Policy and Project Advisory Board - Tuesday, 22nd July, 2025 7.00 pm - Agenda and minutes

To note the appointment of Cllr S.J. Masterson as a Member of the Policy and Project Advisory Board in place of Cllr Peace Essien Igodifo for the remainder of the 2025/26 Municipal Year. The appointment has been made by the Leader of the Conservative Group in accordance with Standing Orders and arrangements to secure political balance.

The Board NOTED the appointment of Cllr S.J. Masterson as a member of the Board in place of Cllr Peace Essien Igodifo for the remainder of the 2025/26 Municipal Year.

To confirm the Minutes of the Meeting held on 10th June, 2025 (copy attached).

The minutes of the meeting held on 10th June, 2025 were agreed as a correct record.

To consider options for unitary Councillor ratios and warding patterns and their implications for Members and to receive an update on the Local Government Reorganisation engagement process ahead of the submission in September (papers to follow).

Karen Edwards, Executive Director and Jill Shuttleworth, Corporate Manager – Democratic Services will be in attendance at the meeting to provide a short presentation and guide the discussion.

The Board welcomed the Leader of the Council (Cllr Gareth Williams), Mrs Karen Edwards, Executive Director and Jill Shuttleworth, Corporate Manager – Democracy, who provided an update on recent work that had been undertaken in relation to Local Government Reorganisation (LGR). In particular, this item was to consider options for Unitary Councillor ratios and warding patterns and their implications for Members. Also, an update on the LGR engagement process would be delivered, ahead of the submission to the Government in September, 2025.

The Board was advised that the devolution process had been progressing well, with the strategic authority due to be established in Spring 2026 and the inaugural Mayoral election taking place in May 2026. In relation to LGR, it was confirmed that the establishment of a Unitary Council covering the areas currently served by Basingstoke and Deane, Hart and Rushmoor Councils was the preferred option in each of those areas. A number of governance groups across the three Councils had been meeting now for some time. These included a Leader Group, a Chief Executive Group and a S151 Group.

Regarding engagement, it was acknowledged that this was a confusing picture for residents, with a number of options within the preferred approach. A countywide public survey had been externally commissioned by the twelve (of fifteen) Councils that had continued working together with KPMG. There had also been engagement sessions with countywide partners such as the Police and the Integrated Care Boards. In North Hampshire, a more detailed and focussed public survey had been commissioned. There had also been partner workshops held in relation to sectors including businesses, town and parish councils, the voluntary and community sectors, public sector partners and faith groups. In Rushmoor, several engagement exercises were underway, including roadshows and static displays.

In terms of the timetable of key upcoming decision points, following submissions to the Government in September 2025, the decision of the Government was currently expected by March 2026. This was likely to lead to elections to shadow unitary authorities around May 2027 with new unitaries replacing existing councils in April 2028.

Members were informed of the need to consider the optimum ratio of Councillors to population for the proposed new unitary comprising the Basingstoke, Hart and Rushmoor areas. It was reported that there was a considerable range of ratios currently at Councils that had a similar total population to the proposed new authority. Within Hampshire, Rushmoor had the lowest number of residents per Councillor at 2,737, with Hart at 3,226 per Councillor and Basingstoke at 3,597. Overall, district councils in Hampshire averaged a ratio of 1:3,391, whilst the Hampshire unitaries averaged 1:4,731.

Another consideration would be the warding arrangements of the new authority. It was confirmed that the Boundary Commission would be unlikely to undertake a review before 2028. It was necessary to consider the optimum number of Councillors for the new council. It was confirmed that the total number of Councillors across the three North Hampshire authorities was currently 126. Given levels of representation  ...  view the full minutes text for item 10.

To consider the implications and possible changes to Council services and facilities and provide feedback in advance of community engagement (papers attached).

Alex Shiell, Service Manager – Policy, Strategy and Transformation will be in attendance at the meeting to guide the discussion.

In introducing this item, the Chair explained that he had been advised by the Council’s Interim Monitoring Officer that the publication of statutory guidance had been delayed. This delay, along with the need to give full attention to the Local Government Reorganisation agenda item, had led to the Interim Monitoring Officer recommending that this item should be deferred to a later date.

The Board RESOLVED that the agenda item on the implications of the Supreme Court judgement on the interpretation of the Equality Act be deferred.

To discuss the Policy and Project Advisory Board Work Plan (copy attached).

The Board noted the current Work Plan.

It was agreed that future items would be based around the Council’s Delivery Plan and would be discussed in detail at the next Progress Group meeting.