv)         the establishment of a revenue budget to enable additional procurement support to the capital programme, as set out in paragraph 3.22 of the Exempt Report, be approved;

(v)          the establishment of a Leisure and Cultural Hub Project Board, as set out in paragraph 3.25 of the Exempt Report, be approved;

(vi)         in noting the successful outcome of the bid for external funding towards enabling works, the Head of Regeneration and Development, in consultation with the Major Projects and Property Portfolio Holder, be authorised to enter into any formal agreements to be able to draw down funds;

(vii)        an initial allocation of up to the sum stated in the Exempt Report from the Shared Prosperity Fund, to fund meanwhile uses, community engagement and activities and events across the town centre over the coming eighteen months, be approved; and

(viii)       the progression with Homes England of the opportunity for  ...  view the full minutes text for item 19.

To consider Exempt Report No. REG2305 (copy attached), which sets out a  proposal to establish a revenue budget to support the commercial mobilisation of the Union Yard scheme in Aldershot.

The Cabinet considered Exempt Report No. REG2305, which set out a proposal to establish a revenue budget to support the commercial mobilisation of the Union Yard scheme.

Members were informed that the report also recommended the delegation of powers to assist lease negotiations in the lead up to the practical completion of the scheme in Summer 2024.

The Cabinet RESOLVED that

(i)            the establishment of a revenue budget for the purposes of securing commercial occupiers, as set out in paragraph 3.4 of Exempt Report No. REG2305, be approved;

(ii)          the establishment of a revenue budget for the purposes of Estate Management functions, as set out in paragraph 3.6 of the Exempt Report, be approved;

(iii)         the funding of the budgets by a draw upon reserves, with the intention that those reserves would be replenished from any subsequent surplus generated by this commercial mobilisation, be noted;

(iv)         as part of lease negotiations, the Executive Head of Property and Growth, in consultation with the Major Projects and Property Portfolio Holder, be authorised to offer capital contributions towards fit out in lieu of rent-free periods, on the basis set out in paragraph 3.7 of the Exempt Report; and

(v)          work by Officers to explore the requirement to establish an Energy Company for the purposes of metering and billing occupiers of the development, due to the energy source being a central Combined Heat and Power unit, be noted.