Venue: Remote Meeting - Link to view the meeting is below
Contact: Chris Todd, Democracy, Strategy and Partnerships on 01252 398825 or e-mail: chris.todd@rushmoor.gov.uk
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To confirm the Minutes of the meeting held on 3rd March, 2020 (copy attached). Minutes: The Minutes of the meeting of the Cabinet held on 3rd March, 2020 were confirmed. |
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PERFORMANCE MANAGEMENT FRAMEWORK PDF 183 KB To consider Report No. DSP2006 (copy attached), which sets out a new Performance Management Framework for the Council. Presented By: Cllr Adrian Newell, Democracy, Strategy and Partnerships Portfolio Holder Additional documents:
Minutes: The Cabinet considered Report No. DSP2006, which set out a new
Performance Management Framework for the Council. Members were informed that this
had been developed as a tool to strengthen performance management and to ensure
that the Council was delivering against its priorities. The framework had been
presented to the Overview and Scrutiny Committee at its meeting in January,
2020 and the Committee had considered that this would provide an improved
system for monitoring and reporting the Council’s performance. The Cabinet RESOLVED that the new Performance Management Framework,
as set out in Report No. DSP2006, be approved. |
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WARD COMMUNITY GRANT SCHEME PDF 77 KB To consider Report No. DSP2008 (copy attached), which sets out proposed changes to the Council’s Ward Community Grant Scheme. Presented By: Cllr Adrian Newell, Democracy, Strategy and Partnerships Portfolio Holder Additional documents:
Minutes: The Cabinet considered Report No. DSP2008, which set out changes to the
Council’s existing Ward Community Grant Scheme. Members were informed that, as part of the revenue budget building
process, approval had been given to an increase of the Ward Community Grant
Scheme to £3,000 per ward for the 2020/21 financial year. Furthermore, it was proposed
that Ward Members should be allowed to use the funding for projects or events
that would provide a benefit to the local community. This would be in addition
to the current scheme which enabled Members to support local voluntary
organisations and community groups with small grants. The Cabinet was supportive of the proposed
approach and, in response to a question, it was confirmed that it was not intended
that the Council should incur ongoing costs as a result of grants made under
the scheme. The Cabinet RESOLVED that (i)
a variance
in the purpose of the scheme to include the option for Ward Members to use the
funding for projects that provide a benefit to the local community, as well as
awarding small grants to local voluntary organisations/community groups, as set
out in Report No. DSP2008, be approved; and (ii) for 2020/21, the running of the scheme from 1st May, 2020 to 28th February, 2021, be approved. |
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REVIEW OF LITTER ENFORCEMENT PILOT SCHEME PDF 258 KB To consider Report No. OS2008 (copy attached), which provides the outcomes of the litter and dog fouling enforcement pilot scheme, operated by East Hampshire District Council, and sets out proposals regarding the future provision of those services. Presented By: Cllr Maurice Sheehan, Operational Services Portfolio Holder Minutes: The
Cabinet considered Report No. OS2008, which provided an update on the outcomes
of the litter and dog fouling enforcement trial operated by East Hampshire
District Council. Members were reminded that the pilot project had
been agreed by the Cabinet at its meeting on 6th February, 2018. Over the two
years of operation of the trial, over 3,700 Fixed Penalty Notices had been
served in respect of littering which had generated income of over £200,000 in
total fines. It was confirmed that, whilst the enforcement activity had been
focussed on high footfall areas such as town centres, officers were also able
to patrol other hotspot areas on request. It was explained to the Cabinet that,
from now on, East Hampshire District Council would pick up the legal work
previously carried out by the Council’s legal officers in connection with the
processing of prosecution packs but that this additional work would not affect
the cost neutrality of the service to the Council. The Cabinet RESOLVED that (i)
the seeking of a contractual arrangement with East
Hampshire District Council for the provision of the enforcement services for
littering and dog fouling for a period of up to five years, as set out in
Report No. OS2008, be approved; and (ii)
the Head of Operational Services, in consultation
with the Corporate Manager – Legal Services and the Operational Services
