Policy and Project Advisory Board - Wednesday, 21st September, 2022 7.00 pm - Agenda and minutes

To confirm the Minutes of the Meeting held on 13th July, 2022 (copy attached).

The minutes of the meeting held on 13th July, 2022 were agreed as a correct record.

To receive an update from Rachel Barker, Assistant Chief Executive on the current situation with the refresh of the Council Business Plan.

Ms Rachel Barker, Assistant Chief Executive, provided an update on the Council Business Plan 2023-26.

It was noted that the three year plan had been refreshed annually and the early engagement with the Board had proved very important in this process. The Plan consisted of six priorities, with key activities detailed for each. The priorities and activities linked to existing strategies and plans and key measures were also identified.

The Board discussed the timeline for the refresh process and noted a “call for evidence” process. It was noted that the Team working on the refresh, had a good evidence base that reflected changes since the previous refresh but would also welcome any evidence, insight and intelligence, from stakeholders, that could input and shape the final document. A deadline for this input had been set as 21st October, 2022 and any evidence, insight and intelligence should be shared with policy@rushmoor.gov.uk.

The Board noted that at their meeting in November, 2022, the opportunity would be given to shape the final document before a draft was finalised. The draft would then be considered by the Corporate Management Team, before returning to the Board in January, 2023, prior to being presented to Cabinet, then Council, in February, 2023.

During discussions, the Board requested that prior to the meeting in November, as much evidence be shared with Members. A request was also made for a summary of the previous year’s Residents’ Survey.

The Chairman thanked Ms Barker for her presentation.

To receive a presentation from David Phillips, Service Manager – Commercial Services on the Council’s future approach to parking. The presentation will cover the following:

·       an outline of the arrangements for the transfer of the work

·       the proposals for Council owned car parks going forward

The Board welcomed Mr David Phillips (Service Manager – Commercial Services), who was in attendance to provide a report on the Council’s future approach to parking.

It was noted that as of 31st March, 2023, Hampshire County Council (HCC) would terminate their agency agreement with the Council to manage on street parking services and traffic management.

Mr Phillips advised on the implications for the Council as a result of the termination, combined with the loss of some Council owned car parks due to the regeneration schemes across the Borough and the impacts of COVID over the past two years. It was noted that there would be impacts in a number of areas, including:

·         Financial

o   loss of all income related to on street parking

o   A 50:50 split of any surplus funds with HCC

o   Loss of expenditure related to on street parking, but requirement to reabsorb any support service costs (circa £200,000 in 2021/22)

·         Contractual

o   Process to cancel/transfer/renegotiate agreements with contractors who supplied services related to cash/card processing and computer systems, amongst others

·         Service

o   Loss of strategic control over location and charges for on street, residential and permit holder parking

o   Loss of control to target Civil Enforcement Officers (CEO’s) in response to customer demand/local need

·         Staffing

o   Reduction in size of the Parking Team - TUPE process in progress to transfer some staff over to HCC

o   Recruitment and retention of CEO’s

o   Uncertainty during transition period

The Board were apprised of some options for the future delivery of off street parking moving forward, these included:

·         Provision of a smaller team potentially working alongside other council functions

·         Delivery of the service primarily through the Customer Services Unit (CSU)

·         Joint delivery with neighbouring authorities

·         Delivery through an external provider

·         Taking on management of some privately owned car parks in the Borough

·         Utilising pay on foot technology

Moving forward, it was advised that communication with HCC would continue to ensure a smooth transition for our residents and users. Regular meetings would also be held with the Service Manager – Customer Services, on moving parking support work to the CSU, and with Hart District Council on the potential for a shared service.

The Board discussed the presentation and raised a number of points, these included:

·         On street parking in specific areas where issues had occurred in the past, in particular Aldershot Park around the Lido site.

·         Loss of local knowledge.

·         Highways issues currently raised primarily with local elected Members and not the County Council – this will become more of an issue for users moving forward. Request for special access route for Members to the HCC Highways Team.

·         Request for more detail from HCC on their strategy regarding on street parking post 31st March 2023.

·         Suggestion to invite the five County Councillors and the Executive Member responsible for highways to a future meeting.

·         A letter be sent to the Executive Member responsible for highways to reflect the feelings of the Board on their decision to take back on street  ...  view the full minutes text for item 15.

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

The Board noted the current Work Plan.