Portfolio Holder, be authorised to re-negotiate the contract with East
Hampshire District Council, to include the provision of the non-contested
hearings with the courts and the delegation of these functions to East
Hampshire District Council. |
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RUSHMOOR PARKING POLICY PDF 284 KB To consider Report No. RP2003 (copy attached), which sets out matters relating to the adoption of a Rushmoor Parking Policy, which would form part of Hampshire County Council’s overall Operational Parking Policy. Presented By: Cllr Maurice Sheehan, Operational Services Portfolio Holder Minutes: The Cabinet considered Report No. RP2003, which set out a proposed Rushmoor Parking Policy, to run alongside the Hampshire
County Council Operational Parking Policy. The Report set out the reasons why the policy had been developed at this
time. The Cabinet was informed that on-street parking had given rise to an
increasing amount of problems over recent years, with residents regularly
looking to the Council resolve the issues faced. Members were advised that an amendment to the draft policy had been
proposed by the Council’s planning department as follows: “Where development
requiring planning permission is proposed in an area where a parking permit
scheme is in operation, whether for larger Houses in Multiple Occupation,
infill housing development or conversion of larger properties or
non-residential buildings to residential, the proposed development will be
required to meet the Local Plan requirements as set out in the adopted Car and
Cycle Parking Standards Supplementary Planning Document. The existence of a
residents’ parking permit scheme and the availability of permits which do not
guarantee the holder a parking space will not affect the requirement to meet the
standard provision within development sites, and in determining planning
applications consideration will be given to the impact of any proposed entrance
or driveaway which results in the loss of existing of on-street parking space.
As such developments will meet their own parking requirements they will not be
eligible for parking permits in the future”. Members were
supportive of the amendment and agreed that this should be added to the policy. The Cabinet RESOLVED that (i)
the
Rushmoor Parking Policy, as set out in Appendix A of
Report No. RP2003 and amended at the meeting, be approved; and (ii) the Executive Head of Regeneration and Property, in consultation with the Operational Services Portfolio Holder, be authorised to make future operational amendments to the Policy. |
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ADDITIONAL ITEM - LEISURE OPERATORS' REQUESTS FOR FINANCIAL ASSISTANCE PDF 134 KB To consider Report No. OS2011 (copy attached), which sets out requests from the Council’s two leisure operating contractors for financial assistance resulting from the compulsory closure of leisure centres during the Covid-19 emergency. Presented By: Cllr Maurice Sheehan, Operational Services Portfolio Holder Minutes: The Cabinet considered Report No. OS2011, which set out details of
requests from the Council’s leisure operating contractors, Places Leisure and Active
Nation, for financial assistance resulting from the compulsory closure of
leisure centres during the Covid-19 emergency. This item had been added to the agenda as a matter of urgency. The Cabinet was informed that the assistance requested would be used to
pay staff, the majority of whom had been furloughed. 80% of the funds would be
returned to the Council as soon as monies were released from the Employee
Retention Scheme at HM Revenue and Customs. The remaining 20% would be repaid
by the operators during the remainder of the contract year ending March, 2021.
It was explained that the Council would face the risk that either or both of
the operators could go out of business. It was felt, however, that the failure
of the businesses was more likely if the Council was to refuse to provide the
cash-flow assistance requested. In response to questions, it was confirmed
that Places Leisure did now submit open book accounting records to the Council
and that the funds would be used by Places Leisure to pay Rushmoor
based staff only. At the request of Members, it was also agreed that the
Executive Head of Finance would fully brief Members prior to the release of any
monies to the operators. The Cabinet RESOLVED that, subject to the Executive Head of Finance and
the Corporate Manager – Legal Services agreeing financial and legal assurances
that would be sufficient to protect the Council’s financial and legal position
and providing Cabinet Members with a full briefing, the provision of cashflow
assistance to Places Leisure and Active Nation, as set out in Report No.
OS2011, be approved. |
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REVENUE BUDGET MONITORING REPORT Q3 2019/20 PDF 160 KB To consider Report No. FIN2012 (copy attached), which sets out the Council’s anticipated financial position for 2019/20, based on the monitoring exercise carried out during February, 2020. Presented By: Cllr Paul Taylor, Corporate Services Portfolio Holder Additional documents:
Minutes: The Cabinet
received Report No. FIN2012, which set out the anticipated financial position
for 2019/20, based on the monitoring exercise carried out during February, 2020.
The Report highlighted that the need for savings or income generation of around
£3,931,000 had been identified in the original budget but that £3,364,000 of
net cost reductions had been identified and built into the approved budget
during the year to date. This left a current approved budget savings target of
£970,000 and an outturn target of £114,000. It was reported that the forecast
position on the General Fund risk-based balance was likely to be maintained at
£2 million, which was at the top of the range set out in the Medium Term
Financial Strategy. It was noted that the impact of Covid-19 on the Council’s
financial position would be significant and the Council would be seeking to
mitigate these risks. The Cabinet NOTED the latest Revenue
Budget monitoring position, as set out in Report No. FIN2012. |
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CAPITAL PROGRAMME MONITORING AND FORECASTING 2019/20 - POSITION AS AT MARCH, 2020 PDF 181 KB To consider Report No. FIN2013 (copy attached), which sets out the Council’s position regarding the Capital Programme for 2019/20, based on the monitoring exercise carried out during February, 2020. Presented By: Cllr Paul Taylor, Corporate Services Portfolio Holder Additional documents:
Minutes: The Cabinet
received Report No. FIN2013, which provided the latest forecast regarding the
Council’s Capital Programme for 2019/20, based on the monitoring exercise carried
out during February, 2020. The Report advised that the revised Capital
Programme for 2019/20 of £50.628 million had been agreed by the Council at its
meeting on 20th February, 2020. It was noted that projects of major financial
significance to the Council in the Capital Programme for 2019/20 remained the
Aldershot Town Centre Integration and Union Street developments, the
Farnborough Civic Quarter development, the finalisation of a loan to
Farnborough International and the further acquisition of investment properties. The Cabinet NOTED the latest Capital
Programme monitoring position, as set out in Report No. FIN2013. |
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REPORT OF URGENCY DECISION - TEMPORARY DELEGATION ARRANGEMENTS PDF 117 KB To consider an urgent decision made by the Chief Executive, in consultation with the Leader of the Council, in relation to the establishment temporary delegation arrangements for the making of Executive decisions following the spread of the Coronavirus pandemic, to enable these decisions to be made quickly and effectively when a formal meeting could be held. The Record of Executive Decision and associated Report No. DSP2007 are attached. Presented By: Cllr David Clifford, Leader of the Council Minutes: The Cabinet
received a Record of Executive Decision, which set out an urgent decision made
on 2nd April, 2020 by the Chief Executive, in consultation with the Leader of
the Council, to introduce temporary Executive decision making arrangements due
to Covid-19. At the time of the decision, legislation to allow the Council to
hold virtual meetings had not been passed. The detailed arrangements were set
out in Report No. DSP2007, which was appended to the Record of Executive
Decision. The Cabinet RESOLVED that the action taken, as set out in the
Record of Executive Decision dated 2nd April, 2020, be noted and endorsed. |
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To consider Report No. CEX2004 (copy attached), which sets out actions taken so far in relation to the Councils response to the Coronavirus pandemic. Presented By: Mr Paul Shackley, Chief Executive Minutes: The Cabinet considered Report No. CEX2004, which set out decisions that
had been made by the Council in relation to its ways of working and direct service
provision as a result of the Covid-19 pandemic. The Cabinet was informed that
Section 4 of the Report detailed the specific service changes that had been
introduced. The Council had set up a Local Response Centre (LRC) that had, to
date, assisted 230 residents with a range of queries and needs. The Cabinet RESOLVED that (i)
the
contents of Report No. CEX2004 be noted; and (ii) the formal recognition of the effort and hard work of all staff involved in maintaining services and the efforts of the many voluntary sector organisations and volunteers, during challenging, demanding and uncertain times, be approved. |
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EXCLUSION OF THE PUBLIC To consider resolving: That, subject to the public interest test, the public be excluded from this meeting during the discussion of the undermentioned item to avoid the disclosure of exempt information within the paragraph of Schedule 12A to the Local Government Act, 1972 indicated against such item: Item Schedule Category No. 12A Para. No. 11 3 Information
relating to financial or business affairs Minutes: RESOLVED: That, taking into account the public interest test, the public be
excluded from the meeting during the discussion of the under mentioned item to avoid
the disclosure of exempt information within the paragraph of Schedule 12A to
the Local Government Act, 1972 indicated against the item: Minute Schedule Category No. 12A Para. No. 108 3 Information relating to
financial or business affairs |
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THE FOLLOWING ITEM WAS CONSIDERED |
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RUSHMOOR DEVELOPMENT PARTNERSHIP - UNION STREET, ALDERSHOT To consider Exempt Report No. RP2008 (copy attached), which sets out the Rushmoor Development Partnership’s project plan in relation to the redevelopment of Union Street, Aldershot. Presented By: Cllr Martin Tennant, Major Projects and Property Portfolio Holder Minutes: The Cabinet considered Exempt Report No. RP2008, which set out the Rushmoor Development Partnership’s (RDP) project plan in
relation to the redevelopment of Union Street, Aldershot and other associated
matters. Members were informed of the immediate work required at the site and also
of the impact of delays as a result of the Covid-19 crisis. Grant Thornton had
been appointed to assist officers in carrying out due diligence in respect of
the scheme. The Report set out a summary of the project plan, details of
delegations and funding and also the next steps required to progress the
delivery of the project plan. It was acknowledged that the scheme carried
significant risk to the Council but Members were supportive of the approach
proposed and considered that the regeneration of this site remained one of the
Council’s key priorities. The Cabinet RESOLVED that (i)
the scheme, as set out
in the appendix to Exempt Report No. RP2008, and the proposals by the RDP for
taking the scheme forward, be noted; (ii)
the submission of the
planning application by the RDP be noted; (iii)
the appointment of Grant
Thornton as the Council’s main consultant for due diligence and other advice in
relation to the scheme be noted; (iv)
the appointment of
external solicitors to progress with the Agreement for Lease and associated
documents, using the provisionally agreed Head of Terms for the accommodation
set out in Appendix A to Exempt Report No. RP2008, be noted, with the advice of
the legal, property and financial due diligence processes being considered by
the Cabinet prior to finalising the lease; (v)
the
Executive Head of Regeneration and Property, in consultation with the Major
Projects and Property Portfolio Holder, be authorised to negotiate terms with a
Register Provider in relation to a long lease for the affordable housing
elements within the scheme; (vi)
the Corporate Manager – Legal Services, in
consultation with the Executive Head of Finance and the Major Projects and
Property Portfolio Holder, be authorised to enter into the grant funding
agreement with the Enterprise M3 Local Enterprise Partnership for the Union
Street, Aldershot project; (vii)
the demolition of the development site to enable
redevelopment, following the securing of relevant land holdings, be approved,
with officers being authorised to proceed with the procurement of the
demolition contractor, with final approval of the said contract to be approved
by the Cabinet in line with financial regulations; (viii)
capital funding of up to £100,000, to enable the
next phase of detailed design work to proceed, be approved; and (ix) it be noted that the Chief Executive, following the receipt and consideration of the due diligence advice, will bring forward a further report to the Cabinet setting out options for the delivery of the scheme. |